Clerk’ s CORNER
Don’ t Be a Day Late, Nor a Dollar Short
by Karen E. Rushing Clerk of Court and County Comptroller
In 2024, the Sarasota Clerk and Comptroller’ s office recorded over 174,000 documents and indexed more than 522,000 names. The statutory duties include assessing fees, applying instrument numbers and indexing names( direct and inverse).
To avoid calculating incorrect recording fees, we share the following guidelines:
Party names on Official Records instruments can include individuals, businesses, trusts, trustees, and governmental entities, as well as name variations such as alternate and former names.
Some find it difficult to identify how to accurately count the names. Here are some common types.
• Grantor is also one of the Grantee – A grantor who transfers property to another and themselves would result in the grantor being counted as two names.
• Document text name differs from typed signature name: Rarely, a grantor named in the document is named something else below the signature line. If this occurs the additional name will be index.
• Deed into Trust – Deeds and other conveyances require indexing of all Grantors and all Grantees. For example, if Joe and Sally place their real property into Trust, with themselves as Trustees, five names would be indexed— two Grantors( Joe and Sally as individuals), and three Grantees( the Trust and Joe and Sally each as Trustees).
• Affidavits or Certificates of Trust – When a person signs as both an individual and a Trustee, both direct names are indexed, along with any additional indirect parties such as the Trust, Settlor, successor Trustees, etc.
• Life Estate Deeds – When a parent deeds real property to their three children, while retaining a Life Estate, five names would be indexed— one Grantor( the parent) and four Grantees( the parent and the three children).
We recognize the recording priority of your document is important to you. We encourage you to consider submitting documents electronically using a registered eRecording provider. This method allows our team to assess indexing costs at the time of submission, which prevents delays due to insufficient fees.
In Sarasota County, an average of 3 names are indexed for each instrument. The first four names are indexed at no charge, each name thereafter incurs an additional $ 1.00 fee per name( F. S. § 28.24). Failure to include proper payment of indexing fees causes delays in recording your document.
Please help us help you, If you ever have questions about indexing or need assistance, our team is always here to help you avoid being a day late or a dollar short. �
36 | THE DOCKET- APRIL 2025