A successful Florida real estate closing depends on more than signed paperwork. Many of the documents that transfer ownership, create a mortgage lien, release a prior lien, or update the public record must be recorded with the county.
eRecording makes that final recording step more convenient for eligible documents. Instead of sending documents by courier or making a courthouse trip, title and escrow companies, lenders and financial organizations, and real estate teams can submit qualifying documents electronically and receive the recorded copy through their account.
But there is an important distinction: electronic submission does not make every closing document recordable. A document must first be legally eligible for the county’s Official Records and meet all applicable execution, notary, witness, formatting, fee, and county requirements.
eRecording is the electronic submission of eligible documents to the county recorder for recording in the Official Records. For a full walkthrough of the process, see our guide to how eRecording works in Florida.
Florida’s Uniform Real Property Electronic Recording Act recognizes electronic documents, signatures, and notarial acts for recording when the legal requirements are met. The law also allows county recorders to receive, index, store, and transmit electronic documents.
For a closing team, that can mean a more streamlined path from a completed recording package to a recorded document. However, the county recorder, not the eRecording platform, determines whether a submitted document is accepted for recording. Coverage also varies by jurisdiction, so confirm that the property’s county appears on our supported counties list before you rely on electronic submission for a closing date.
A deed transfers an ownership interest in real property. Common examples include:
Florida county recorders are required to record deeds and other instruments relating to the ownership or transfer of real property when they are properly presented and required charges are paid. See Florida Statute §28.222.
Because deeds are legally significant, execution details matter. In Florida, instruments conveying an estate or interest in real property generally require the signing party to sign in the presence of two subscribing witnesses. Florida Statute §689.01 also addresses electronic witnessing. Deeds, affidavits, and easements are among the document types Swift supports for real estate professionals.
A mortgage is commonly recorded to place the lender’s security interest in the public record. In a financed purchase or refinance, the mortgage is often among the core documents submitted for recording.
Before submission, confirm that the mortgage contains the required borrower, lender, property, signature, acknowledgment, and execution information. Your lender, title company, and closing attorney should determine the final recording package. Swift supports mortgage documents, modifications, assignments, satisfactions, and releases for lending and financial organizations.
An assignment of mortgage documents the transfer of a mortgage interest from one party to another. These documents are often recorded after loan transfers, servicing changes, or other transactions involving the lender’s interest.
Where eligible, electronic submission can help teams avoid a separate physical delivery process.
A loan modification may be recorded when it changes terms connected to a previously recorded mortgage. Referencing the original recording information accurately is essential, since the purpose is to connect the modification to the existing public record.
Once an obligation has been paid or released, a satisfaction or release document may be recorded to update the public record.
Examples include:
Florida law specifically identifies assignments, releases, cancellations, and satisfactions of mortgages and liens among the types of instruments recorded in Official Records. Always verify that the party signing the document has the authority to release the interest.
Association liens and their releases follow a similar pattern when a unit changes hands. Those instruments are covered on our page for HOAs and property management companies.
Easements establish certain rights to use or access property. Depending on the transaction, a closing package may include:
These documents can affect title and should be reviewed carefully for a complete legal description and correct execution before recording. When a closing is tied to new construction, the recording package may also involve construction instruments such as Notices of Commencement and claims of lien, which are covered on our page for contractors.
Closings may involve affidavits that help clarify title, identity, marital status, heirship, possession, or other facts relevant to the transaction. Whether an affidavit should be recorded depends on its purpose and the closing requirements.
A county’s accepted eRecording document types often include affidavits. For example, Hillsborough County’s published eRecording rules list affidavits, deeds, assignments, easements, mortgages, releases, satisfactions, powers of attorney, and terminations among eligible categories. County rules can differ, so always check local requirements before submission.
A power of attorney may need to be recorded when it is used in connection with an instrument affecting real property. The closing team should confirm whether it must be recorded with, before, or alongside the related transaction documents. Attorneys handling recordable instruments alongside a closing can review the document types Swift supports for legal professionals.
Not every document signed at closing belongs in the county’s Official Records.
Documents commonly retained in the transaction file rather than submitted for recording may include:
There are exceptions. For example, a party may choose to record a recordable memorandum or agreement in a particular transaction. The key question is not whether a document was signed at closing. It is whether the document is legally authorized and appropriate for recording.
| Document | Typically submitted for recording? |
|---|---|
| Warranty or quitclaim deed | Yes, subject to county eligibility and proper execution. |
| Mortgage | Yes, to place the lender’s security interest in the public record. |
| Assignment or modification of mortgage | Yes, with accurate references to the original recorded instrument. |
| Satisfaction, release, or partial release | Yes, when signed by a party with authority to release the interest. |
| Easement or access agreement | Yes, when it affects rights in the property. |
| Affidavit affecting title | Depends on its purpose and the closing requirements. |
| Power of attorney | Depends on how it is used in the related instrument. |
| Purchase and sale agreement | Usually no, unless a recordable memorandum is used. |
| Closing disclosure or settlement statement | No, retained in the transaction file. |
| Promissory note | No, retained by the lender. |
Before sending a closing document for electronic recording, use this checklist.
The document should affect ownership, transfer, encumbrance, lien status, or another interest that is legally recordable. If you are unsure, consult the closing attorney, title company, or county recorder.
Verify signatures, acknowledgments, witness requirements, notarial requirements, legal names, signing authority, and entity capacity before submitting. eRecording is a delivery method. It does not correct an incomplete or improperly executed document.
Confirm the legal description, parcel or folio information where applicable, property address, and references to any prior recorded document. Small errors in names, legal descriptions, or recording references can lead to rejection or later correction work.
Each county can have specific requirements for document types, image quality, indexing data, submission format, and fees. Hillsborough County, for example, accepts scanned ink-signed documents and electronically signed or notarized documents through eRecording, but also lists certain document categories that are not eligible for electronic submission. Review the requirements for the county where the property is located before you submit.
Electronic submission can eliminate a physical delivery step, but it does not guarantee same-day recording. Recording times can be affected by county hours, document quality, volume, fees, rejections, and other processing issues. Build realistic timing into any closing with a firm deadline.
For eligible Florida real estate documents, eRecording can help teams:
Swift E-Recording supports eligible real estate documents, including deeds, mortgages, easements, assignments, releases, satisfactions, and affidavits. Upload the completed document, submit the order, monitor progress, and access the recorded copy through your account. Submissions travel through a secure connection, and you can review our security practices before opening an account.
Closings are one part of a larger recording workload. Swift also serves contractors, permit expeditors, legal professionals, HOA and property management companies, and government agencies. A full breakdown is available on the industries we serve page.
In many counties, yes. Hillsborough County, for example, accepts scanned ink-signed documents as well as documents that were signed and notarized electronically. Confirm the rules for the county where the property is located.
Swift E-Recording supports eligible construction and property documents for contractors, permit expeditors, legal professionals, title and escrow companies, HOAs and property management companies, and government agencies. The industries we serve page lists the document types available to each, and our security practices explain how submissions are protected in transit.
A real estate transaction moves quickly at the finish line. When your documents are complete and ready for county recording, Swift E-Recording helps title companies, escrow professionals, lenders, and real estate teams submit eligible Florida documents online, track recording status, and retrieve recorded copies.
This article is for general informational purposes only and is not legal advice. Recording eligibility and execution requirements can vary by document, county, and transaction. Consult a qualified Florida real estate attorney, title professional, lender, or county recorder for guidance on your specific closing. Questions about coverage or document eligibility can go to our contact page.
