We recommend that you add a Disclaimer to each AOI. Your disclaimer will be unique to each client. We recommend that the Disclaimer be input as a Non-Conveying Document (Supporting), and be dated 1/1/1800 so that it is the first entry in your Runsheet. In the NCD notecard, name it Disclaimer, and attach it as a PDF named “Disclaimer *Client’s Name* *Date of Disclaimer* *Section-Township-Range (or other legal description)*”.
Be as concise as possible so that Ownership is clean and easy to understand, eg. N2 for North Half, SW (instead of SW4) for Southwest Quarter, Below 10,000’ for all depths below 10,000', 10ac-WD709.11 for a 10 acre metes and bounds tract coming out of Warranty Deed Volume 709 Page 11, or SW S&E 10ac-WD709.11 for the Southwest Quarter Save and Except the 10 acre metes and bounds tract coming out of Warranty Deed Volume 709 Page 11.
Note relevant conveying language, subtracts and depths. Always note when a superseding date is used and why.
Use the Flag toggle on any potential title issue, or interpretation issue (eg. fixed vs. floating NPRI), and create a “flag note” describing the issue.
Use the Assumption toggle anytime you have to make an assumption. Note exactly what was assumed and why. This is often used to fill in gaps in title and to otherwise make your chain continue to flow. Use supporting information if possible, including the URL (eg. Ancestry, FindaGrave, etc.) and attach as a supporting instrument (a screenshot is better than nothing). We also recommend that you flag Affidavits of Heirship as an assumption when using laws of descent and distribution to determine ownership.
Use the Reversion toggle anytime you have a reversionary interest (eg. a term mineral deed, life estate, etc.), and make a note of what will trigger the reversion. If the reversion has already transpired, we generally do not flag it as a reversion but rather we treat it as a conveyance and only make a note that a reversion has taken place, including any relevant evidence that the reversion has taken place. When filling out your Digital Notecard that includes a reversionary interest, we recommend that you also add the remaindermen as a grantee (but being granted no interest).
Use the most recent and most complete name in title, absent any unnecessary descriptors as the chosen name under which you will put all Aliases. For example, use John Smith Jr. rather than John Smith, assuming they are the same person. We typically separate husbands and wives into two separate parties, even if you believe that they own the property as community property. In this situation, If a conveyance is made to an individual, being “the wife of so and so,” convey it to that party only using the full description as their name. You might wish to use the “Display As” Alias to use their given name only, absent the descriptor of “wife of so and so.” Some clients prefer that husbands and wives be combined into one party in Community Property states, and in cases where they are Joint Tenants with Right of Survivorship. Many of our mineral buying clients also prefer to have the husband and wife combined into one party when they are conveyed an interest together, so that they don't have to contact the husband and wife separately about an interest which they own jointly. When applicable, use JTROS for Joint Tenants with Right of Survivorship and SSP for Sole and Separate Property.
Metes and Bounds Tracts-
Tracts does not require you to input metes and bounds. You only need to orient the subtracts properly, and to add the proper acreage.