How Do I Request That a Submitted Package Be Voided or Rejected?

 Overview

A submitter may contact Hopdox after submitting a package because a document is incorrect, incomplete, or should not be recorded. Depending on the county and the package’s status, the submitter may request that the package be voided or rejected.

The process varies by county. Always begin by reviewing the county information for the package in question.

What Is the Difference Between a Void and a Rejection?

Void

A void cancels or withdraws a submitted package. Not all counties accept void requests, and the meaning or availability of a void may vary by county.

Rejection

A rejection occurs when the county returns the package without recording it. The package will generally receive a rejected status and may include a rejection reason. The submitter can then correct the documents and submit a new package.

Neither option can be used after the document has been recorded. If the document has already been recorded, the submitter may need to work with the county or legal counsel to determine the appropriate corrective action.

Step 1: Review the County Information

Review the county information associated with the package before providing instructions to the submitter.

The county information will indicate whether:

• The submitter may contact the county directly.
• The submitter must contact Hopdox Support.
• The county accepts rejection requests, void requests, or both.
• The county has specific procedures for rejection questions or clarification.

Pay particular attention to the following fields:

• Rejection Help
• Rejection Clarification Help

These fields tell the submitter whether to contact the county directly or contact Hopdox Support for assistance.

Step 2: Determine Who Should Contact the County

If the Submitter May Contact the County Directly

Provide the submitter with the instructions displayed in the county information. The submitter should then contact the county directly to request the rejection or obtain clarification.

If the Submitter Is Directed to Contact Hopdox Support

The support representative should:

1. Log in to the Hopdox application.
2. Locate the package in question.
3. Open the Recipient Info section.
4. Review the county’s internal contact information and instructions.
5. Contact the county using the method provided.
6. Document the request and the county’s response.
7. Notify the submitter when the county responds.

The Recipient Info section contains additional information about how Hopdox Support should contact the county.

Information to Include in the Request

When contacting a county, include:

• County name
• Hopdox package number
• County submission or receipt number, if available
• Submitter’s name and company
• Reason for the request
• Whether a rejection or void is being requested
• A request for confirmation when the action has been completed

Important Notes

• Follow the instructions displayed for the specific county.
• Do not assume that every county follows the same process.
• Do not promise that the county will stop the package.
• Sending a request does not guarantee that the county will review it before recording the documents.
• Submit the request as quickly as possible.
• Do not tell the submitter that the package has been voided or rejected until the county confirms it.
• The submitter should not resubmit the corrected package until the status of the original package has been confirmed.

EXAMPLE: County-Specific Instructions

Separate county-specific instructions should be created for counties with established rejection or void procedures.

Each county entry should identify:

• Whether void requests are accepted
• Whether rejection requests are accepted
• Whether the submitter or Hopdox Support must contact the county
• The required contact method
• The information that must be included
• Any county-specific limitations

Pinellas County, Florida

Void requests: Not accepted
Rejection requests: Accepted
Who contacts the county: Hopdox Support
Contact method: Email

Send rejection requests to:

clkrecsvsleadership@mypinellasclerk.gov

Include the package information, the reason for the requested rejection, and a request for confirmation.

Suggested Response to the Submitter

I will review the county information for this package to determine whether you can contact the county directly or whether the county requires Hopdox Support to submit the request. Please be aware that we cannot guarantee the county will stop the package before it is recorded. We will let you know as soon as we have additional information.

Key Takeaway

Always begin by reviewing the county information for the package. Follow the county’s instructions to determine whether the submitter may contact the county directly or must work through Hopdox Support. If Hopdox must contact the county, use the contact information and instructions in the package’s Recipient Info section.