County records guide • Deeds, official records, copies and local office help
County Recorder: Deeds, Records & Office
The county recorder is the local public office that records and maintains many real estate documents, including deeds, mortgages, deeds of trust, releases, liens, plats and other official records.
The office name is not the same in every state. It may be called the County Recorder, Register of Deeds, Clerk-Recorder, County Clerk, Recorder of Deeds, Register of Mesne Conveyance or Official Records office.
This guide explains how to find the correct office, search deed records, order copies, record a document and avoid confusing the Recorder with the Assessor or Tax Collector.
Start here
County Recorder Quick Facts
The Recorder receives, indexes and preserves recordable documents for the county.
Typical records include deeds, deeds of trust, mortgages, releases, liens, plats and easements.
The same function may have a different name depending on state and county law.
Most offices allow searches by grantor, grantee, recording date, document type or instrument number.
Use certified copies when a court, lender, title company or government agency requires official proof.
Assessed value and tax bills usually belong to the Assessor, Auditor, Treasurer or Tax Collector.
A recorded document is part of the public record, but recording does not always prove that title is clean, valid or free of legal problems.
Find the right local office
How to Find the Correct County Recorder Office
There is no single national county recorder address because Recorder offices are created under state and county law.
Always search for the county where the property is located, not where the owner lives.
Use the property address, parcel number or tax bill to confirm the county.
Try “county recorder,” “register of deeds,” “official records,” “clerk-recorder” or “land records.”
Prefer a county .gov website, official state directory or a county office page linked from local government.
Recording offices often have document cut-off times, special copy counters and different payment rules.
Some counties show full document images online. Others only show an index and require copy orders.
Official route to local government websites
USA.gov provides state and local government directories. Use it when you do not know your county’s official website.
Open USA.gov local governmentsLocation help
County Recorder Office Map Search
This is a general map search because the title does not name a specific county. For a local article, replace this with the exact Recorder office address and embedded map.
Search “county recorder office” near your property county
Before visiting, confirm the address on the official county website. Google Maps results can include private record vendors or old office locations.
Search workflow
How to Search Deeds and Recorded Documents
Most Recorder offices maintain an online index, public terminal or searchable official records system.
Search options vary, but the same basic method works in most counties.
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Start with the property county.
Recorder records are county-based. Searching the wrong county can miss the deed entirely.
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Search by owner or party name.
Try grantor, grantee, borrower, lender, trustee, business name, trust name and spelling variations.
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Use document type filters.
Common filters include deed, mortgage, deed of trust, release, lien, easement, plat or map.
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Search by recording date.
This is useful for recent closings, title-company recordings or known transaction dates.
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Save the document reference.
Record the book/page, instrument number, document number or recording number before ordering copies.
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Order the image or certified copy.
Use certified copies only when official certification is needed.
Some counties provide only an index online. If the actual deed image is not visible, use the Recorder’s copy request process.
Recording workflow
How to Record a Deed or Property Document
The Recorder records documents that meet legal and formatting requirements. It usually does not prepare deeds or decide which form you should use.
Requirements vary by state, but these steps help you prepare before submitting.
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Prepare the correct document.
Common documents include grant deeds, warranty deeds, quitclaim deeds, deeds of trust, mortgages, releases and easements.
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Check state and county formatting rules.
Rules may cover margins, font size, page size, document title, return address, legal description and notary acknowledgment.
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Include the legal description.
A street address alone is often not enough for a deed. Use the legal description from a prior deed, title report or official record.
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Check transfer forms and taxes.
Some states require transfer tax declarations, property value affidavits, ownership change forms or tax certificates.
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Sign and notarize when required.
Most deeds and mortgage-related documents require a notarized signature.
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Submit by the accepted method.
Options may include in-person recording, mail recording, e-recording or drop-box submission.
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Pay the correct recording fee.
Fees can depend on page count, document type, transfer tax, technology fees, housing fees or indexing rules.
Choosing the wrong deed can affect ownership rights, taxes, estate planning, liens and title insurance. Get legal or title-company help when ownership consequences matter.
Copies and certificates
How to Get Copies of Deeds and Recorded Records
Useful for checking a document, reading names or confirming a recording reference.
Usually required by courts, lenders, title companies, government offices and legal processes.
Some counties provide online images marked unofficial or for reference only.
Use the online index, public terminal or Recorder staff assistance.
Do not pay extra for certification unless the receiving party requires it.
Possible methods include online order, in-person request, mail request, phone request or email request.
Some offices require checks, money orders, cashier’s checks or exact online payment.
Costs
County Recorder Fees: What Usually Affects the Price
Recorder fees are local and state-specific. Do not assume another county’s fee schedule applies to your document.
Fees can differ for deeds, mortgages, plats, liens, maps, releases and government recordings.
Some counties charge per page or add fees for oversized pages.
Extra names, parcels, references or legal descriptions may add indexing fees.
Some deeds require county, city, state or documentary transfer tax.
Usually charged per page or per document.
Certification adds an official seal or certificate to the copy.
Open your county’s official fee schedule and confirm payment rules. A rejected recording can delay closings, releases, transfers and public notice.
Avoid the wrong office
Recorder vs Assessor vs Treasurer vs Court Clerk
County Recorder / Register of Deeds
Use for: deeds, mortgages, liens, releases, maps, plats and official recorded document copies.
Do not use for: tax bills, assessed value, building permits or court case files.
County Assessor / Appraiser
Use for: parcel number, assessed value, ownership display, exemptions and property characteristics.
Do not use for: certified recorded deed copies unless the county combines offices.
County Treasurer / Tax Collector
Use for: property-tax bills, payments, delinquent taxes, tax-sale questions and tax receipts.
Do not use for: deed recording or title-history searches.
Court Clerk
Use for: court cases, probate filings, divorce decrees, judgments and court orders.
Note: in some states, the Clerk may also maintain official records, so always verify local structure.
In some counties, the Recorder is part of the Clerk’s Office. In others, the Register of Deeds is separate. The correct office depends on local law.
Property protection
Property Fraud Alerts and Recording Notifications
Many Recorder, Clerk and Register of Deeds offices offer free recording notification services.
These alerts can notify you when a document is recorded using your name, business name, parcel or property reference.
An alert can tell you that a document was recorded so you can review it quickly.
Most systems do not prevent a document from being recorded.
Save the document reference and contact the Recorder, law enforcement, title company or attorney.
A recording alert is not title insurance and does not prove fraud by itself. It is an early-warning tool.
Document examples
Common Documents Found in County Recorder Records
Deed
Transfers or documents ownership interests. The exact deed type depends on state law and transaction purpose.
Mortgage or deed of trust
Records a security interest in real property when money is borrowed against the property.
Release or reconveyance
Shows that a recorded mortgage or deed of trust has been released or reconveyed.
Lien
May show a claim against property, such as tax liens, judgment liens or mechanic’s liens.
Easement
May give someone a right to use part of the property for access, utilities or another purpose.
Plat or map
Shows subdivision, parcel, survey or land boundary information when recorded with the county.
Record decoder
Terms You May See in County Recorder Search Results
Grantor: the person or entity giving, transferring or encumbering an interest.
Grantee: the person or entity receiving an interest or benefit.
Instrument number: the official recorded document reference in many counties.
Book and page: older or alternate reference format used by many Recorder offices.
Recording date: the date and sometimes time when the document entered the public record.
Legal description: the property description used in legal records, not just the street address.
Index: searchable record summary that may or may not include the document image.
Avoid delays
Common County Recorder Mistakes
Searching the wrong county: records are usually kept where the property is located.
Using only a street address: many deed indexes search by name, document number or legal description.
Expecting legal advice: the Recorder records documents but usually cannot choose forms or explain legal consequences.
Skipping notary rules: many deeds must be acknowledged before a notary before recording.
Ignoring transfer tax: some deed recordings require state, county or city transfer taxes.
Forgetting extra forms: many states require transfer declarations, value affidavits or ownership change reports.
Assuming online copies are certified: many online images are unofficial unless certified by the office.
Confusing Recorder and Assessor: recorded documents and assessed values are usually separate systems.
Decision path
What Should You Do Next?
I need a deed copy
Find the correct county, search the Recorder index, save the document reference and order a regular or certified copy.
I need to record a deed
Prepare the original deed, verify state/county formatting rules, sign and notarize if required, and check recording fees.
I need a parcel number
Use the Assessor or property appraiser website, not the Recorder index.
I need to pay property tax
Use the Treasurer, Tax Collector or county tax office website.
I found a suspicious deed
Save the instrument number, download or order the document and contact the Recorder, law enforcement, title company or attorney.
I am not sure which deed to use
Contact a licensed real estate attorney, title company or legal aid resource in the property’s state.
Important caution
Independent Information, Legal Caution and Public-Records Notice
This page is independent informational content. It is not the official website of any county recorder, register of deeds, clerk-recorder, assessor, treasurer, court or government agency.
Recording rules, office names, search systems, addresses, fees, deadlines, copy methods and document requirements vary by state and county.
This page is not legal advice, title advice, tax advice or a substitute for a title company, attorney, surveyor, notary or public official.
Do not use property-record information for employment screening, tenant screening, credit eligibility, insurance underwriting or any purpose regulated by the Fair Credit Reporting Act or similar laws.
FAQs
County Recorder FAQs
What does a county recorder do?
A county recorder records, indexes and preserves official documents such as deeds, mortgages, deeds of trust, releases, liens, easements, plats and other recordable instruments.
Is the county recorder the same as the register of deeds?
Often, yes. In many states the same function may be called Recorder, Register of Deeds, Clerk-Recorder, Recorder of Deeds, County Clerk or Official Records office.
How do I find my county recorder?
Search the official county website for the county where the property is located. Try terms such as county recorder, register of deeds, clerk-recorder, official records or land records.
Can I search deed records online?
Many counties offer online recorded-document indexes. Some show full images, while others only show document details and require a copy order.
What information do I need to search for a deed?
Useful search details include the owner name, grantor or grantee name, recording date, document type, instrument number, book/page or legal description.
How do I get a certified deed copy?
Find the document in the official Recorder index, then order a certified copy through the county recorder, register of deeds or clerk-recorder copy process.
Can the recorder prepare a deed for me?
Usually no. Recorder offices generally record documents but do not choose forms, prepare deeds or give legal advice.
Why was my document rejected for recording?
Common reasons include missing notary acknowledgment, incorrect margins, missing legal description, unpaid fees, missing transfer forms or failure to meet state recording requirements.
Does recording a deed prove clear title?
No. Recording gives public notice, but it does not always prove that title is clean, valid or free from legal disputes.
Should I use the recorder, assessor or tax collector?
Use the Recorder for recorded documents and copies, the Assessor for parcel numbers and assessed value, and the Treasurer or Tax Collector for property-tax bills and payments.
Official resources