What documents can you find?

The Recorder maintains warranty deeds, quitclaim deeds, survivorship deeds, sheriff’s deeds, certificates of transfer, land contracts and recorded mortgages.

Other records include mortgage releases, easements, mechanic’s liens, financing statements, powers of attorney, condominium documents, plats and zoning records.

The Recorder preserves and indexes instruments. It does not certify clear ownership or decide whether a recorded deed is legally valid.

The county uses CountyFusion to provide public access to recorded land documents.

The Recorder’s main page confirms that documents recorded and imaged from January 1, 1985, onward are available online.

How should names be entered?

Hancock County specifically instructs users to enter individual names with the last name first.

If your search returns no results, try the person’s middle initial, previous surname or another spelling.

Properties owned by trusts or companies may be indexed under the entity’s legal name.

Which records should you search?

What if the search system is unavailable?

Start from the official Recorder homepage and select its Property Record Search link.

If the vendor website remains unavailable, contact the office at 419-424-7091.

If you only know a property’s street address, start with the Hancock County Auditor.

The Auditor maintains parcel ownership, legal description, valuation, maps and property-transfer information.

Why use two different systems?

What if the address does not produce a match?

Try searching by the owner name or parcel number. Address records can use abbreviations or different street-name formats.

You can contact the Auditor’s Real Estate Division at 419-424-7015 for parcel-identification questions.

Hancock County accepts original paper recordings, mailed documents and electronic submissions.

For deeds transferring real estate, the Auditor’s conveyance process must be completed before final recording.

Step-by-step instructions

1. Prepare the deed.

   Use the appropriate instrument with correct grantor and grantee names and the full legal description.

2. Check signatures and acknowledgment.

   Verify that the document is properly signed, notarized and prepared under Ohio law.

3. Review document formatting.

   Check paper size, margins, text legibility and applicable recording references.

4. Complete the Auditor conveyance.

   Submit the applicable DTE transfer form and pay any conveyance and parcel-transfer fees.

5. Submit the deed to the Recorder.

   Present the approved document with the appropriate recording payment.

6. Retain the document reference.

   Keep the recording information and returned original for future use.

Recording by mail

The Recorder accepts mailed documents with the required payment and supporting forms.

Include a self-addressed stamped envelope, any conveyance forms and clear recording instructions.

Recorder document standards

Ohio Revised Code 317.114 provides standardization requirements for recorded documents.

Documents that fail applicable standards can incur an additional $20 recording charge.

The Hancock County Auditor processes real-property ownership transfers before the Recorder records the conveyance instrument.

The county’s Real Estate Division manages transfer information for more than 39,000 parcels.

Which DTE form is required?

Hancock County conveyance charges

For example, an ordinary conveyance of $200,000 involving one parcel would have a $600 conveyance fee plus a $0.50 parcel transfer fee.

The $600.50 Auditor subtotal is separate from the Recorder’s document-recording charge. Exemptions can change the amount.

Hancock County increased standard recording fees effective January 1, 2025, following Ohio Senate Bill 94.

The county’s current published schedule lists $39 for the first two pages and $8 for each additional page.

Example: deed recording charges

These are standard page-based recording examples. Additional references, special document charges and Auditor conveyance fees are not included.

What about UCC financing statements?

The county lists a $12 filing charge for certain real-estate-related financing statements, plus $4 for each name indexed.

UCC termination charges can differ from ordinary deed recording fees. Review the separate financing-statement section.

Hancock County lets residents request recorded deed and mortgage copies in person, by phone or through online document research.

If you have lost your deed, you usually do not need to prepare and record a new one just to obtain a copy.

Three ways to request a copy

Regular copy vs. certified copy

Yes. The Hancock County Recorder accepts electronic submissions through participating eRecording vendors.

The county’s current FAQ says electronic recording can include documents requiring conveyance and Auditor review, including deeds.

County-listed providers

Typical eRecording workflow

1. Choose an accepted vendor.

   Confirm the provider supports Hancock County.

2. Prepare the document.

   Check the deed and related Auditor requirements.

3. Submit through the provider.

   Follow its account, payment and document instructions.

4. Complete county review.

   The appropriate county offices process the eligible recording.

5. Retain the confirmation.

   Save the recording number and accepted document.

The Recorder’s current primary online image collection starts on January 1, 1985.

The county says it is working to add earlier documents to the online index.

Historical index materials may be available through the county’s online research tools, but older instruments may require in-office searching.

How to research older property ownership

I paid off my mortgage. Where is my deed?

The county explains that your original deed is not normally held by the lender or Recorder until the mortgage is paid.

Homeowners usually receive the original deed after the property closing.

When a mortgage is paid off, a separate release or satisfaction should document the discharge of the mortgage.

How to check a mortgage release

1. Search the original mortgage.

   Use the borrower or lender name.

2. Find its recording reference.

   Save the instrument number or book/page.

3. Search later release documents.

   Look for the corresponding satisfaction or discharge.

4. Compare the references.

   Confirm the release matches the mortgage.

5. Contact the lender if necessary.

   Ask whether the release was properly submitted.

Can I add someone to my deed?

The Recorder says adding, removing or changing a name generally requires a new deed.

The office cannot prepare the new instrument. An ownership change can affect mortgages, taxes, survivorship and estate planning.

Can a lien appear under a similar name?

Yes. A matching party name alone does not prove a lien affects a specific property.

Review the instrument and obtain legal or title assistance when the filing’s effect is uncertain.

Hancock County uses different offices for recorded property documents, assessments, tax payments and court filings.

Official county resources

Military discharge records

The Recorder also handles DD214 military discharge documents.

These records have privacy protections and different access requirements from ordinary public deeds.

Call the office for recording and certified-copy requirements before visiting.

This guide is independently published for informational purposes. It is not the official website of Hancock County, the County Recorder or any Ohio government agency.

Recording fees, office hours, submission requirements and online services may change. Confirm important information with the county.

This article does not provide legal advice, a title examination, tax advice or an official certification of property ownership.

Public deed records should not be used for employment, tenant, credit or insurance screening covered by the Fair Credit Reporting Act.

This website is not a consumer reporting agency.

These official sources provide the office contacts, public search tools, current fees and property-transfer requirements discussed above.