What documents does the Recorder maintain?

The Recorder preserves deeds, mortgages, mortgage releases, land contracts, easements, liens, leases, powers of attorney, plats and other instruments affecting real estate.

The office also maintains certain condominium documents, transfer-on-death affidavits, zoning records and military discharge recordings.

Recording creates an official public record. It does not mean the county guarantees legal ownership or clear title.

Clermont County provides online document research through its CountyFusion public records system.

The Recorder says documents recorded from 1980 to the present are available through its online search. Older records are maintained through the office.

What can you search with?

How to read the search results

Official search instructions

The Recorder publishes a user guide explaining how to begin a simple document search.

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

The Auditor maintains parcel information, property descriptions, ownership references, values and sales history.

Once you identify the owner or recording details, return to the Recorder’s document search.

Why do the Assessor and Recorder searches differ?

What if the property was recently purchased?

A recently recorded deed and the Auditor’s ownership database may not update at precisely the same time.

Search the Recorder’s records for the completed instrument, then ask the Auditor about any delayed parcel ownership update.

Clermont County follows a specific order when recording deeds that transfer real estate.

The deed generally goes to Tax Map first, then the Auditor, and finally the Recorder.

Step-by-step recording instructions

1. Prepare the proper deed.

   Use a legally appropriate instrument with the grantor, grantee and complete legal property description.

2. Check signatures and notarization.

   Confirm that the deed meets Ohio’s execution and acknowledgment requirements.

3. Visit Tax Map first.

   Obtain the legal-description approval required under Clermont County’s local conveyance procedures.

4. Complete Auditor conveyance.

   Provide the required DTE forms and pay applicable transfer and conveyance fees.

5. Submit the approved deed to the Recorder.

   Include the document, recording fees and any required supporting information.

6. Keep the completed recording reference.

   Save the instrument details and retain the original document returned by the office.

Ohio recording standards

Ohio Revised Code 317.114 establishes formatting standards for many documents submitted to a County Recorder.

Clermont County provides a standardization template and explains that certain noncompliant documents can incur a $20 additional charge.

Check the applicable page size, margins, text requirements and space for recording information before filing.

The County Auditor reviews ownership transfers to maintain the county’s parcel and real-property records.

Clermont County adopted updated transfer and conveyance standards effective January 1, 2024.

Which forms might you need?

Auditor transfer and conveyance charges

The Auditor calculates applicable conveyance charges using the county’s published valuation and fee rules.

Recorder recording fees are separate from Auditor conveyance and transfer fees.

Clermont County’s published fee schedule lists $34 for the first two recorded sides of most deeds, mortgages and similar instruments.

Each additional side costs $8. Other charges can apply depending on document references, formatting and document type.

Simple recording cost examples

These examples assume standard documents with no separate reference, noncompliance or special recording charges.

How should checks be written?

The Recorder says checks for recording must be payable to Clermont County Treasurer.

If Auditor fees are included, use a separate check for those charges, also payable to the County Treasurer.

Incorrect fee amounts can result in a document being rejected and returned unrecorded.

You can obtain a copy of a Clermont County deed online, at the Recorder’s Office or by mail.

The correct method depends on whether you need a simple reference copy or a certified official document.

Certified-copy example

A three-page certified deed would ordinarily cost $7 using the county’s published copy and certification fees.

How to request a deed copy by mail

1. Find the recording information.

   Use the online search to identify the document number and parties.

2. Prepare a written request.

   Include the document type, names and recording reference.

3. Calculate copy charges.

   Confirm the fee based on the number of pages and whether certification is needed.

4. Include payment and return postage.

   Provide a self-addressed stamped envelope large enough for the returned document.

5. Mail to the Recorder.

   Send the request to 101 East Main Street, Batavia, OH 45103.

Yes. Clermont County accepts eligible documents electronically through approved eRecording service providers.

eRecording can help title companies, attorneys, banks and other professional submitters avoid mailing or delivering paper instruments.

Approved eRecording providers

How does eRecording work?

1. Register with an approved provider.

   Set up a vendor account and review eligibility requirements.

2. Prepare the document.

   Make sure it meets Ohio law and Clermont County recording standards.

3. Submit electronically.

   The document is sent through the participating service.

4. County staff review the filing.

   The submission is accepted or rejected based on applicable requirements.

5. Receive the recording confirmation.

   Approved documents receive electronic recording information.

eRecording processing hours

The Recorder says electronic documents are processed Monday through Friday between 8:30 AM and 3:30 PM.

Submissions received after 3:30 PM or while the office is closed are processed on the next business day.

Which documents cannot be eRecorded?

The Recorder identifies plats and military discharge records as examples of documents that cannot be submitted through its ordinary eRecording process.

Clermont County offers FraudSleuth, a free alert service that monitors recorded documents for names you register.

The system can notify you when a new recording matches one of your monitored names.

How to register for FraudSleuth

1. Open the FraudSleuth information page.

   Use the county’s official instructions.

2. Create a search portal account.

   Register through the county-linked CountyFusion system.

3. Open account preferences.

   Find the FraudSleuth profile configuration option.

4. Add your monitored names.

   Register first and last name, middle initials and useful variations separately.

5. Save your profile.

   Confirm that all intended names were added.

What happens when you receive an alert?

The email includes information such as the matching name, document reference, document type and recording date.

An alert does not automatically mean fraud occurred. Someone with a similar name may have recorded an unrelated instrument.

If a recording looks suspicious, call the Recorder at 513-732-7236 for help identifying the appropriate next agency.

Clermont County offers an educational program called Good Deeds.

The program is presented through cooperation among the Recorder, Probate Court and Clerk of Courts.

Its purpose is to help residents understand how proper planning can reduce confusion and potentially avoid some probate-related difficulties.

When might this be useful?

The Recorder can provide recorded documents, but it cannot recommend an estate plan or prepare a transfer-on-death instrument for you.

The Clermont County Recorder accepts eligible military discharge documents for recording without an ordinary recording fee.

The office also provides free Veteran ID cards for eligible honorably discharged veterans with the required documentation.

Are DD214 records public?

Ohio restricts access to recorded military discharge documents.

The county identifies authorized requesters such as the veteran, certain authorized representatives, estate executors and qualifying funeral directors.

Proper identification is required for restricted discharge-copy access.

I paid off my mortgage. Do I get my deed now?

Your deed is not normally held by the Recorder or lender until your mortgage is paid.

The Recorder explains that homeowners generally receive the original deed after closing.

Paying off a mortgage typically results in a separate Satisfaction or Release of Mortgage being recorded.

How to verify a mortgage release

1. Find the original mortgage.

   Search the Recorder’s online records by borrower or other available reference.

2. Look for the release.

   Search for a Satisfaction, Release or other applicable mortgage-discharge instrument.

3. Review the reference.

   Confirm that the release corresponds to the original mortgage.

4. Contact the lender if missing.

   Ask the lender or loan servicer whether the required release has been submitted.

Can I add someone to my deed?

The Recorder’s FAQ explains that adding or changing a name generally requires a new deed.

The office cannot prepare that legal document for you.

Consult an Ohio real-estate attorney before changing ownership, because the change can affect mortgages, taxes, survivorship and estate planning.

Clermont County uses different offices for land records, ownership transfers, taxes and court matters.

Contacting the right office can save a trip and help you avoid submitting the wrong form.

Useful local resources

This article is independent informational content. It is not the official website of Clermont County, the County Recorder, the Auditor or any Ohio government agency.

The information does not constitute legal advice, tax advice, a title examination or an official government certification.

Recording fees, office hours, forms, electronic services and legal requirements can change.

Verify important details directly with the responsible government office before submitting documents or making payments.

Public land records should not be used for employment screening, tenant screening, credit eligibility, insurance underwriting or other regulated consumer-reporting decisions.

This website is not a consumer reporting agency under the Fair Credit Reporting Act.

The following government resources support the search instructions, office information, fee examples and Ohio recording rules explained in this guide.