U.S. county land-records guide • reviewed September 2026
County Recorder of Deeds: Records, Deed Search, Copies & Office Guide
A county recorder of deeds keeps the official land-record documents filed for property in a county.
Depending on the state, the same office may instead be called the County Recorder, Register of Deeds, Clerk-Recorder, Clerk of Court, Register of Wills and Recorder of Deeds, or another local title.
Use this guide to understand which records the office keeps, how to find a deed, what information a recorded document contains, and which office to contact when the Recorder is not the right agency.
Start here
What Is a County Recorder of Deeds?
A Recorder of Deeds is the local public office that receives, indexes and preserves documents affecting real property.
Common records include deeds, mortgages, releases, liens, easements, subdivision plats, powers of attorney and other instruments authorized for recording.
The exact office name, search system, recording fee and filing requirement depend on the state and county.
Records provide public notice and preserve the history of recorded property interests.
Search systems frequently index documents by grantor, grantee, recording date or instrument number.
Recorder records and assessor property databases serve different purposes.
Recording staff generally cannot choose or prepare the correct deed for a property owner.
Pennsylvania commonly uses Recorder of Deeds, many Midwestern states use County Recorder, and some states place recording duties with a Clerk or Clerk-Recorder.
Office locator
How to Find the Correct County Recorder of Deeds Office
This page covers the office type nationally, so there is no single Recorder address, phone number or Google Map that would be accurate for every visitor.
Find the county where the property is physically located, then identify that county’s official recording authority.
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Identify the property county.
Use the physical property location, not the owner’s mailing address.
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Search the official county website.
Look for Recorder, Recorder of Deeds, Register of Deeds, Clerk-Recorder or Official Records.
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Confirm the office handles land recordings.
The correct office should mention deeds, mortgages, liens, plats or recorded land documents.
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Check the official record-search link.
Some counties operate their own portal while others use an authorized records vendor.
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Verify address and hours before visiting.
Recording cut-off times can differ from general courthouse hours.
Adding one courthouse address to a nationwide page could send readers to the wrong county. A map should be added only after the specific county and state are known.
Record types
What Records Can You Find at a Recorder of Deeds Office?
Deeds: warranty deeds, quitclaim deeds, fiduciary deeds, transfer-on-death instruments and other conveyances where authorized.
Mortgages: mortgages, deeds of trust in applicable states, assignments, modifications and releases or satisfactions.
Liens: mechanic’s liens, federal tax liens and other recordable liens permitted under state law.
Easements: utility, access, conservation and other recorded easement instruments.
Plats and surveys: subdivision plans, condominium plans, maps and surveys where the local recorder is the filing authority.
Affidavits: recordable affidavits affecting title, identity or real property where state law permits them.
Powers of attorney: instruments recorded when they affect a property transaction or when state law permits recording.
Military records: some Recorder offices accept DD214 or military discharge filings with restricted access rules.
State law determines which instruments can be recorded and which government office maintains them.
Online deed search
How to Search County Recorder of Deeds Records
Recorder databases are usually document-index systems rather than ordinary address-search websites.
The most reliable search method depends on what information you already know.
Search by Owner Name
Try the current or former owner’s name as grantor or grantee.
Older deeds may be indexed under a prior owner rather than the current taxpayer.
Search by Instrument Number
Use this when a tax record, prior deed, title report or mortgage gives you the recording number.
This is often the fastest way to retrieve one known document.
Search by Book and Page
Older records may use deed book and page references instead of a modern instrument number.
Enter the reference exactly as the local portal expects.
Search by Recording Date
A date range can narrow results when a closing date or approximate transfer date is known.
Combine the date with a party name when the portal permits it.
If You Only Know the Property Address
Start with the county Assessor, Property Appraiser or parcel-search system if the Recorder portal does not support address searches.
Find the current owner and parcel information there, then use the owner’s name or deed reference in the Recorder system.
Record search troubleshooting
No owner result? Try surname only or a previous owner.
Business owner? Search the legal entity name instead of an individual’s name.
Very old deed? Look for historical index books, scanned books or archive links.
Address search unavailable? Find the owner and deed reference through the Assessor first.
Nothing appears? Confirm that the property is actually in the county you are searching.
Understand the result
Recorder Record Result Decoder
The party transferring or granting an interest in the document.
The party receiving the interest described in the document.
The unique recording reference assigned by the office.
The date the document was accepted into the official records.
Examples include deed, mortgage, release, lien, easement or affidavit.
An older or alternate recording reference used by many counties.
The description identifying the real property affected by the instrument.
Prior mortgage, assignment, release or earlier deed references may be shown.
Finding a deed online does not by itself prove that title is clear or reveal every legal interest affecting the property.
Recording workflow
How to Record a Deed or Other Property Document
Recording requirements are state-specific. Some counties also require review by an Auditor, Assessor, Tax Map office or transfer-tax department before the Recorder accepts a deed.
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Use the correct legal document.
Recorder staff generally cannot choose the right deed or draft it for you.
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Check state and county formatting rules.
Review margins, signatures, acknowledgments, preparer statements, return addresses and legal-description requirements.
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Complete transfer forms when required.
Transfer declarations, tax forms or assessor forms may be required before recording.
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Check transfer taxes or conveyance fees.
These can be separate from the Recorder’s document-recording fee.
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Submit the document.
Depending on the county, filing may be in person, by mail or through an approved eRecording provider.
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Keep the recording information.
Save the instrument number, receipt and returned original or electronic confirmation.
If you are unsure whether a deed, trust, survivorship instrument or transfer-on-death document fits your situation, use a qualified attorney or title professional.
Recording costs
How Much Does a County Recorder of Deeds Charge?
There is no national Recorder fee schedule.
Recording fees are set by state law, county ordinance or a combination of statutory charges and local surcharges.
Base recording fee: may cover the first page, first document or standard instrument.
Additional-page fee: commonly applies when a document exceeds the included pages.
Transfer or conveyance tax: may be collected separately from recording fees.
Reference fee: some states charge for additional legal or document references.
Nonstandard-document fee: an extra charge may apply if formatting does not meet statutory requirements.
Certified-copy fee: typically differs from an ordinary photocopy or downloaded image.
Open your own county Recorder’s current fee schedule immediately before submitting a document.
Copies
Regular Copies vs. Certified Deed Copies
Regular Copy
Useful for personal research, reviewing a deed or checking a recording reference.
Many counties allow images to be viewed or purchased online.
Certified Copy
Contains the Recorder’s certification that the copy matches the document in the official record.
Courts, lenders, agencies or title professionals may specifically request certification.
Information to Have Ready
Owner or party name.
Approximate recording date.
Instrument number or book/page when available.
Property address for cross-reference.
Document type, such as deed or mortgage.
Avoid the wrong office
Recorder vs. Assessor vs. Tax Office vs. Court
Recorder / Recorder of Deeds
Deeds, mortgages, liens, easements, releases, plats and other recordable instruments.
Assessor / Property Appraiser
Parcel ID, current assessed value, property characteristics, exemptions and often owner-by-address searches.
Treasurer / Tax Collector
Tax bills, payments, delinquent taxes, receipts and payment questions.
Court Clerk
Court cases and judgments unless the local Clerk also serves as the county’s official recorder.
For example, Florida commonly places official-record functions with the Clerk of the Circuit Court, while Pennsylvania counties commonly maintain a separate Recorder of Deeds office.
Why names vary
Examples of Recorder Office Structures
These official examples show why a generic “Recorder of Deeds” search must be translated into the terminology used by the property’s jurisdiction.
The county uses a Recorder of Deeds office that maintains land records and other recordable documents.
Official Recorder of DeedsThe county uses the title County Recorder and lists deeds, mortgages, liens, plats and other instruments among its records.
Official County Recorder FAQThe Clerk of the Court and Comptroller serves as the official recorder for deeds, mortgages, liens and other official records.
Official RecordsOhio law requires county recorders to keep an official records series containing deeds, mortgages, plats, easements and other instruments.
Ohio Revised Code §317.08Decision path
What Should You Do Next?
You need the current owner → start with the county Assessor or Property Appraiser.
You need the recorded deed → search the Recorder or official land-record portal.
You need a certified deed copy → order it from the Recorder or other official recording authority.
You need to transfer ownership → review the local deed, tax and recording requirements before filing.
Your mortgage was paid off → search for the recorded satisfaction, release or reconveyance used in that state.
Your deed contains an error → contact a qualified attorney or title professional before recording a corrective document.
Your property value is wrong → contact the Assessor, not the Recorder.
Your tax payment is wrong → contact the Treasurer or Tax Collector.
Avoid wasted trips
Common Recorder of Deeds Mistakes
Searching the wrong county: land records are generally filed where the real property is located.
Searching only by street address: many Recorder indexes are built around names and document references.
Confusing appraisal records with title: assessor ownership information is useful but is not a substitute for examining recorded title documents.
Using an old fee schedule: recording fees and statutory surcharges can change.
Expecting Recorder staff to draft a deed: recording offices generally cannot provide individualized legal-document advice.
Ignoring pre-recording offices: some states require Auditor, Assessor, Tax Map or transfer-tax approval before recording.
Assuming online images are certified: a portal image is not automatically a certified copy.
Important notice
Independent Information, Legal Caution & FCRA Notice
This page is an independent educational guide. It is not a county Recorder, Recorder of Deeds, Register of Deeds, Clerk, Assessor or other government office.
Recording rules, office names, fees, forms, search systems, document requirements and office hours differ by jurisdiction and can change.
This page is not legal advice. Property transfers, deed corrections, trusts, liens, estates and title disputes can have significant legal consequences.
Public land and property records should not be used for employment screening, tenant screening, credit eligibility, insurance underwriting or another regulated consumer-reporting purpose.
This website is not a Consumer Reporting Agency.
Frequently asked questions
County Recorder of Deeds FAQs
What does a County Recorder of Deeds do?
A Recorder of Deeds records, indexes and preserves documents affecting real property, such as deeds, mortgages, liens, easements and plats where state law assigns those records to the office.
How do I find my County Recorder of Deeds?
Identify the county where the property is physically located, then use that county’s official website to find the Recorder, Recorder of Deeds, Register of Deeds, Clerk-Recorder or Official Records office.
Can I search deeds online?
Many counties provide an online land-record portal, although searchable years, document images and fees vary by county.
Can I search Recorder records by property address?
Some systems allow address or parcel searches, but many Recorder indexes focus on party names, recording dates, instrument numbers or book-and-page references. The county Assessor is often the better starting point when only an address is known.
Is the person shown on the Assessor website always the legal owner?
Assessor data is useful for property-tax administration, but it should not be treated as a complete legal title examination. Recorded deeds and other title documents provide the underlying recording history.
How much does it cost to record a deed?
There is no national fee. Recording charges depend on state law, county fees, document length, transfer taxes, surcharges and document type.
Can the Recorder prepare a deed for me?
Recorder offices generally do not select or draft legal instruments for property owners. Use an attorney or qualified title professional when legal document preparation is needed.
What is a certified copy of a deed?
A certified copy is a reproduction of a recorded document accompanied by the recording authority’s certification that it matches the official record.
Does recording a document guarantee clear title?
No. Recording places the document in the public land records but does not by itself establish that there are no competing interests, defects or other title issues.
What office handles property taxes?
The Recorder normally does not collect annual real-estate taxes. Depending on the jurisdiction, tax bills and payments may be handled by a Treasurer, Tax Collector, Tax Assessor-Collector or similar office.
Government references
Official Examples Used to Explain Recorder Functions
Because Recorder structures differ nationally, these government pages illustrate several common office models rather than representing one universal county office.