Miami County Recorder: Deeds & Records

Miami County Recorder — David Norman

Office and mailing address:
Miami County Recorder’s Office
201 West Main Street
Troy, Ohio 45373

Location: Miami County Safety Building, lobby area.

Phone: 937-440-6040
Fax: 937-440-6034
Email for public records: recorder@miamicountyohio.gov

Office hours: Monday through Friday, 8:00 AM to 4:00 PM.

Google Map and Directions

Use the Miami County Safety Building at 201 West Main Street. Allow additional time if you must first visit the Auditor or Engineer for deed-transfer approval.

Miami County uses Fidlar land-record search technology. The Recorder provides free online access to available deed, mortgage and related document images.

The county recommends searching by an owner or party name. Property addresses and parcel numbers may not be indexed consistently across recorded documents.

1. Open the official document search.

   Use the free Direct Search option published by the Recorder.

   Open Miami County Direct Search
   After opening: enter the property owner’s name, select Search and review the returned documents.
2. Search the grantor or grantee.

   The grantor generally conveys the property interest. The grantee generally receives it.

3. Choose the relevant result.

   Check the name, document type and recording date, then select the document number.

4. Open the image.

   The Recorder’s instructions say to choose the Image option after opening the document number.

5. Review related instruments.

   Search for later mortgages, releases, easements and other documents affecting the property.

6. Print or save the available copy.

   Keep the document number for future research or an official copy request.

Other official search options

The Recorder also offers AVA Basic Records Search and Laredo Anywhere. AVA is suitable for general document research, while Laredo Anywhere offers additional research functionality through its account system.

How far back does the online database go?

Miami County’s published guidance distinguishes several record periods:

When only a street address is known, begin with the Miami County Auditor’s property search.

The Auditor’s search supports owner name, parcel number, house number, street name, municipality and other property details.

1. Open the Auditor search.Miami County Auditor Property Search
2. Enter the address.

   Use the house number and street name, or another available address field.

3. Identify the matching parcel.

   Compare the property’s location, parcel number and owner information.

4. Note the owner name.

   Also save the legal description or recorded transfer reference when shown.

5. Return to the Recorder search.

   Search the name in the deed records to locate the relevant recorded instrument.

Miami County Auditor

Auditor: Matthew W. Gearhardt.

The Auditor handles property assessments, parcel data, sales history and conveyance processing. The Recorder maintains the underlying recorded land documents.

Miami County’s conveyance standards require Auditor and Engineer approval for documents transferring title to real estate.

Preparing the correct deed and transfer documents before presenting them to the Recorder helps avoid rejection and multiple visits.

1. Prepare the legal instrument.

   Use the proper deed type with the grantor, grantee, legal description, signatures and acknowledgment.

2. Include the preparer’s statement.

   Miami County’s standards require information identifying who prepared the document.

3. Check Engineer requirements.

   Confirm legal-description and map approval, especially for new descriptions, parcel splits and boundary changes.

4. Prepare the conveyance form.

   Use DTE 100 for applicable taxable conveyances or DTE 100EX for qualifying exempt conveyances.

5. Obtain Auditor and Engineer approvals.

   Documents transferring real-estate title must carry the approvals required by the county’s conveyance standards.

6. Calculate the Recorder’s fees.

   Check the page count, $5 preservation charge and any extra references or nonconforming-document fees.

7. Submit for recording.

   Present the approved original with payment or follow the Recorder’s mailing instructions.

8. Retain the recording reference.

   Keep the returned document and official number for later record searches.

Mailing a document

Mail recording documents to:

Miami County Recorder’s Office
201 West Main Street
Troy, OH 45373

Include the required documents, an exact-amount Recorder payment and a self-addressed stamped envelope for return of the original.

For conveyance deeds, confirm that Auditor and Engineer approvals have already been obtained or arrange the appropriate routing before sending the original to the Recorder.

Miami County’s recording schedule effective January 1, 2025 includes a $5 document-preservation fee.

The Recorder charges $39 for the first two pages and $8 for each additional page for most standard instruments.

Recording examples

The Recorder’s published fee schedule also lists:

• Mortgage release, assignment or modification: $4 marginal notation fee when applicable.
• Financing statement: $12 plus $4 for each indexed name under the specified UCC category.
• Plat recording: $0.10 per square inch, with a $40 minimum.
• Military DD214 recording and certified copies: no fee.
• Standardization noncompliance: an additional $20 for documents not meeting Ohio requirements, subject to statutory exceptions.

Auditor conveyance fees are separate

Miami County’s Auditor lists a local conveyance charge of $2 per $1,000 of purchase price and a $0.50 transfer fee per parcel.

This local figure is important: using another Ohio county’s transfer-fee amount could produce an incorrect Miami County estimate.

Miami County follows Ohio Revised Code 317.114 document-standardization requirements.

• Paper: minimum 8.5 × 11 inches; maximum 8.5 × 14 inches.
• Print: legible type, generally at least 10-point.
• Ink: black or blue only.
• Highlighting: not permitted.
• Side and bottom margins: at least one inch.
• First-page top margin: three inches reserved for county recording and transfer information.
• Other-page top margins: at least one and one-half inches.
• Execution: appropriate signatures, readable names and acknowledgments.
• Preparer identification: include the statement identifying the document preparer.

The law provides exceptions for certain government documents, plats, military discharge papers and historic instruments. A nonconforming document may still be recordable with the statutory extra charge if other recording requirements are satisfied.

The Recorder provides a way to view and print available records through online search without paying a staff-copy charge.

Beginning January 2, 2026, document copies ordered through Recorder staff by email are charged at $2 per page, with prepayment required. The current county guidance also applies the $2-per-page rate to staff-supplied copies requested in person or by mail.

1. Use the free search first.

   Open the Direct Search or AVA system to locate and print an available document yourself.

2. Find the correct recording reference.

   Save the instrument number, parties and date.

3. Check whether certification is necessary.

   A standard print may be adequate for personal research, but an institution may demand an official certified copy.

4. Contact the Recorder for staff service.

   Email recorder@miamicountyohio.gov or call 937-440-6040.

5. Pay the applicable copy charge.

   Staff-provided copies cost $2 per page; certification and seals may add fees.

Miami County accepts eligible electronic document recordings through third-party providers. This option is designed primarily for title companies, banks, law firms and businesses that submit records regularly.

Contact a vendor for setup, service charges, eligible documents and any account requirements. Electronic filing does not eliminate statutory signatures or applicable Auditor and Engineer approvals.

Property Fraud Alert

The Miami County Recorder offers a free Property Fraud Alert service that notifies registered users when a document is recorded containing a monitored name.

Notifications may arrive by email, text or voicemail, depending on enrollment choices.

1. Open the registration service.Property Fraud Alert registration
2. Select Miami County, Ohio.

   Follow the site’s county-selection instructions.

3. Register the name to monitor.

   Enter the details required by the service.

4. Review unfamiliar alerts.

   Contact the Recorder to confirm the recording before taking further action.

The Recorder emphasizes that the program cannot lock or freeze a deed or property title. It provides notification, not legal prevention of fraudulent recordings.

Military Discharge and Veteran ID

Honorably discharged veterans may record their DD214 military discharge records with the Recorder at no charge. Eligible veterans whose DD214 is recorded with the county can request an Ohio Veteran ID card.

The county states that DD214 recording and the qualifying Veteran ID service are free. Military discharge records have special access protections under Ohio law.

Use the correct Miami County office for each property-related task.

• Only know a street address? Use the Auditor’s address search to identify the owner before searching the Recorder.
• Cannot find a pre-1980 deed? Contact the Recorder for help researching historical records.
• Online images unavailable? Try the alternative free search system or request assistance with the recorded reference.
• Need an official copy? Ask about staff copies at $2 per page and additional certification charges.
• Transfer returned unrecorded? Check required Auditor and Engineer approvals.
• Document fee incorrect? Include the $5 preservation charge and applicable page or marginal-notation fees.
• Need to remove a former owner’s name? A properly prepared new legal instrument may be required; consult a qualified professional.
• Mortgage paid but still shown? Search for a release or satisfaction and contact the lender if necessary.
• Suspicious document recorded? Preserve its reference and seek appropriate legal or law-enforcement guidance.

Independent Records and Legal Information Notice

This page is an independent informational guide and is not the official website of Miami County, the Recorder, the Auditor or any Ohio government agency.

Recording fees, office hours, document availability and filing requirements may change. Confirm current details with the relevant county office before mailing legal documents or making payments.

The Recorder records and preserves eligible documents but cannot prepare legal instruments, determine clear title or resolve ownership disputes.

For deed preparation, inheritance matters, trusts, title defects and disputed liens, consult a qualified Ohio attorney or title professional.

Public records described here must not be used for employment screening, tenant screening, credit, insurance or other decisions governed by the Fair Credit Reporting Act. This website is not a consumer reporting agency.

Editorial review: October 19, 2026. Primary references: Miami County Recorder, Miami County Auditor, county conveyance standards and Ohio recording law.