Polk County FL Recorder: Deeds & Records

Polk County accepts recording submissions at three Clerk offices: Bartow, Lakeland and the Northeast Government Center.

All three locations serve Polk County. You do not need to choose an office based only on the city where the property is located.

Mailing Address for Official Records

The Clerk publishes the following mailing destination for its Official Records / Tax Deeds section:

For physical deliveries or certified mail to the courthouse, use 255 N. Broadway Avenue, Bartow, FL 33830-3912.

The main Clerk office is at the Polk County Courthouse on North Broadway Avenue in Bartow.

If you are bringing an original deed, arrive with the completed document, applicable documentary stamp taxes and recording fees.

The Clerk provides free access to Official Records recorded from January 1, 1957 to the present.

The database includes deeds, mortgages, liens, plats, notices of commencement, marriage licenses, judgments and many other recorded instruments.

1. Open Official Records Online.

   Use the Clerk’s official records search, not its separate court-case search.

2. Choose the correct search tab.

   The county search instructions describe Party, Document Type, File Number and Book/Page search options.

3. Enter the information you know.

   Start with a grantor or grantee name if you do not have a recording number.

4. Review the matching results.

   Compare the parties, document type, recording date, book/page and related instruments.

5. Open the document tab.

   Select a matching result to view an available recorded document image.

6. Save the reference.

   Keep the book/page or file number for copy requests and follow-up questions.

What if you cannot find the deed?

Try another spelling of the owner’s name, expand the date range or use the book and page reference.

If the deed was recorded before 1957, switch to the Historical Deeds system instead.

If the document is recent, allow for verification and indexing. Contact the Clerk if you believe a recorded instrument is missing.

Polk County provides a separate historical deeds archive through QuickLink.

The archive contains deeds recorded between 1861 and 1956. It also includes historical cattle brand books.

1. Open the QuickLink archive.

   Choose the historical deed index search.

2. Search the index.

   Use the available record type, year and party-name filters.

3. Select the matching index entry.

   Open the linked entry to display the historical document image.

4. Use Book / Volume / Page if known.

   The archive also supports direct lookup using a book and page reference.

If you only know a property’s street address, start with the Polk County Property Appraiser.

The Property Appraiser’s records help identify the parcel number and owner name. Then use the Clerk’s Official Records search to locate the recorded deed.

1. Open the Property Appraiser search.

   Search the street address or owner name.

2. Save the parcel information.

   Note the parcel ID, owner name and legal-description details.

3. Open Official Records.

   Search the owner’s name or a known recording reference.

4. Match the correct instrument.

   Compare the recorded deed with the property description and parties.

Florida recording requirements are set by state law. Polk County follows those requirements when accepting deeds and other recordable instruments.

A properly prepared deed may be recorded at the Bartow, Lakeland or Northeast Government Center Clerk office.

Florida’s Recording Information Requirements

Florida revised section 695.26 effective January 1, 2024.

Certain documents conveying, assigning or encumbering real property must include more detailed preparer and witness identification.

Polk County’s official fee schedule lists the following charges for recording instruments in the Official Records.

Simple recording-fee example

A three-page deed with no additional-name charges has a basic recording fee of:

This $27 example does not include documentary stamp taxes, indexing extra names or other applicable charges.

Documentary Stamp Tax on Deeds

The Florida documentary stamp tax rate on taxable deeds in Polk County is generally $0.70 per $100, or fraction thereof, of the taxable consideration.

For example, a fully taxable deed with $250,000 in consideration would ordinarily produce $1,750 in deed documentary stamp tax.

Actual taxable consideration may include assumed debt or other amounts. Some transfers qualify for different treatment or exemptions.

Many uncertified Official Records copies can be viewed and printed online without charge.

For transactions requiring official certification, Polk County offers both mailed certified copies and electronic certification.

Electronic Certification

Polk County provides e-certified Official Records with a digital signature and tamper-evident authentication.

The county states that many e-certified documents can be downloaded immediately after purchase.

1. Find the deed.

   Search Official Records and note its recording reference.

2. Open Records Requests.

   Select the e-certification option for Official Records.

3. Confirm acceptance.

   Ask the receiving bank, court or government agency whether it accepts digital certification.

4. Complete the purchase.

   Download the signed electronic document and preserve the original PDF.

Polk County accepts eligible documents through approved electronic recording partners.

This service is especially useful for title companies, closing agents, attorneys and contractors who record documents regularly.

eRecording lets participating customers submit document images and indexing information electronically instead of using mail or courier.

Providers may charge a service fee in addition to recording fees and applicable taxes.

Polk County offers a free Property Alert Service that emails subscribers when newly recorded documents match registered names or parcel IDs.

The service helps homeowners identify possible deed fraud, suspicious liens or other unexpected recordings.

1. Create an account.

   Open the Property Alert portal and register a username and password.

2. Verify your email.

   Follow the activation link sent to your email address.

3. Add a parcel ID.

   Obtain your parcel number from the Polk County Property Appraiser.

4. Add party names if desired.

   Register relevant name variations to improve the usefulness of the alerts.

Polk County Sheriff’s Office: 863-298-6200

Florida’s public records laws provide special protections for certain personal information and document images.

Polk County maintains procedures for eligible individuals to request removal of protected information from public online display.

Confidentiality Requests

Eligible people may request protection under applicable Florida statutes. The correct form depends on the information and the legal reason for the request.

These procedures generally affect public online access rather than erasing the county’s official record.

Military and Family Records

Some military discharge records, death certificates and family-law or juvenile records have special public-display restrictions.

Use the Official Records page to locate the required confidentiality and protected-information forms.

The resources below are from the Polk County Clerk, the county’s records systems and other relevant official services.