How to Get Real Estate Records

Real estate records encompass many document types:

Property Ownership Records:

• Deeds (warranty, quitclaim, special warranty)

• Title documents and abstracts

• Property transfer records

• Ownership history chains

Encumbrance Records:

• Mortgages and deeds of trust

• Liens (tax, mechanic's, judgment)

• Easements and rights of way

• Covenants and restrictions

Other Property Records:

• Plat maps and surveys

• Zoning and land use records

• Tax assessment records

• Building permits and inspections

Knowing the specific document type helps locate the right office.

Real estate records are maintained at the county level:

Primary Recording Offices:

• County Recorder's Office (most states)

• Register of Deeds (some states)

• County Clerk's Office (some jurisdictions)

• Land Records Office

Other Relevant Offices:

• Tax Assessor (property valuations, tax records)

• Building Department (permits, inspections)

• Planning/Zoning (land use, zoning letters)

• Surveyor's Office (plat maps)

Information You'll Need:

• Property address

• Parcel number or APN (Assessor's Parcel Number)

• Legal description (if known)

• Owner name(s)

• Approximate date of transaction

Many counties offer online access to property records:

County Recorder Websites:

• Free index searches (document listings)

• Document images may require fee

• Search by name, address, or parcel number

• Date range filtering

Third-Party Databases:

• Title company plant access (industry use)

• Data aggregators (PropertyShark, DataTree)

• Real estate platforms with public records

What Online Searches Show:

• Recording date and document number

• Document type (deed, mortgage, lien)

• Parties to the transaction

• Often document images (PDF)

Note: Online records may not go back as far as physical records.

Methods to obtain official copies:

Online Ordering:

• Available in many counties

• Pay by credit card

• Delivered electronically or by mail

In-Person Requests:

• Visit county recorder's office

• Use public access terminals to search

• Request copies at the counter

• Same-day service usually available

Mail Requests:

• Complete county's request form

• Include document number or recording info

• Enclose payment (check or money order)

• Allow 1-3 weeks for processing

Specify Certified vs. Uncertified:

• Certified copies bear official seal

• Required for legal proceedings

• Higher fee than plain copies

Real estate record fees vary by county:

Typical Fee Ranges:

• Basic copies: $1-$5 per page

• Certified copies: $5-$25 per document

• Search fees: $5-$25 per name

• Plat maps: $5-$20 per page

Additional Costs:

• Postage for mail requests

• Rush processing (where available)

• Electronic delivery fees

Processing Times:

• Counter service: Same day

• Online orders: 1-5 business days

• Mail requests: 1-3 weeks

• Archived records: May take longer

Some counties offer subscription access for frequent users.

For comprehensive property history, consider a title search:

Types of Title Searches:

• Current owner search (basic ownership)

• Two-owner search (recent history)

• Full title search (complete chain)

• Update search (after initial search)

What a Title Search Includes:

• Ownership chain verification

• All recorded liens and encumbrances

• Easements and restrictions

• Tax status and assessments

• Judgments against owners

When to Order a Title Search:

• Real estate purchases

• Refinancing

• Lien investigations

• Estate settlement

• Due diligence for investments