Clinton County Recorder: Deeds, Public Records Search, E-Recording & Office Guide
The Clinton County Recorder in Wilmington, Ohio keeps the county’s official land records, including deeds, mortgages, releases, liens, land contracts, powers of attorney and other documents that affect real estate in Clinton County.
This guide explains how to search Clinton County recorded documents online, when older records belong with Clinton County Archives, why many deed transfers must go through Tax Map/GIS and the Auditor before recording, and what to check before mailing, e-recording or visiting the Recorder’s new Administrative Campus location.
What Does the Clinton County Ohio Recorder Do?
The Clinton County Recorder records, indexes and preserves public land records for Clinton County, Ohio. Use the Recorder for recorded deeds, mortgages, releases, assignments, mechanic liens, powers of attorney, land contracts, plats, copy requests and property-fraud alert access. Use the Auditor for parcel ownership display, property values, conveyance forms and transfer fees. Use Tax Maps/GIS for legal-description and parcel-map approval before many real-estate transfers.
Use the Recorder For
- Recorded deeds, mortgages and releases.
- Assignments, liens, land contracts and powers of attorney.
- Public record search, document copies and certification questions.
- Property Fraud Alert and e-recording questions.
Use the Auditor For
- Real property transfer and conveyance processing.
- DTE 100, DTE 100EX, DTE 101 and DTE 102 forms.
- Parcel values, tax year information and owner display.
- Conveyance fee and transfer fee questions.
Use Tax Map / GIS For
- Legal-description review and approval stamp.
- Parcel map, survey and split-related questions.
- GIS map, tax map and parcel-location review.
- Approval before Auditor and Recorder submission when required.
How to Search Clinton County Deeds and Recorded Land Records Online
Clinton County’s official online records system allows users to search the Recorder’s records online through the county’s public access link. The county says the system is updated daily Monday through Friday and that documents filed with the office are added to the Recorder’s website within a reasonable time.
Open the Official Online Records System
Start from the official Clinton County Recorder page or the county’s “Clinton County Recorder’s Online Records System” page. Read the disclaimer before clicking Public Access.
Search by the Strongest Reference First
If you have a document number, book/page, volume/page, recorded date, mortgage release reference or closing-paper citation, use that before trying a broad name search. Exact recording references usually return fewer false matches.
Search Both Grantor and Grantee Names
For deeds, the grantor is usually the seller or transferring party, and the grantee is usually the buyer or receiving party. For mortgages, releases and assignments, names may include borrowers, lenders, banks, mortgage servicers, trustees or assignees.
Know When to Contact Clinton County Archives
The Recorder page lists older records under Clinton County Archives, including tax records from 1820-1907, marriages from 1810-1928, wills from 1810-1979 and deeds around 1798-1856 in volumes A-Z. After approximately 1856, deed questions generally go back to the Recorder’s Office.
Cross-Check With Auditor and GIS Records
Use the Auditor property search to confirm parcel number, owner display, tax year, value and property location. Use GIS or Tax Map when a rural address, split, survey or legal description is unclear. Then return to the Recorder’s record for the actual recorded instrument.
Save the Full Recording Citation
Save the document type, filing or recording date, book/page or document number, party names, parcel clues and any image or copy receipt. Exact details help staff find the same record faster if you later request certified copies.
What You May See in a Clinton County Recorder Search Result
Recorder search results can be technical. Use this decoder to avoid confusing a deed record with a tax parcel, an old archive record or an Auditor ownership display.
| Field or Clue | What It Means | Why It Matters | Common Mistake |
|---|---|---|---|
| Grantor | The party giving, selling, releasing or assigning an interest. | Useful for seller-side deed searches, releases and old chain-of-title work. | Only searching the current owner and missing prior grantor-side records. |
| Grantee | The party receiving the property interest, mortgage interest or recorded right. | Useful for buyer-side deed searches and lender or assignee records. | Assuming a grantee match proves current ownership without checking later transfers. |
| Book / Page or Volume / Page | A traditional recording citation used to locate a recorded document. | Helpful for older deeds, title reports, mortgage releases and copy requests. | Confusing recording book/page with Auditor parcel number. |
| Document Number | A recording identifier assigned to an accepted and indexed document. | Often the fastest way to retrieve a known deed, mortgage, release or lien. | Entering a parcel number into a document-number search field. |
| Document Type | A label such as deed, mortgage, release, assignment, lien, land contract or plat. | Shows whether the record transfers ownership, secures debt, releases a lien or affects land use. | Opening a mortgage when you need the deed, or opening a deed when you need a release. |
| Archive Date Range | Older records may be held by Clinton County Archives rather than the active online Recorder search. | Important for genealogy, early land grants, old deed chains, wills and pre-1856 deed volumes. | Assuming “no online result” means the old record does not exist. |
How to Record a Deed or Land Document in Clinton County Ohio
In Clinton County, a deed transfer may require several steps before the Recorder can record the document. The Auditor explains that real estate transfer-related documents must be presented to the County Auditor before recording and that the legal description must be approved by Tax Maps/GIS with a stamp placed on the deed before processing.
Before Recording, Prepare
- Original or e-recordable document ready for recording.
- Correct grantor and grantee names.
- Proper signatures and notary acknowledgment where required.
- Legal description and parcel details.
- Tax Maps/GIS approval stamp when required.
- Auditor transfer form and Auditor fee payment.
- Recorder recording fee, return address and contact details.
Do Not Assume
- The Recorder will draft or correct your deed.
- A deed can be recorded before required Auditor processing.
- GIS parcel lines are a legal boundary survey.
- A mailed transfer package will move quickly if documents or fees are missing.
- An Auditor property record proves clear legal title.
Confirm the Property Is in Clinton County
Use the property address, parcel record, tax district or GIS map to confirm that the land is physically in Clinton County, Ohio. Mailing addresses near county lines can be misleading.
Get Tax Maps/GIS Review When Required
Clinton County’s Auditor page says the legal description must be approved by Tax Maps/GIS and stamped before the deed can be processed. Contact Tax Maps/GIS before filing if your document involves a split, survey, new description, correction or unclear parcel.
Prepare the Auditor Transfer Forms
Common Auditor forms include DTE 100 for real property conveyance, DTE 100EX for exempt conveyance, DTE 101 for homestead property and DTE 102 for CAUV property. Manufactured-home transfers may involve separate Auditor forms.
Calculate Auditor Fees Separately
The Auditor page lists Clinton County conveyance fee as $3.50 per $1,000 of consideration, rounded up to the nearest $100, and transfer fee as $0.50 per parcel number transferred. Auditor payments should be made payable to the Clinton County Auditor.
Choose In-Person, Mail or E-Recording
The Auditor lists in-person filing at 1850 Davids Drive, Suite 303, Wilmington, Ohio 45177, mail filing with correct order, contact information and a self-addressed stamped envelope, and e-recording for deeds and mortgages through approved vendors.
Record With the Recorder After Transfer Processing
After Tax Maps/GIS and Auditor requirements are complete, submit the document to the Recorder with the correct Recorder fees. The Recorder page says the office accepts cash and checks as forms of payment, so verify payment method before visiting or mailing.
Clinton County Recorder Fees and Recording Cost Estimator
Clinton County’s Recorder fee schedule lists common recording fees such as $34 for the first two pages plus $8 for each additional page, $4 indexing for each marginal reference on certain documents, plats and condominium drawings at $40 per page up to 24” x 24” and $80 per page for larger size, copies at $0.25 per page, and certification at $1.00 per document. Always open the current county fee schedule before recording.
This calculator uses $34 for the first two pages, $8 for each additional page, $4 per marginal reference and $0.50 per parcel for the Auditor transfer-fee estimate. It does not calculate conveyance fees based on sale price, plat-size fees, certified copies, fax copies, title work, legal preparation, e-recording vendor charges, postage, Auditor review charges or rejected-document resubmission costs.
| Fee / Cost Item | Published or Explained Amount | Plain-English Use | Verify Before Paying |
|---|---|---|---|
| Basic recording fee | $34 for first two pages + $8 each additional page. | Common fee for many deeds, mortgages, leases and affidavits not requiring marginal notation. | Confirm the current Recorder fee schedule before mailing or presenting payment. |
| Marginal notations | $4 for indexing each reference. | Can apply to satisfactions, releases, assignments, affidavits, TOD confirmations, subordinations and modifications. | Count all referenced instruments in the document. |
| Plats / condominium drawings | $40 per page up to 24” x 24”; $80 per page for size greater than 24” x 24”. | Used for plat or drawing documents when accepted for recording. | Ask Tax Maps/GIS and the Recorder about size and approval before recording. |
| Copies and certification | Copies $0.25 per page; certification $1.00 per document. | Useful when ordering plain or certified copies of recorded documents. | Ask about mail, email, fax and certified-copy handling before paying. |
| Auditor conveyance fee | $3.50 per $1,000 of consideration, rounded up to nearest $100. | Auditor fee tied to many real estate and manufactured-home transfers. | Calculate separately from Recorder fees and confirm taxable or exempt status. |
| Auditor transfer fee | $0.50 per parcel number transferred. | Parcel-based transfer fee through the Auditor. | Know how many parcel numbers are included in the deed. |
Which Clinton County Office Handles Your Property Records Question?
Clinton County property-record work is split between several offices. Using the right office first can save a failed search, rejected deed or unnecessary trip.
| Office / Tool | Use It For | Address / Contact | Important Limit |
|---|---|---|---|
| Recorder | Deeds, mortgages, liens, land contracts, releases, public records search, copies, certification, fraud alerts and e-recording questions. | 1850 Davids Drive, Suite 305, Wilmington, OH 45177. Phone: 937-382-2067. | Does not draft documents, guarantee title or provide legal advice. |
| Auditor | Real property transfer, DTE forms, parcel values, ownership display, conveyance fee, transfer fee and Auditor stamp processing. | 1850 Davids Drive, Suite 303, Wilmington, OH 45177. Phone: 937-382-2250. | Auditor parcel data is not the recorded deed or a title opinion. |
| Tax Map / GIS | Legal-description approval, survey filing, tax maps, parcel mapping, GIS website and map-related review. | Tax Map: 1850 Davids Drive, Suite 300, Wilmington, OH 45177. Phone: 937-382-4335. | GIS and tax maps are not boundary surveys. |
| Treasurer | Real estate tax bills, manufactured-home tax bills, due dates, tax payments and receipts. | 1850 Davids Drive, Suite 203, Wilmington, OH 45177. Phone: 937-382-2224. | Does not record deeds or approve legal descriptions. |
| Clinton County Archives | Older tax records, early marriages, older wills and early deed volumes outside the Recorder’s current active range. | Use the county Archives request form or contact Clinton County Archives with record type, name and approximate date. | Archives research may require different date ranges and request details than Recorder search. |
Clinton County Recorder Office Address, Hours and Map
The Recorder’s Office has moved to the Clinton County Administrative Campus on Davids Drive in Wilmington. The county says websites, emails, phone extensions and fax remain the same.
Clinton County Recorder
Recorder: Tanya K. Day
Street address:
Clinton County Administrative Campus
1850 Davids Drive, Suite 305
Wilmington, OH 45177
Phone: 937-382-2067
Fax: 937-382-8097
Email: Day.Tanya@clintoncountyohio.us
Published hours: Monday-Friday, 8:00 AM-4:00 PM.
Payment note: The Recorder page says the office accepts cash and checks.
Clinton County Property Fraud Alert: Useful, But Not Title Insurance
Clinton County’s Recorder page links users to sign up for Property Fraud Alerts. This can help property owners monitor recorded activity connected with names they choose, but it does not block a recording, prove fraud, remove a document or guarantee clear title.
Good Uses
- Monitor your personal name for new recorded activity.
- Monitor a trust, LLC, farm name or business name tied to your property.
- Review alerts after a mortgage payoff, estate transfer or deed correction.
- Use alerts as a prompt to inspect the actual recorded document.
Limitations
- It does not guarantee a document is valid or fraudulent.
- It does not stop a document from being recorded.
- It does not replace a title search or title insurance.
- It may miss activity if you do not monitor the right name variation.
Clinton County Recording Packet Checklist
Use this checklist before mailing, visiting or submitting through an e-recording vendor. It is educational and does not replace Recorder, Auditor, Tax Map, legal or title review.
Why You May Not Find a Clinton County Deed Record
Recorder searches often fail because the user has the wrong office, old date range, wrong search field, misspelled name, missing legal description or a parcel that recently changed.
| Problem | Try This | Why It Helps |
|---|---|---|
| No result for owner name | Search surname only, prior owner, spouse, trust, estate, LLC, farm name and spelling variations. | Recorded documents may use legal names or old owners rather than the current Auditor display name. |
| Record may be very old | Check Clinton County Archives for older deeds around 1798-1856, early wills, marriage records and older tax records. | The Recorder page lists specific older record ranges that may be handled by Archives, not the active Recorder office. |
| Parcel number does not work | Search the Auditor property system first, then use name, document number, book/page or legal-description clues in the Recorder search. | Recorder document searches and Auditor parcel searches are separate systems. |
| Recent sale is missing | Search by seller, buyer and recorded date, then confirm whether Auditor transfer processing has updated the parcel record. | Recording and Auditor ownership display are connected but not always updated at the same moment. |
| Legal description problem | Contact Tax Maps/GIS at 937-382-4335 before resubmitting the document. | The Auditor page says the legal description must be approved by Tax Maps/GIS before the deed can be processed. |
| Portal or image problem | Try a desktop browser, disable pop-up blockers, read the AVA disclaimer, or call the Recorder with the document reference. | Online record systems may require a compatible browser, active session or exact search details. |
Related Ohio Property and Homestead Guides
These related guides can help when a recorded deed affects owner-occupancy status, homestead reduction, CAUV status, parcel records or the property-tax bill.
Ohio Homestead Exemption
Use this when a deed transfer, surviving spouse issue or ownership change may affect Ohio homestead eligibility.
Read Ohio Homestead GuideWho Qualifies for Homestead?
Use this broader guide to compare ownership, residency, age, disability and deed-record issues across homestead programs.
Check Qualification BasicsProperty-Tax Homestead Guide
Use this when the key question is how a deed, parcel record, exemption and tax bill work together.
Open Property-Tax GuideOfficial Clinton County Recorder, Auditor, Tax Map and Ohio Links
Use these official resources for final verification. Each action link includes what to do after opening it.
Clinton County Recorder Office
Official county page for Recorder contact details, new location, public search links, property fraud alert, fee schedule and office information.
- Confirm the current Recorder location, phone, fax, email and hours.
- Use the Search Public Records or online records link to reach the official AVA search.
- Open the current fee schedule before preparing payment.
- Use the Property Fraud Alert link if you want name-based monitoring.
- Call 937-382-2067 for copy, recording or e-recording questions.
Clinton County Recorder Online Records System
Official online records gateway for searching Clinton County Recorder records and reading the public-access disclaimer.
- Read the county disclaimer before selecting Public Access.
- Search with a document number, book/page, date or party name if available.
- Remember that the county says online information is updated daily Monday-Friday.
- Save the complete recording reference before requesting copies.
Clinton County Auditor — Real Property Transfer & Conveyance
Official Auditor page for deed-transfer workflow, conveyance fees, transfer fees, filing methods and DTE forms.
- Read the requirement that real-estate transfer documents be presented to the Auditor before recording.
- Confirm Tax Maps/GIS legal-description approval before Auditor processing.
- Download the correct DTE form for taxable, exempt, homestead, CAUV or manufactured-home transfers.
- Calculate Auditor conveyance and transfer fees separately from Recorder fees.
- Use the in-person, mail or e-recording instructions based on how you plan to submit.
Clinton County Auditor Property Search
Use this separate Auditor system for parcel, ownership display, valuation, tax year and property-data cross-checking.
- Use the property search box or property search menu.
- Search by parcel number, owner name or address if available.
- Copy the parcel number, owner display, tax district and property address.
- Use those details to confirm that a Recorder document belongs to the correct property.
Clinton County Tax Map Office
Official Tax Map Office page for deed legal-description review, surveys, tax maps and parcel-map requirements.
- Read the Tax Map Office description before preparing a deed transfer.
- Confirm whether your deed, split, survey or new legal description needs review.
- Call 937-382-4335 before resubmitting a rejected legal description.
- Use GIS or tax maps for location context, not as a substitute for a legal boundary survey.
Clinton County GIS
Official GIS reference for map tools, parcel location and county mapping resources.
- Open the GIS page and follow the county’s GIS website link.
- Search for the parcel, address or map clue if the GIS portal supports it.
- Compare GIS location with Auditor parcel data and Recorder documents.
- Do not rely on GIS lines as a professional survey or legal title opinion.
Clinton County eRecording Vendors
Official Recorder page listing e-recording options for deeds and mortgages in Clinton County.
- Confirm that e-recording is available for your document type.
- Review vendors listed by the county, including Simplifile, CSC, EPN and Indecomm.
- Ask your vendor how Auditor and Tax Maps/GIS approval are handled before submission.
- Contact the Recorder if an e-recorded document is rejected or delayed.
Document Recording Standardization Guidelines
Official county page summarizing Ohio document-format rules under ORC 317.114.
- Check font size, paper size, ink and margin requirements.
- Reserve the required blank space for Recorder, Auditor and Engineer stamps.
- Confirm whether your document is exempt from standardization rules.
- Watch for the additional nonconforming-document recording fee if formatting is wrong.
Clinton County Archives
Use Archives for older records such as early deed volumes, older wills, older marriage records and early tax records.
- Check whether your record date falls into the Archives ranges listed by the county.
- Prepare the record type, full name or best-known name, and approximate date.
- Use the request form or contact Archives before visiting.
- For deeds after approximately 1856, contact the Recorder’s Office instead.
Ohio Revised Code — County Recorder Duties
Use Ohio law for statewide recorder authority, recordable instruments and recording-fee context.
- Use ORC Chapter 317 for county-recorder recording authority and duties.
- Use ORC 317.08 when researching recordable instruments.
- Use ORC 317.114 when reviewing document standardization.
- For legal interpretation, contact an Ohio attorney rather than relying only on a public guide.
What Should You Do Next?
| Your Situation | Best Next Step | Office / Tool |
|---|---|---|
| You need a copy of a deed, mortgage, release, lien or land contract. | Search the official Recorder online records system, then save the full recording reference. | Recorder / AVA Public Access |
| You are preparing a new deed transfer. | Get Tax Maps/GIS approval if needed, complete Auditor forms, pay Auditor fees separately, then record. | Tax Maps/GIS → Auditor → Recorder |
| You need parcel value, tax year or owner display. | Use the Auditor property search first, then verify recorded documents if legal title history matters. | Auditor Property Search |
| Your legal description was rejected or unclear. | Contact Tax Maps/GIS and review the deed description before resubmitting. | Tax Map Office / GIS |
| You need an old deed from around 1798-1856. | Start with Clinton County Archives and provide record type, names and approximate date. | Clinton County Archives |
| You need tax bill or payment information. | Use the Treasurer, not the Recorder. | Clinton County Treasurer |
| You need legal advice about title, liens, deed correction or boundaries. | Do not rely on a public-record search alone. Contact an Ohio attorney or title professional. | Attorney / Title professional |
Clinton County Recorder FAQs
Where is the Clinton County Ohio Recorder located?
The Clinton County Recorder is located at the Clinton County Administrative Campus, 1850 Davids Drive, Suite 305, Wilmington, Ohio 45177.
What is the phone number for the Clinton County Recorder?
The Clinton County Recorder phone number is 937-382-2067. The Recorder fax number is 937-382-8097, and the published email contact is Day.Tanya@clintoncountyohio.us.
Who is the Clinton County Recorder?
The Clinton County Recorder page lists Tanya K. Day as the Clinton County Recorder.
What hours is the Clinton County Recorder open?
The Recorder’s published hours are Monday through Friday, 8:00 AM to 4:00 PM. Confirm holiday closures or unusual schedule changes before visiting.
How do I search Clinton County deed records online?
Open the official Clinton County Recorder’s Online Records System, read the disclaimer and select Public Access. Search by document number, book/page, volume/page, recording date, grantor, grantee or party-name variation, then cross-check with Auditor and GIS details.
Are old Clinton County deed records online?
Some older records may need Clinton County Archives instead of the active Recorder search. The Recorder page lists deeds around 1798-1856, volumes A-Z, under Archives, and says deeds after approximately 1856 should be directed to the Recorder’s Office.
Does the Recorder search replace the Auditor property search?
No. The Recorder search is for recorded documents such as deeds, mortgages, liens and releases. The Auditor property search is for parcel, valuation, owner display, tax year and transfer information. Use both when matching a parcel to a recorded document.
Do Clinton County deeds need Tax Maps/GIS approval?
Many transfer documents need Tax Maps/GIS review. The Auditor page says the legal description must be approved by Tax Maps/GIS and stamped before the deed can be processed by the Auditor and recorded by the Recorder.
How much does it cost to record a document in Clinton County?
The Clinton County Recorder fee schedule lists common recording at $34 for the first two pages plus $8 for each additional page. Marginal references, plats, copies, certification, faxed copies, Auditor transfer fees and conveyance fees may add separate charges.
Can the Clinton County Recorder tell me if my title is clear?
No. The Recorder records and indexes documents. The office does not provide legal advice, title insurance, lien-priority opinions, boundary-survey determinations or title-clearance guarantees. Contact an Ohio attorney or title professional for those questions.
Independent Educational Guide
County-Appraisal-District.org is an independent informational website. It is not the Clinton County Recorder, Clinton County Government, Clinton County Auditor, Clinton County Engineer, Clinton County Treasurer, Clinton County Archives, a title company, a law firm or a consumer reporting agency.
Recording acceptance, indexing, fees, transfer approval, Tax Map/GIS approval, Auditor processing, lien priority, title status, archive availability and boundary status are controlled by official government offices, Ohio law and qualified legal or title professionals. Always verify current requirements with the responsible office before filing, recording or relying on a record.
Public property and land-record information should not be used for employment screening, tenant screening, credit eligibility, insurance underwriting or any regulated consumer-reporting purpose.