Putnam County OH Recorder: Deed Search, Land Records, Recording Fees and Office
The Putnam County Recorder’s Office in Ottawa, Ohio, preserves documents affecting real estate, including deeds, mortgages, releases, liens, land contracts and related instruments. Its online system provides public access to recorded-document indexes beginning January 1, 1993.
Unlike many county search systems, Putnam County requires a free image-access application before outside users can view indexed document images online. Its deed-transfer workflow also requires legal-description preapproval through the Tax Map Office before Auditor processing and final recording.
What Does the Putnam County Recorder Do?
The Recorder maintains and indexes documents affecting land ownership and encumbrances. For a complete property task, you may also need the Auditor, Tax Map Office, Treasurer or a qualified title professional.
County Recorder
Search or record deeds, mortgages, liens, releases, assignments, land contracts and other qualifying legal instruments. Request recorded copies or certifications.
County Auditor
Handles parcel and assessment records, conveyance statements, exemptions and the county’s real-estate transfer process.
Tax Map Office
Reviews legal descriptions before conveyance processing. New parcel descriptions, surveys, splits and plats may require additional review.
How to Search Putnam County Deeds Online
Putnam County links to its Acclaim public-records search system from the official Recorder homepage. Indexes are publicly searchable, but outside users need an approved image-access form to view scanned documents online.
Open the Recorder’s official website
Visit putnamcountyrecorder.com and select Records Search. The official Search button directs users to the county’s Acclaim public-access system.
Search the recorded-document index
Start with the current owner, prior owner, trust, estate or business name. If known, use the document reference, recording date or other search fields provided by Acclaim. Verify which party was grantor and which was grantee.
Use alternate names and tract clues
Try maiden names, middle initials, name variants and entity names. Putnam County confirms that it maintains tract (geographical) indexing, which can be especially helpful when ownership has changed repeatedly.
Check the record date
Online indexes begin January 1, 1993. If the expected deed is earlier, contact the Recorder about historical research. The underlying land records extend back to the mid-1800s.
Compare the indexed details
Review names, dates, recording reference, instrument type and legal-description clues. For mortgage research, check subsequent assignments and releases, not just the original mortgage.
Obtain the actual document image
Submit the free Online Subscriber / Image Access Form before viewing external document images. For an unwatermarked document, certified copy or legal-purpose copy, request it directly from the Recorder.
Free Online Indexes vs. Watermarked Images vs. Certified Copies
The Recorder makes a clear distinction between viewing index information, accessing external images and obtaining a document suitable for official purposes.
Index Searches
Available to the public through the official online records system. The current computerized index begins January 1, 1993.
Online Images
Require the county’s free Image Access Form. Images viewed by external users are watermarked, and the Recorder says they may not be used for legal purposes or resubmitted for recording.
Official Copies
Unwatermarked copies and certified copies are available through the Recorder’s office. Certification fees apply when requested.
| Type of access | County-published cost | Important distinction |
|---|---|---|
| Public online index | No index-access fee stated | Search records; computerized index begins in 1993. |
| Online image subscription | Free application | Approval/form required; external images are watermarked. |
| Unassisted copy | $0.25 per page | County’s self-service copy rate. |
| Assisted copy | $2.00 per page | County staff-assisted copy rate. |
| Certified recorded-document copy | $2 per page + $1 certification | Available through the Recorder during office hours. |
| Local/toll-free faxed page | $2.00 per page | County-listed fax service. |
| Long-distance faxed page | $4.00 per page | County-listed fax service. |
| Mailed records | Copy cost + postage/envelope | Return-material costs may apply unless provided. |
How to Record a Deed in Putnam County, Ohio
Putnam County’s Auditor states that all legal descriptions must receive Tax Map Office preapproval. Once the description is approved, the Auditor processes the conveyance and the Recorder records the document.
Prepare the legally appropriate deed
Use correct grantor/grantee names, the required description, signatures and acknowledgment. A real-estate attorney or title professional can help with deeds involving survivorship, trusts, estates, divorce, business transfers or correction of earlier documents.
Submit the legal description for Tax Map approval
The Putnam County Auditor states that all legal descriptions must be preapproved. The Tax Map Office, located in the Engineer’s Office, must sign the document before the Auditor will accept it.
Tax Map Office phone: 419-523-6931.
Check the parcel or survey requirements
Conveyance standards include location, subdivision and plat references for recorded lots. When a new parcel, land split or unclear metes-and-bounds description is involved, survey or plat review may be necessary. An ambiguous description can require a new survey.
Complete the Auditor conveyance paperwork
For a standard taxable transfer, review DTE 100. When claiming a legally applicable exemption, review DTE 100(EX). Separate forms may apply to homestead-exemption property or Current Agricultural Use Valuation (CAUV) property.
Pay the applicable conveyance and transfer fees
The Auditor publishes a conveyance fee of $4 per $1,000, calculated using its specified purchase-price rounding convention, and a separate $0.50 per-parcel transfer fee. The Auditor requires checks for the exact applicable conveyance amount.
Record the approved instrument
After Tax Map approval and Auditor processing, submit the deed to the Recorder with appropriate recording fees. The Recorder’s recording counter closes at 4:15 PM, even though the office remains open until 4:30 PM.
Keep the recorded document details
Retain the recorded reference and verify indexing after processing. The Recorder states that counter recordings are returned immediately, mailed recordings are sent out the next business day, and e-recordings are returned electronically after recording.
Putnam County Recording Standards and Legal Descriptions
Ohio Revised Code 317.114 sets basic document-format requirements. Putnam County also requires full legal descriptions, including on releases and assignments.
Ohio document-format checklist
- Computer font at least 10 points.
- Paper size from 8½ × 11 to 8½ × 14 inches.
- Black or blue ink.
- No highlighting.
- Three-inch top margin on the first page.
- One-and-a-half-inch top margin on additional pages.
- One-inch side and bottom margins.
- Proper signatures, acknowledgment and legible document content.
Putnam County-specific checks
- Full legal description required for relevant instruments.
- Releases and assignments also require full legal descriptions.
- Tax Map preapproval is necessary before Auditor transfer acceptance.
- Recorded subdivision-lot descriptions need the required lot and plat information.
- New parcels, ambiguous descriptions or land splits may need a survey.
- A plat may need recording in connection with creation of a new parcel.
- Correct fees and recording references must be included.
Putnam County Recorder Fees and Auditor Conveyance Charges
The Recorder links to its recording-fee guidance, while the Auditor separately publishes local conveyance charges. The county has also published document-preservation fee information, so confirm the complete Recorder total before preparing payment.
| Item | Published basis | What to verify |
|---|---|---|
| General recording, first two pages | $34 | Ohio statutory base for many common instruments. |
| Additional recording page | $8 | Each additional page or fraction, where applicable. |
| Marginal/electronic reference | $4 each | Putnam County confirms this fee in its FAQs. |
| Nonstandard document fee | $20 additional | Only for instruments subject to standardization rules. |
| Preservation surcharge | Confirm current local amount | Recorder publishes preservation-fee guidance; verify applicability. |
| Auditor conveyance fee | $4 per $1,000 | Auditor applies purchase-price rounding convention and exemptions. |
| Auditor parcel transfer | $0.50 per parcel | Separate from Recorder recording fees. |
| Assisted document copy | $2 per page | Recorder copy-request fee. |
| Unassisted document copy | $0.25 per page | Recorder self-service copy rate. |
| Certification | $1 per document | Added to applicable copy-page fees. |
Putnam County Recording and Conveyance Fee Estimator
This tool estimates common statutory recording charges and Putnam County Auditor transfer fees. It does not establish a conveyance exemption, calculate every special recording charge or include a preservation surcharge.
For an included taxable transfer, purchase consideration is rounded up to the nearest $100 before applying the Auditor’s $4-per-$1,000 rate. This is a planning calculation, not an official payment figure. Confirm the Auditor’s final rounding and exact check amount before filing.
Does Putnam County Accept E-Recording?
Yes. Putnam County says its electronic recording services include deeds and other transfer documents, with instructions to contact an approved provider.
Simplifile
Listed by the Recorder as an approved electronic recording service provider.
Visit Simplifile ↗eRecording Partners (EPN)
Putnam County specifically mentions EPN in its expanded deed e-recording announcement.
Visit EPN ↗Putnam County Recording Notification Service (RNS)
The Recorder offers a free Recording Notification Service. When a document is recorded under a name enrolled for monitoring, the service sends an email to the registered address.
What the notification helps with
It can alert property owners to recorded activity using their name, providing a reason to investigate a deed, mortgage or lien they do not recognize.
What it does not do
It does not stop a suspicious filing, establish ownership or remove a fraudulent document. Contact the Recorder and a qualified legal/title professional if an alert concerns an unfamiliar instrument.
Putnam County Recorder Office Address and Google Map
Putnam County Recorder
Recorder: Sherri Britsch
Location:
Putnam County Government Center
245 East Main Street, Suite 202
Ottawa, OH 45875
Phone: 419-523-6490
Toll-free: 888-638-0042
Fax: 419-523-4403
Office hours: Monday–Friday, 8:30 AM–4:30 PM.
Recording hours: Monday–Friday, 8:30 AM–4:15 PM.
Google Maps Directions ↗Putnam County Recorder and Auditor Resources
1. Putnam County Recorder Official Website
The main gateway for Acclaim records search, recording notifications, forms, fees and county Recorder services.
Open Recorder Website ↗- Select Records Search to enter Acclaim.
- Use Resources for document standards and copies.
- Use Services to find e-recording instructions.
- Use the notification link for property-monitoring alerts.
2. Online Search and Image-Access Rules
The county explains index coverage, the free image-access form and the limitations on watermarked online images.
Read Search and Image Rules ↗- Confirm that online indexes begin January 1, 1993.
- Review the Image Access Form requirement.
- Understand the watermark restriction.
- Order an official copy when a legal-purpose document is needed.
3. Recorder FAQs and Tract-Index Information
Official answers about searchable records, legal descriptions, returns and marginal fees.
Open Recorder FAQs ↗- Check name and geographical indexing.
- Review requirements for full legal descriptions.
- Confirm marginal-reference fees.
- Read the return-time policies for counter, mail and e-recorded filings.
4. Document Standards
The Recorder’s checklist for Ohio standardized margins, paper size, ink and formatting.
Review Recording Standards ↗- Verify first-page and subsequent-page margins.
- Confirm paper dimensions and readable font.
- Check whether a statutory exception applies.
- Correct formatting before submitting a document.
5. Putnam County Auditor Real Estate Transfers
County-specific Tax Map preapproval, Auditor endorsement, conveyance fees and recording order.
Open Transfer Instructions ↗- Read the Tax Map signature requirement.
- Prepare the appropriate conveyance form.
- Calculate the correct conveyance and per-parcel fees.
- Complete the Auditor transfer before Recorder filing.
6. Putnam County Auditor Conveyance Forms
Official downloads for DTE 100, DTE 100EX, DTE 101 and DTE 102.
Open Auditor Forms ↗- Select the form matching the transaction.
- Check exemptions rather than assuming eligibility.
- Review special homestead or CAUV situations.
- Confirm current execution and submission instructions with the Auditor.
7. Recorder Copy Request Instructions
Official page for assisted copies, self-service copies, mailed records and certification.
Open Copy Fee Details ↗- Identify the needed instrument.
- Decide whether certification is required.
- Use the county’s published per-page pricing.
- Include mailing or return-payment instructions when applicable.
8. Putnam County E-Recording
Official approved-vendor list and information on deed and transfer-document electronic recording.
Open E-Recording Details ↗- Review approved service providers.
- Confirm that the vendor supports your document type.
- Verify Tax Map and Auditor routing requirements.
- Ask about platform fees and returned-document procedures.
Where to Go for Your Putnam County Property Task
| What you need | First action | Correct source |
|---|---|---|
| Find a deed recorded since 1993 | Search by indexed name or property/tract clues. | Recorder Acclaim search |
| Find an older deed | Ask about historical indexes and office research. | Recorder |
| View an online document image | Submit the free Image Access Form. | Recorder |
| Get an unwatermarked certified deed copy | Identify the document and request the official copy. | Recorder |
| Record a deed | Obtain Tax Map approval and Auditor transfer before recording. | Tax Map → Auditor → Recorder |
| Check a parcel or assessed value | Use the Auditor’s property records. | Auditor |
| Transfer a new split parcel | Confirm legal description, survey and plat requirements. | Tax Map / Engineer |
| Track suspicious new recordings | Register for Recording Notification Service. | Recorder |
| Resolve ownership or lien priority | Obtain legal/title examination. | Ohio attorney or title company |
Putnam County Ohio Recorder FAQs
Where is the Putnam County Recorder’s Office?
The Recorder is at the Putnam County Government Center, 245 East Main Street, Suite 202, Ottawa, Ohio 45875.
Who is the Putnam County Ohio Recorder?
The Recorder’s official website identifies Sherri Britsch as Putnam County Recorder.
What is the Putnam County Recorder phone number?
Call 419-523-6490. The office also lists toll-free 888-638-0042 and fax 419-523-4403.
What are Putnam County Recorder office and recording hours?
General office hours are Monday through Friday, 8:30 AM–4:30 PM. Recording hours end earlier, at 4:15 PM.
Can I search Putnam County deeds online?
Yes. The Recorder provides online public index searches through Acclaim. The indexed computerized records begin January 1, 1993.
Do I have to pay to view Putnam County deed images online?
The Recorder says that users must submit an Online Subscriber or Image Access Form to view images, but there is no fee for this access. External images are watermarked and cannot be used for legal recording purposes.
How far back do Putnam County recorded documents go?
The Recorder says its land records date back to the mid-1800s. Computerized online indexes begin January 1, 1993. Ask the office how to research older documents.
Does a Putnam County deed need Tax Map approval?
The Putnam County Auditor states that all legal descriptions must be preapproved by the Tax Map Office and signed before the Auditor will accept the conveyance for processing.
How much are Putnam County conveyance and parcel transfer fees?
The Auditor publishes a $4-per-$1,000 conveyance fee, using its specified rounding method, and a separate 50-cent per-parcel transfer fee. Exemptions may apply. These are separate from Recorder recording fees.
Does Putnam County accept electronic deed recording?
Yes. The Recorder lists Simplifile, CSC and Erecording Partners as approved vendors and states that e-recording services have expanded to include deeds and other transfer documents.
About This Independent Guide
This guide draws on published information from the Putnam County Ohio Recorder, Putnam County Auditor and Ohio recording statutes. It distinguishes public index access, image-access restrictions, the Tax Map approval process, conveyance fees and recording charges.
This website is an independent educational resource, not the Putnam County Recorder or a government agency. The information is not a substitute for legal advice, a professional title search or confirmation of current recording fees. Contact the responsible office before submitting documents or payments.
Recorded property information must not be used as a substitute for regulated consumer reports, including employment, tenant, credit or insurance eligibility screening.