County Recorder: Deeds, Public Records, Document Search & Office Guide
A county recorder is the local government office that records and preserves land records such as deeds, mortgages, deeds of trust, releases, liens, plats, surveys and other documents that affect real property. The exact office name changes by state and county.
In one county the office may be called the County Recorder. In another, it may be the Recorder of Deeds, Register of Deeds, County Clerk, Clerk of Circuit Court, Registrar-Recorder/County Clerk, Auditor, or an Assessor-Recorder-Clerk. This guide explains how to find the right office, search deed records, request certified copies, record a document, avoid scams, and know when you need the assessor, treasurer or court clerk instead.
What Does a County Recorder Do?
A county recorder receives, indexes, preserves and provides copies of recorded documents. For real estate, that usually means documents affecting ownership, transfers, mortgages, liens, releases, plats, surveys, easements and other property interests. The recorder’s index helps the public trace recorded documents, but the office usually does not give legal advice, prepare deeds, guarantee title or decide property-tax value.
Recorded Documents
County recorder offices commonly handle warranty deeds, quitclaim deeds, grant deeds, deeds of trust, mortgages, lien releases, satisfactions, assignments, powers of attorney, easements, plats, surveys and some UCC or military discharge records depending on state law.
Public Search Index
A recorder search usually starts with the owner name, grantor, grantee, document number, recording date, book/page, parcel ID, legal description or document type. Search options vary heavily by county.
Certified Copies
When a bank, court, title company, probate attorney or government office asks for an official copy, request a certified copy from the recorder or equivalent office. A screen print is often not enough for legal use.
County Recorder vs Assessor vs Treasurer vs Court Clerk
The fastest way to get the right answer is to start with the correct office. A deed question, a tax-bill question and a property-value question are often handled by different departments.
| Office | Usually Handles | Use This Office When You Need | Do Not Use It For |
|---|---|---|---|
| County Recorder / Recorder of Deeds / Register of Deeds | Recorded deeds, mortgages, liens, releases, plats, surveys, certified copies, recording fees and official records index. | To find a deed, record a new deed, request a certified copy, release a lien, search a document number or review recorded property documents. | Property tax values, tax payments, building permits, court case files or legal advice about whether a deed is valid. |
| County Assessor / Property Appraiser / Appraisal District | Assessed value, taxable value, parcel records, property characteristics, exemptions, ownership shown for tax purposes and GIS parcel maps. | To check assessed value, exemptions, parcel ID, property class, appraisal notice, sketch, tax-area code or mailing address on the tax roll. | Recording a deed or getting a certified copy of a recorded document. |
| Tax Collector / Treasurer | Tax bills, property-tax payments, delinquent taxes, receipts, refunds, installment plans and tax-sale payment status. | To pay taxes, confirm a bill, obtain a receipt, check delinquency or resolve a payment posting issue. | Changing legal title or preparing a deed. |
| Court Clerk / Superior Court / Circuit Court Clerk | Court cases, probate files, divorce records, judgments, court orders and sealed or expunged court documents. | To find probate filings, divorce records, civil judgments or court orders that may affect property. | Routine deed indexing unless state law makes the court clerk the county recorder, such as Florida’s clerk of circuit court model. |
What Is the County Recorder Called in Different Places?
Search engines often use “county recorder,” but the official office name can be different. Use this table before assuming your county has an office literally named Recorder.
County Recorder
Common in states and counties that use the recorder title directly. Maricopa County, Arizona and King County, Washington are strong examples of recorder-branded offices with online recorded-document search tools.
Register of Deeds / Recorder of Deeds
Common in many deed-focused offices. Some states and counties use “Register of Deeds,” while others use “Recorder of Deeds,” especially where the office’s main public-facing function is land records.
County Clerk / Clerk of Court
In Texas, the county clerk serves as county recorder. In Florida, the clerk of the circuit court is the recorder for instruments recorded in that county. Always use the office title your state law and county website use.
How to Search County Recorder Deed Records
Recorder searches are usually name-and-document searches, not modern property-card searches. The assessor may let you search by address, but the recorder may require grantor, grantee, recording year, instrument number or book/page.
Confirm the County Where the Land Is Located
Deeds are generally recorded in the county where the real property is located. A postal city name can cross county lines, so confirm the county using the tax parcel record, GIS map, closing statement or legal description.
Start With the Official County Recorder or Clerk Site
Search for the county name plus the official office term: “county recorder,” “recorder of deeds,” “register of deeds,” “county clerk real property records,” or “clerk official records.” Avoid paid lookalike pages until you have checked the government source.
Search by Owner Name Using Grantor and Grantee Logic
The grantor is usually the person or entity giving or transferring an interest. The grantee is usually the person or entity receiving it. For a purchase deed, search the buyer as grantee and the seller as grantor.
Use Recording Number, Book/Page or Date Range When Available
If you have a document number from a tax record, title report, closing statement or older deed, use that first. If not, narrow by recording year, document type and name spelling.
Do Not Assume Address Search Is Supported
Some recorder portals support parcel ID or address search. Others do not. Los Angeles County, for example, says its property records are filed by grantor name, grantee name and year of recording, and that its real estate records are not available online.
Open the Document Detail Before Ordering a Copy
Confirm the document type, recording date, grantor, grantee, legal description, parcel reference and number of pages. Then decide whether you need an uncertified copy for research or a certified copy for official use.
How to Record a Deed or Property Document With a County Recorder
Recording requirements are local and legal-document mistakes can be expensive. The recorder can check formatting, indexing and fees in many counties, but the person preparing the document is responsible for legal content.
Use the Correct Document Type
Determine whether the document is a warranty deed, grant deed, quitclaim deed, deed of trust, mortgage, release, assignment, lien, easement, power of attorney, affidavit or another instrument. The recorder cannot usually tell you which legal form to use.
Check County and State Formatting Rules
Formatting rules may include margins, page size, font size, title/caption, return address, preparer information, legal description, notary block, tax statements, parcel identifiers and transfer-tax documents.
Confirm Signatures and Notary Requirements
Most conveyance documents require signatures and acknowledgment before recording. Do not sign a deed until you understand the legal effect, especially when adding a co-owner, removing a spouse, transferring to a trust or recording after death.
Prepare Transfer Tax, Exemption or Affidavit Forms
Many states require a transfer-tax statement, real estate excise tax affidavit, declaration of consideration, property value affidavit or exemption code. Missing tax paperwork is a common reason a deed is rejected.
Submit by the Allowed Method
Counties may allow in-person recording, mail recording, drop box, courier delivery or electronic recording through approved submitters. Some e-recording systems are limited to title companies, banks, attorneys or registered business users.
Save the Recording Number and Returned Copy
Once accepted, the office assigns a recording number, instrument number or book/page reference. Save that number because the assessor, treasurer, title company, lender or attorney may ask for it later.
How to Request a Certified Copy of a Deed
A certified copy is an official copy issued by the recorder or equivalent office. It usually includes a seal, certification stamp, signature or system certification showing that it is a true copy of the recorded document.
Find the Document First
Search the recorder index by owner name, recording number, book/page, parcel ID or date range. Confirm the exact document before ordering, especially if several deeds share similar names.
Choose Certified or Uncertified
Use an uncertified copy for research. Use a certified copy when a court, lender, title company, probate office or government agency requires official proof.
Provide Mailing Details
Some offices mail certified copies to preserve the official seal. Others allow in-person pickup or electronic certification. Check the local copy-request page before paying.
Find Your County Recorder Office
Because there is no single national county recorder portal, use your state and county to locate the official recording office. Prefer a .gov county site or a state-maintained directory when available.
Official office search ready
Use the links below to find the correct government office, then confirm the office name, document search portal, recording fees and copy request rules on the official county website.
How Different County Recorder Offices Work in Practice
These examples show why a good county-recorder search must follow the local system instead of using one national template.
| Jurisdiction Example | Official Office Name | Useful Local Detail | User Takeaway |
|---|---|---|---|
| King County, Washington | King County Recorder’s Office | Its online system can search by name, document type, book/page, consideration, parcel ID, recording date, recording number, legal description or Torrens number. Most documents recorded on or after August 1, 1991 are online; older documents may be at archives. | Try name and recording-number search first; use parcel search only if the system supports it for the date range. |
| Los Angeles County, California | Registrar-Recorder/County Clerk | LA County says deeds are public records, but property records maintained by the department are not accessible online and records are filed by grantor name, grantee name and year. | Do not expect an online address search; plan for name/year search and official copy request methods. |
| Maricopa County, Arizona | Maricopa County Recorder | The official recorder site offers recorded document search and publishes form requirements for recording documents, including caption and formatting rules. | Use official form requirements before submitting a deed; missing formatting can delay recording. |
| Cook County, Illinois | Cook County Clerk’s Office | The former Recorder of Deeds office no longer exists as a separate office; the County Clerk assumed recorder operations and duties effective December 7, 2020. | Search for Cook County Clerk recording services, not only “Recorder of Deeds.” |
| Texas Counties | County Clerk | Texas state library guidance says real property records such as deeds, surveys, liens and tax records are maintained by the county where the property is located, and Texas law provides that the county clerk serves as county recorder. | For Texas deed records, start with the county clerk and then use the appraisal district only for parcel/value information. |
| Florida Counties | Clerk of the Circuit Court / County Recorder | Florida law states the clerk of the circuit court shall be the recorder for instruments authorized or required to be recorded in that county. | Search the county clerk’s “Official Records” system for deeds, mortgages, liens and recorded instruments. |
Example: King County Recorder’s Office Map
This map is included as an example of a physical recorder office. For your property, use the office finder above and verify your own county’s address before visiting.
King County Recorder’s Office
Address:
201 S. Jackson St., Suite 204
Seattle, WA 98104
Phone: 206-477-6620
Published service note: King County lists in-person service hours and a recording cutoff time. Always check the official county page before visiting because holidays, closures and cutoff times can change.
Open Example Map ↗County Recorder Mistakes That Delay Deed Searches and Recordings
Mistakes to Avoid
- Searching the assessor site and assuming it is the official deed image.
- Using a property address when the recorder only indexes by grantor, grantee or year.
- Paying a private website before checking the county’s copy fee.
- Recording a deed without checking notary, margin, legal description and transfer-tax rules.
- Assuming a recorded document proves legal title without reviewing the full title chain.
- Using property-owner records for employment, tenant, credit or insurance screening.
Better Workflow
- Confirm the county where the property is physically located.
- Find the official recorder, clerk or register of deeds website.
- Search by owner name and document number before trying broad terms.
- Use the assessor parcel record to get parcel ID and legal-description clues.
- Order a certified copy only after confirming the exact document.
- Use a lawyer or title professional for legal document preparation.
Official County Recorder Links and Micro-Guides
These official resources show how real recorder systems differ across the United States. Use them as examples, then follow the official page for your county.
USA.gov — Local Governments
Federal government directory page for finding official local government websites by state.
- Open the USA.gov local governments page.
- Select or search your state.
- Find the county government website for the property’s county.
- On the county site, look for Recorder, Recorder of Deeds, Register of Deeds, County Clerk, Clerk of Court, or Official Records.
King County WA Recorder — Online Records Search
Official example of a recorder search portal with name, document type, book/page, parcel ID, legal description and recording-number search options.
- Click Start Search.
- Choose the search type: name, parcel, recording number, date, book/page or legal description.
- For name search, try last name first, then add first name only if too many results appear.
- Open the document line item and verify the grantor, grantee, date and image before ordering a copy.
King County WA Recorder — Copy Requests
Official example showing certified and uncertified copy ordering methods, fees, mail requests and office contact information.
- Search the online records first to confirm the document has been recorded.
- Open the document image and choose whether certified or uncertified copy is needed.
- Use the online cart, mail form, phone option or in-person instructions listed by the county.
- For certified copies, provide a mailing address if the office requires mailing to preserve the official seal.
Los Angeles County RR/CC — Real Estate Records FAQs
Official example of a large county where deeds are public records but real estate records are not available through an online public database.
- Read the deed and real-estate-record FAQ section.
- Note that LA County records are filed by grantor, grantee and recording year, not address search.
- Use the real estate records request option if you need a copy.
- For liens, obtain a copy of the lien first, then contact the party that placed it to request a release.
Maricopa County AZ Recorder — Document Search
Official example of a county recorder with public recorded-document search and recording-related resources.
- Open the official document search page.
- Choose the available search method, such as name, document number, docket/book and page or date range.
- Review the result details before purchasing or relying on a document image.
- If recording a new document, also open Maricopa’s form requirements page before submitting.
Texas State Library — Land and Property History Research
Official Texas research guide explaining that real property records, including deeds, surveys, liens and tax records, are maintained by the county where the property is located.
- Go to the Deeds, Surveys, Blueprints section.
- Confirm the county where the Texas property is located.
- Use the county clerk for deed and lien records.
- Use the appraisal district separately for assessed value and property-tax record details.
Florida Statutes — Clerk as County Recorder
Official Florida statute showing why Florida county deed searches usually appear under the Clerk of Circuit Court or Official Records.
- Open Section 28.222.
- Read the language stating the clerk of the circuit court is the county recorder.
- Review the types of instruments listed for recording.
- For an actual property search, go to the specific county clerk’s official records system.
Cook County IL — Recorder of Deeds Transition
Official county page explaining that the Cook County Clerk’s Office assumed operations and duties of the former Recorder of Deeds Office.
- Read the transition notice.
- Use Cook County Clerk recording pages instead of searching for a separate Recorder of Deeds office.
- Check recording fees, property fraud alert, e-filing rules and real-estate forms on the clerk site.
- For tax payments or assessment values, use the treasurer or assessor instead.
What Should You Do Next?
| Your Goal | Best First Step | Office to Use |
|---|---|---|
| Find the deed to your home | Search the official recorder index by owner name, document number, book/page or recording date. | County Recorder / Recorder of Deeds / Register of Deeds / County Clerk |
| Check who the tax office shows as owner | Open the assessor or property appraiser parcel search and review the current tax roll. | Assessor / Property Appraiser / Appraisal District |
| Pay property taxes | Use the official tax collector or treasurer payment portal and verify the tax year. | Tax Collector / Treasurer |
| Remove a lien | Get the recorded lien copy, contact the lienholder, and record a release or satisfaction if required. | Recorder plus lienholder; legal help when disputed |
| Correct a wrong deed | Do not edit the old record yourself. Ask a title company or real-estate attorney what corrective document is needed. | Attorney/title professional prepares; recorder records if acceptable |
| Protect against deed fraud | Check whether your county offers a recording activity notification or property fraud alert service. | Recorder / Clerk / Register of Deeds |
County Recorder FAQs
What is a county recorder?
A county recorder is a local government office that records, indexes, preserves and provides copies of public documents, especially real-estate records such as deeds, mortgages, liens, releases, plats and surveys. The official office name differs by state and county.
Is the county recorder the same as the county assessor?
No. The recorder usually handles recorded documents and certified copies. The assessor or property appraiser usually handles parcel records, assessed value, property characteristics, exemptions and tax-roll ownership. A deed may be recorded before the assessor updates the tax record.
How do I find a deed at the county recorder?
Confirm the property county, open the official recorder or clerk website, then search by grantor, grantee, document number, recording date, book/page, parcel ID or legal description if those fields are supported. If address search fails, use the assessor parcel record to find the owner name and parcel details.
Can I search county recorder records by address?
Sometimes, but not always. Many recorder systems are name-based or document-number-based. Los Angeles County states that its real estate records are filed by grantor name, grantee name and year of recording, while other counties may support parcel or address-like searches.
What is the difference between grantor and grantee?
The grantor is usually the party giving or transferring an interest in property. The grantee is usually the party receiving it. For a sale deed, the seller is typically the grantor and the buyer is typically the grantee.
How do I get a certified copy of a deed?
Search the official recorder index, confirm the exact document, then use the county’s copy-request instructions. Some counties sell certified copies online; others require mail, phone or in-person requests. Certified copies may be mailed to preserve the official seal.
Does recording a deed prove ownership?
Recording creates a public record and can provide notice, but it does not automatically guarantee legal title or cure an invalid document. For title validity, deed defects, fraud, probate transfers or ownership disputes, consult a qualified real-estate attorney or title professional.
Can the county recorder prepare a deed for me?
Usually no. Recorder staff may review formatting, indexing information and fees, but they typically cannot choose the correct legal form, fill out the document for you or determine whether the document is legally correct.
Are county recorder records public?
Many recorded real-estate documents are public records, but access rules, online images, redactions, certified-copy rules and privacy limits vary by state and county. Some records may require in-person review or a formal request.
Can I use county recorder records for background checks?
No. This guide is for property-record and public-record navigation only. Do not use property-owner or recorded-document information for employment screening, tenant screening, credit eligibility, insurance underwriting or other regulated consumer-reporting purposes. This website is not a Consumer Reporting Agency.
Independent Educational Guide
County-Appraisal-District.org is an independent informational website. It is not a county recorder, recorder of deeds, register of deeds, county clerk, clerk of court, assessor, treasurer, title company, law firm or Consumer Reporting Agency.
Recording requirements, search portals, fees, certified-copy rules, office hours, document availability, privacy restrictions and legal requirements vary by jurisdiction. Always verify current instructions directly with the responsible county or state office before recording a document, paying a fee or relying on a record.
This page is not legal advice, title advice, tax advice or a substitute for a professional title search. If a document affects ownership, liens, probate, divorce, trusts, mortgage rights or a dispute, consult a qualified attorney or title professional.