Hillsborough County Recorder: Deeds, Official Records Search & Recording Guide
The recorder function in Hillsborough County, Florida is handled by the Hillsborough County Clerk of Court & Comptroller Recording Department. This is the office that records and indexes deeds, mortgages, liens, easements, notices of commencement and other documents that become part of the county’s Official Records.
You can search the county’s Official Records Index online for free, view many document images, order electronically certified copies, record qualifying documents in person or by mail, and sign up for a free Property Fraud Alert. This guide explains exactly which system to use for each task.
Who Is the Hillsborough County Recorder?
Hillsborough County does not operate a separate office branded simply as a “Recorder of Deeds.” The county-recorder function is performed by the Hillsborough County Clerk of Court & Comptroller Recording Department. That distinction matters because the Property Appraiser, Tax Collector and Clerk each maintain different property-related records.
Clerk Recording Department
Handles deeds, mortgages, releases, liens, easements, notices of commencement and other instruments recorded in Hillsborough County Official Records.
Use this office when: you need the recorded deed itself or need to record a legal instrument.
Property Appraiser
Handles parcel information, ownership shown on the assessment roll, property characteristics, assessed value, exemptions and parcel mapping.
Use this office when: you need a parcel search or assessed-value information rather than the recorded deed.
Tax Collector
Handles property-tax billing and payment functions. A deed search or ownership-chain research generally does not begin with the Tax Collector.
Use this office when: you need to pay or research a property-tax bill.
How to Search Hillsborough County Deeds and Official Records Online
The Clerk’s Official Records Index is the correct database for deeds and other recorded instruments. Anonymous users can perform public searches without signing in, although records restricted by statute or court order may not be viewable through the public site.
Open the Official Records Index
Use the Clerk’s Official Records Index rather than HOVER. The system contains recorded land and official records such as deeds, notices of commencement, easements, certified judgments and liens.
Choose the Search Type That Matches What You Know
The index supports multiple search methods. For deed research, a party-name search is usually the best starting point when you know an owner, seller, buyer or business name. If you already have the instrument number, use that because it identifies a specific recorded instrument.
Use a Narrow Date Range When Possible
The Clerk’s eCertify guide says name searches can include a date range. Broad searches may return too many matches; results exceeding 5,000 records are not delivered, so narrow the dates or add more criteria.
Review the Search-Result Fields Before Opening the Image
Search results can show party names, recording date, document type, legal description when available and the instrument number. Match several fields rather than assuming the first person with the same name is the correct property owner.
Preview the Recorded Document
Select the hyperlinked party name or document result to open the preview. Your browser may need to allow pop-ups for the Clerk site. Large recorded documents can take longer to display.
Download an Uncertified Copy or Order a Certified Copy
If you only need to read the instrument, download the available uncertified copy. If you need an official certified copy, use the eCertify ordering option and verify the document before purchasing because electronic-certification purchases are non-refundable.
Which Hillsborough Official Records Search Should You Use?
| What You Know | Best Search Route | What to Check | Common Problem |
|---|---|---|---|
| Owner, buyer or seller name | Party / name search | Party name, document type, recording date, instrument number and legal description. | Common names may create hundreds of unrelated results. |
| Business or LLC name | Business-name search | Entity spelling, document date and instrument type. | Older deeds may use a previous corporate or trust name. |
| Instrument number | Instrument-number search | Exact recorded document. | Entering the wrong digit can return no result. |
| Document type and approximate date | Document-type search | Deed type, mortgage, lien, satisfaction, easement or other instrument. | Too wide a date range can create an excessive result set. |
| Property address only | Start with Property Appraiser, then use the owner name in Official Records | Current owner name and parcel/legal-description information. | The Official Records Index is document/party oriented, not a substitute for the parcel database. |
What the Hillsborough County Official Records Fields Mean
A recorded-document result contains clues that help confirm you found the right instrument. Use several fields together, especially when researching people with common names.
What If the Hillsborough Deed Is Older Than the Online Index?
The Clerk states that its online Official Records Index covers 1965 to the present. The Official Records Library provides access to older recorded material, with records dating back into the nineteenth century, while archived collections also include older deed and Official Records indexes.
1965 to Present
Start with the online Official Records Index. You can search records, preview available document images and order electronic certified copies when supported.
Older Official Records
Contact the Official Records Library when the instrument predates the searchable online index or when older images/index volumes must be researched manually.
Archived Index Material
The Clerk describes archived deed indexes from 1948–1957 and Official Records indexes from 1958–1966, along with other historical collections.
How to Record a Deed in Hillsborough County
Recording is different from searching. The Clerk records documents that meet statutory recording requirements but does not prepare your deed or determine whether a particular deed form is legally appropriate for your situation.
Prepare the Correct Legal Instrument
Decide which deed or instrument fits the transaction before filing. The Clerk specifically warns that staff cannot provide legal advice or choose the appropriate form for you.
Check Florida Recording Requirements
Review Florida Statutes and the Clerk’s recording requirements. A document can be rejected when mandatory information, execution formalities or recording criteria are missing.
Include Required Witness Addresses Where Applicable
Since January 1, 2024, certain instruments that convey, assign, encumber or otherwise dispose of an interest in real property must include the name and post-office address of each required witness. The Clerk states that an email address does not satisfy this witness-address requirement.
Calculate Recording Charges and Any Applicable Taxes
Standard recording charges listed by the Clerk are $10 for the first page and $8.50 for each additional page. The first four indexed names are included; additional names are $1 each. Documentary stamp or other taxes may also apply depending on the transaction.
Submit the Original Recordable Document
A prepared deed may be submitted in person or by mail. The Clerk states that a deed cannot simply be submitted by ordinary email for recording. Professional eRecording services are also available for eligible document types.
Save the Recorded Instrument Number
After recording, verify the document in the Official Records Index and save its instrument number. Check the indexed names and document image for obvious indexing or image problems.
Hillsborough County Deed Witness Address Requirement
One of the most important local recording issues is Florida’s witness-address requirement that took effect January 1, 2024 for covered real-property instruments.
What Must Be Included
- Required witness name.
- Post-office address for each required witness.
- Address legibly printed, typed or stamped.
- Physical address or post-office box rather than an email address.
Documents Potentially Affected
The Clerk identifies covered instruments as those conveying, assigning, encumbering or otherwise disposing of title or an interest in real property.
Examples published by the Clerk include deeds, easements and certain agreements, affidavits, notices or memoranda affecting an interest in land.
Hillsborough County Recording and Certified-Copy Fees
Recording fees are only part of the total cost of some real-estate filings. Deeds and mortgages may also trigger Florida documentary stamp or other tax calculations, so do not use the page-recording fee alone as the final transaction cost.
| Service | Clerk-Published Charge | What to Know |
|---|---|---|
| Record first page | $10.00 | Base recording charge for the first page of the document. |
| Each additional page | $8.50 | Added for each page after page one. |
| Additional indexed names | $1.00 each after first four names | The first four names are included according to the Clerk’s published recording guidance. |
| Official Records copy | $1.00 per page | Applies to copies ordered through Clerk services; online viewing of many records is free. |
| Certification | $2.00 per document | Clerk statutory certification charge; electronic service/vendor charges can be additional. |
| Record search | $2.00 per year searched when staff search is requested | Do-it-yourself online Official Records searching is available without this staff search charge. |
Estimate the Basic Hillsborough Recording Charge
This tool estimates the Clerk’s basic page and additional-name recording charges only. It intentionally does not estimate Florida documentary stamp tax, intangible tax, legal fees, return postage or third-party eRecording charges.
Illustration only. Current Clerk guidance lists $10 for the first page, $8.50 for each additional page and $1 for each indexed name beyond the first four. Deeds may require additional documentary stamp taxes or other charges.
How to Get a Certified Hillsborough County Deed Copy
If an uncertified online image is not enough, the Clerk offers electronically certified Official Records through eCertify. The resulting secured PDF contains certification information that recipients can authenticate electronically.
Find the Deed in the Official Records Index
Search by name, business name, instrument number or another available field and verify that you have the correct deed.
Preview Before Purchasing
The Clerk recommends previewing the document first. Confirm names, recording date, legal description and instrument number before adding it to your eCertify cart.
Select the Certified-Copy Option
Add the correct document to the certification cart and review the page count and charges. eCertify purchases include the entire document rather than individually selected pages.
Use the Correct Email Address
Electronically certified documents are delivered through emailed download links. Double-check the delivery address and check spam or junk mail if the email does not appear.
Download and Save the PDF Promptly
The Clerk’s guide says download links remain available for 30 days. Store the certified PDF securely rather than relying on the email link indefinitely.
Hillsborough County Property Fraud Alert
The Clerk offers a free Property Fraud Alert that monitors newly recorded documents for a matching personal or business name. It does not prevent a document from being recorded and it does not prove that a matching document is fraudulent; it gives you an early warning so you can inspect the instrument.
What the Alert Does
- Monitors a name or business name.
- Sends notification by email or phone when a matching document is recorded.
- Provides an instrument number for the matching record.
- Lets you open the Official Records Index and inspect the actual instrument.
What It Does Not Do
- It does not legally block a deed from being recorded.
- It does not verify that every matching document is fraudulent.
- It does not replace title insurance or legal advice.
- It does not automatically correct a fraudulent instrument.
Hillsborough County Recording Office Locations & Hours
The Clerk currently lists Recording service at Downtown Tampa, Brandon and Plant City. Check the Clerk’s holiday schedule and service-location page before traveling because hours and available counter services can change.
Downtown Tampa — Pat Collier Frank Courthouse
Address:
419 E. Pierce Street
Room 140
Tampa, FL 33602
Published hours:
Monday–Friday, 8:00 AM–5:00 PM
Main phone: 813-276-8100
Open Directions ↗Brandon Regional Service Center
Address:
311 Pauls Drive
Suite 110
Brandon, FL 33511
Published hours:
Monday–Friday, 8:00 AM–4:00 PM
Main phone: 813-276-8100
Open Directions ↗Plant City Courthouse
Address:
301 North Michigan Ave.
Room 1071
Plant City, FL 33563
Published hours:
Monday–Friday, 8:00 AM–5:00 PM
Main phone: 813-276-8100
Open Directions ↗In Person, Mail or eRecording: Which Method Should You Use?
| Method | Good For | Important Hillsborough Detail |
|---|---|---|
| In person | Time-sensitive recordable documents and users who want counter assistance with recording intake. | The Clerk specifically recommends in-person submission for time-sensitive recordings. |
| Prepared documents that do not require immediate recording. | Official Records mail may be sent to PO Box 3249, Tampa, FL 33601-3249. Follow the Clerk’s return-document and payment instructions. | |
| Professional eRecording | Businesses, law firms, title companies and other submitters using an approved third-party vendor. | The Clerk lists vendors but states that it does not recommend or endorse a particular vendor. |
| Consumer electronic NOC service | Eligible Notice of Commencement filings. | The Clerk publishes a separate consumer eRecording option for Notices of Commencement; do not assume it accepts every deed type. |
Why You Cannot Find a Hillsborough County Deed
If the Name Search Returns Nothing
- Check spelling and alternate names.
- Try a prior owner if the transfer was recent.
- Narrow or change the recording-date range.
- Try a business, trust or entity name appearing on the deed.
- Use the instrument number if another document references it.
If You Only Have the Street Address
- Search the Hillsborough County Property Appraiser first.
- Identify the current owner name and parcel details.
- Return to Official Records and search that owner name.
- Review deeds around the acquisition date.
- Match the legal description before relying on the result.
Official Hillsborough County Recorder Tools
These are the most useful official Clerk resources for deed and recording tasks. Each link includes the steps to follow after opening it.
Search Hillsborough County Official Records
Use for deeds, liens, easements, notices of commencement, recorded judgments and other Official Records.
- Open the Official Records Index.
- Select the search type that matches what you know.
- For a name search, enter the party or business name and use a useful date range.
- Open the likely result and compare document type, recording date, legal description and instrument number.
- Preview the image before ordering a certified copy.
- Save the instrument number for later retrieval.
Hillsborough Clerk Recording Department
Use for current deed recording requirements, eRecording information, Official Records Library details and recording FAQs.
- Open the Recording page.
- Review the current recording-requirement notices near the top.
- Check the deed FAQ if you are recording, correcting or replacing a deed.
- Review the current fee information and eRecording options.
- Use the Service Options and Locations link before visiting an office.
Order an Electronically Certified Official Record
Use eCertify when you need a certified digital copy rather than a free uncertified viewing copy.
- Find the record in the Official Records Index first.
- Preview it and verify the parties, document type and instrument number.
- Add the correct document to the certification cart.
- Review all Clerk, vendor and payment-processing charges before submitting payment.
- Download and save the delivered certified PDF within the stated download window.
Sign Up for Hillsborough Property Fraud Alert
Free monitoring for new recorded documents matching a personal or business name.
- Open the Clerk’s Property Fraud Alert page.
- Follow the enrollment link for the free monitoring service.
- Enter the personal or business name you want monitored.
- Choose the available email or telephone notification option.
- If an alert arrives, copy the instrument number.
- Search that instrument number in the Official Records Index and inspect the document.
Check Clerk Service Locations
Verify current hours, holiday closures and which offices offer Recording service before traveling.
- Open the Service Options and Locations page.
- Select or find Recording in the service list.
- Confirm the location you plan to visit offers Recording service.
- Check that day’s hours and the holiday schedule.
- Use ClerkExpress or appointment options if the page offers them for your service.
Mistakes to Avoid With Hillsborough Deeds and Official Records
What Often Goes Wrong
- Searching HOVER when the document is actually a deed or Official Record.
- Treating Property Appraiser ownership data as a substitute for the recorded deed.
- Searching only by street address in a document-oriented record system.
- Recording an instrument without required witness addresses.
- Assuming the $10 first-page charge is the entire deed transaction cost.
- Trying to change a deed owner name as though it were a simple clerical account update.
Better Workflow
- Find the parcel owner first if you only know an address.
- Search Official Records using the owner or party name.
- Match legal description, dates and instrument number.
- Preview the deed before buying a certified copy.
- Use current Clerk recording requirements before submitting a new instrument.
- Verify the newly recorded document in the index after filing.
Which Hillsborough County Office or Tool Should You Use?
| Your Goal | Best Next Step |
|---|---|
| Find a deed | Search the Clerk’s Official Records Index. |
| Find the current parcel owner from an address | Search the Hillsborough County Property Appraiser, then use the owner name in Official Records. |
| Get a certified deed copy | Find the correct instrument and use Clerk eCertify or request a certified copy through the Records Library. |
| Record a new deed | Review recording requirements, calculate fees/taxes, then submit the properly prepared instrument to a Recording office, by mail or through an eligible eRecording method. |
| Add or remove an owner | Determine which new legal instrument is appropriate; consider a Florida real-property attorney rather than asking the Clerk to alter the existing deed. |
| Research an old deed | Use the Official Records Library or archived index resources when the record predates the online index. |
| Monitor future filings | Enroll in the Clerk’s free Property Fraud Alert. |
| Pay property taxes | Use the Hillsborough County Tax Collector rather than the Recording Department. |
Hillsborough County Recorder FAQs
Who records deeds in Hillsborough County, Florida?
The recorder function is handled by the Hillsborough County Clerk of Court & Comptroller Recording Department. It records and indexes deeds, mortgages, liens, easements, notices of commencement and other instruments placed in the county’s Official Records.
How do I search Hillsborough County deeds online?
Use the Clerk’s Official Records Index. Search by an available party, business, instrument-number, document-type or related field, narrow the recording-date range when possible, then open the matching result and verify the document image, legal description and instrument number.
How far back does the Hillsborough County online Official Records Index go?
The Clerk states that the online Official Records Index is available from 1965 to the present. For earlier material, use the Official Records Library and archived record resources.
How much does it cost to record a deed in Hillsborough County?
The Clerk currently lists $10 for the first page and $8.50 for each additional page. The first four indexed names are included and each additional name is $1. Documentary stamp taxes or other charges may also apply, so the basic recording fee is not always the final total.
Can I email a deed to the Hillsborough Clerk for recording?
The Clerk’s deed guidance says the original signed and notarized deed can be presented to the Clerk or submitted by mail, but not by ordinary email. Eligible electronic recording is handled through approved eRecording methods rather than a normal email attachment.
What is the witness-address requirement for Hillsborough County deeds?
For covered real-property instruments, required witnesses must be identified by name and post-office address. The Clerk explains that the address may be a physical address or post-office box but an email address does not satisfy the requirement.
How do I obtain a certified copy of my Hillsborough County deed?
Find the deed in the Official Records Index and use the Clerk’s eCertify option for an electronically certified copy. You can also request copies through Clerk services. Always preview the document first because electronic certification purchases are non-refundable after payment.
Can the Clerk add or remove a name from my deed?
The Clerk does not simply edit an existing recorded deed. Adding, removing or correcting ownership generally requires preparation and recording of an appropriate legal instrument. The Clerk recommends consulting a real-property attorney or legal advisor when determining which instrument to use.
Is the Hillsborough County Property Fraud Alert free?
Yes. The Clerk describes Property Fraud Alert as a free service that notifies you by email or telephone when a newly recorded document matches a monitored personal or business name.
Are Hillsborough County deed records the same as court records?
No. Deeds and similar recorded instruments are searched in the Official Records Index. Circuit and County Court cases such as lawsuits, traffic cases, criminal cases, divorces and evictions are generally searched through HOVER. Federal court and bankruptcy records are not maintained by the Hillsborough County Clerk’s Official Records Index.
Independent Records Guide
CountyClerkofCourt.us is an independent informational resource and is not affiliated with the Hillsborough County Clerk of Court & Comptroller, Hillsborough County Property Appraiser, Hillsborough County Tax Collector, Florida Department of Revenue or any Florida court.
Recording acceptance, legal sufficiency, documentary stamp tax, indexing, certification, ownership rights and title consequences are determined by applicable law and the responsible agencies. Recording staff cannot provide legal advice, and this page is not a substitute for advice from a Florida attorney or title professional.
Public-record information should not be used for employment screening, tenant screening, credit eligibility, insurance underwriting or another purpose regulated by the Fair Credit Reporting Act or similar law. This website is not a Consumer Reporting Agency.