San Mateo County Recorder: Search Deeds, Official Records, Copies, Fees & Recording Rules
The San Mateo County Recorder is part of the Assessor-County Clerk-Recorder & Elections office, commonly called ACRE. For deeds and land records, the Recorder preserves official real-property documents, collects applicable transfer and conveyance taxes, indexes recorded documents, and provides public access to recorded records.
This guide explains how to search the San Mateo County Grantor/Grantee index, order deed copies, record a deed or other document, avoid returned-document problems, use the correct PCOR and transfer-tax forms, and contact the right county office in Redwood City.
What Does the San Mateo County Recorder Do?
The San Mateo County Recorder maintains the official archive of recordable real-property transactions and other recordable events. For a homeowner, buyer, title company or researcher, that usually means deeds, deeds of trust, reconveyances, liens, maps, notices, restrictive covenant modifications and copies of recorded documents.
Recorded Documents
Use the Recorder for deeds, official records, maps, recorded liens, reconveyances, document copies, certified copies and recording-reference searches.
Best starting point: RecorderWorks Grantor/Grantee index.
Assessor Records Are Different
The Assessor handles parcel information, property tax value, ownership updates for assessment purposes, change-in-ownership review, exemptions and mailing-address questions.
Do not confuse: a recorded deed with an assessed-value record.
Tax Collector Is Separate
The Tax Collector handles property-tax bills and payments. The Recorder records the deed; the Assessor reviews ownership/value impact; the Tax Collector bills and collects taxes.
Use this rule: deed = Recorder, value = Assessor, bill = Tax Collector.
Recorder vs Assessor vs Tax Collector in San Mateo County
Many deed and tax problems involve more than one office. Use this local breakdown before calling or mailing documents.
| Question | Correct Office | Why | Practical Next Step |
|---|---|---|---|
| I need to record a grant deed, quitclaim deed, deed of trust, lien release or reconveyance. | San Mateo County Recorder | The Recorder accepts legally recordable documents, indexes them and preserves them as official records. | Review recording requirements, calculate fees, include PCOR/DTTA when required, then record in person, by mail or through eligible e-recording channels. |
| I need a copy or certified copy of a recorded deed or map. | County Clerk-Recorder Division | Recorded documents may be viewed or copied through the Recorder’s public access process. | Search the index first to find document number, recording date, document type and page count. |
| My property-tax bill shows only one owner even though the deed lists more names. | Assessor / Tax Collector depending on issue | The recorded deed may name all grantees, while tax billing systems may display differently. | Use the recorded deed for document history, then contact the Assessor or Tax Collector for tax-roll or bill display questions. |
| I sold, inherited, gifted or transferred real property. | Recorder + Assessor | The Recorder records the transfer document; the Assessor reviews whether the transfer creates reassessment or qualifies for an exclusion. | File BOE-502-A PCOR with most recorded conveyance documents and ask the Assessor about exclusion forms if applicable. |
| I found an old illegal restrictive covenant in CC&Rs. | Recorder + County Counsel review process | San Mateo County has a Restrictive Covenant Modification process for unlawfully restrictive language. | Review your title report or CC&Rs, prepare the modification packet, sign before a notary and submit through the Clerk-Recorder Division. |
How to Search San Mateo County Recorded Documents Online
San Mateo County’s RecorderWorks system provides online Grantor/Grantee index searches for property documents recorded since 1985. The index is useful when you need a deed, lien, reconveyance, notice, recorded map reference or document number.
Open the RecorderWorks Search
Start with the official RecorderWorks page, not a paid third-party deed site. The county’s online index covers property documents recorded from 1985 to present.
Choose the Best Search Type
Search by name if you know the grantor or grantee. Search by document number if a deed, title report, court filing or lender provided it. Search by book/page for older references. Search by recording date when you know the closing or recordation window.
Use the Local Name Format
For people, enter the last name followed by the first name or a partial version, such as smith allison or smith a. For companies, enter the business name. Use partial matching when the name may be abbreviated or indexed differently.
Search APN Without Dashes
RecorderWorks provides an APN search option and instructs users to enter the 9-digit parcel number without dashes. Use the Assessor parcel record or tax statement to confirm the APN before searching.
Open the Document Number
In search results, click the document number to view the record details. If the correct person appears on a document page, select the name from the left-side menu to list all documents tied to that person from 1985 forward.
Buy a Copy Only After Confirming the Record
Check the document type, recording date, parties and reference information before adding a document to the shopping cart or requesting copies. This helps avoid paying for the wrong deed, lien or reconveyance.
How to Record a Deed or Other Document in San Mateo County
Recording makes a document part of the county’s public record. The Recorder examines documents for recording requirements, not for legal correctness or whether the document is the right one for your situation.
Accepted Filing Paths
- In person at 555 County Center, 1st Floor, Redwood City.
- By mail, FedEx or UPS to the Recorder Division.
- Electronic recording through eligible title-company channels.
- Walk-ins are welcome, but appointments can reduce uncertainty.
Recorder Staff Cannot Do These
- Choose which deed you should use.
- Prepare legal forms for you.
- Tell you whether a transfer is legally sufficient.
- Release a lien without the proper recorded release or certified court document.
- Act as your title company or attorney.
Confirm the Property Is in San Mateo County
A document affecting real property must be recorded in the county where the property is located. Confirm the county using the legal description, APN, title report, tax bill or Assessor parcel record.
Check the First-Page Layout
The upper-left area is used for return address and the person requesting recording. The right-hand 5 inches of the top 2.5 inches of the first page must be clear for the Recorder. If the document does not meet the top-of-page format, attach the county recording cover sheet.
Make the Document Recordable
Use standard paper size, keep required margins, make the document photographically reproducible, use original signatures unless a certified copy is allowed, and include proper acknowledgment or verification when required.
Add the Correct Title, Names and Legal Description
The document title should appear on the first page below the reserved top area. Party names must be legibly signed, typed or printed. Documents affecting property must include a description sufficient to identify the property.
Attach PCOR and DTTA When Required
Most conveyance documents require a signed BOE-502-A Preliminary Change of Ownership Report. San Mateo County also requires a Documentary Transfer Tax Affidavit with conveyance documents to explain the transaction and any claimed transfer-tax exemption.
Pay the Correct Fees and Taxes
Include recording fees, any applicable Real Estate Fraud Prosecution Fee, SB 2 Building Homes and Jobs Act Fee, survey monument fee, documentary transfer tax and any city-specific conveyance tax. If mailing, follow the county’s exact payment instructions.
Send or Deliver the Packet
Mail recording documents to San Mateo County Recorder, Recorder Division, 555 County Center, 1st Floor, Redwood City, CA 94063-1665, or bring them to the first-floor Clerk-Recorder office.
Watch for Acceptance, Rejection or Return
If accepted, the document is recorded, imaged and returned to the name and address listed on the document. San Mateo County says original recorded deeds are generally mailed back about four to six weeks after the recording date.
San Mateo County Recorder Fees for Deeds, Copies and Common Add-Ons
Recording costs depend on page count, document titles, parcel count, transfer taxes, document formatting, whether PCOR is filed, and whether a statutory fee exemption applies. Use the official fee schedule before mailing payment.
| Item | County-Listed Amount | When It Matters | Practical Note |
|---|---|---|---|
| Recording first page | $14 | Basic recording fee for the first page. | Additional pages are separate. |
| Each additional page | $3 | Added for pages after the first page. | Attachments and exhibits can increase page count. |
| Real Estate Fraud Prosecution Fee | $6 per title | Applies to certain real estate instruments; fee increase became effective January 21, 2025. | Do not omit this if the document title triggers the fee. |
| SB 2 Building Homes and Jobs Act Fee | $75 per parcel, per title | Applies to many real-estate instruments unless a valid statutory exemption is cited. | Mark the proper exemption on the document only when it truly applies. |
| Survey Monument Preservation Fee | $10 | Applies to listed grant deeds with certain property descriptions; effective January 6, 2025. | Check legal description type before assuming it does not apply. |
| No PCOR with property transfer | $20 penalty | Added when a Preliminary Change of Ownership Report is required but not filed with the transfer document. | Complete and sign BOE-502-A before recording most conveyance documents. |
| Regular recorded-document copy | $5 first page + $1 each additional page | Used when you need a normal photocopy of a recorded document. | Search the document first to confirm page count. |
| Certified copy | $5 certification fee plus regular copy fees | Used when an agency, court, lender or title company asks for a certified recorded copy. | A certified copy is signed, dated and sealed by the Recorder. |
| Conformed copy | $10 per copy | Used when you provide a duplicate copy and want recording details affixed. | Include the copy and a stamped self-addressed envelope if requesting by mail. |
| Restrictive Covenant Modification | No fee after approval | Used for qualifying unlawful restrictive covenant language. | County Counsel review is part of the process before recordation. |
San Mateo County Recording Fee Estimator
This tool is an educational estimate only. It does not calculate every documentary transfer tax, every statutory exemption, every lien fee or every unusual document fee. Use the official Recorder fee schedule before submitting payment.
This estimator uses $14 first page, $3 each additional page, $6 real-estate fraud fee per title, $75 SB 2 fee per parcel per title when applicable, $10 survey monument fee, $20 missing-PCOR penalty, and $10 per conformed copy. It does not replace an official fee quote.
Why San Mateo County Recording Documents Get Returned
A returned document delays a sale, refinance, lien release, estate transfer or title correction. Before mailing or visiting, check these common local rejection points.
Common Return Reasons
- Incorrect recording fee or unsigned payment check.
- Check made payable to the wrong payee for the transaction.
- Missing original signatures or original notary acknowledgment where required.
- Signer name does not match the caption or acknowledgment.
- Property is not located in San Mateo County.
- Legal description is missing or insufficient.
- Document is not legible enough for photographic reproduction.
- Attachment is not clearly labeled as an exhibit.
- Prior recording reference is missing or wrong.
- Re-recording does not state the reason for re-recording.
Better Submission Checklist
- Use 8.5-by-11 inch pages where possible.
- Keep the top-right recorder space clear.
- Use at least 1/2 inch side margins.
- Place the document title on the first page.
- Include the tax-statement address on deeds.
- Attach the recording cover sheet if the top page layout does not comply.
- Attach BOE-502-A PCOR when required.
- Attach DTTA for conveyance documents.
- Keep copies of everything mailed or delivered.
- Use a trackable mailing method for original documents.
PCOR, DTTA, Cover Sheet and Restrictive Covenant Modification
San Mateo County deed recording often involves more than the deed itself. These local form notes are important because they can affect recording acceptance, tax review and additional fees.
BOE-502-A PCOR
A Preliminary Change of Ownership Report must be completed, signed and filed with most conveyance documents. San Mateo County lists exceptions including easements, trustee’s deeds upon sale, deeds in lieu of foreclosure and certain affidavits of death.
DTTA
The Documentary Transfer Tax Affidavit must be filed with conveyance documents to explain the transaction and the validity of any documentary transfer tax exemption claimed.
Recording Cover Sheet
Use the county recording cover sheet if the document does not meet top-of-page formatting rules. The cover sheet becomes the first page of the recorded document.
Restrictive Covenant Modification
Owners who find unlawful restrictive covenant language may use the RCM process. San Mateo County says approved RCM documents are recorded for no fee after County Counsel review.
How to Get a Copy of a San Mateo County Recorded Deed
The fastest way to avoid ordering the wrong document is to search the online Grantor/Grantee index first, then request the copy by document type, recording date, document number and page count.
Find the Record Details
Search RecorderWorks by name, document number, book/page, recording date, APN or legal description. Confirm the correct grantor, grantee, recording date and document type.
Choose Copy Type
A regular copy is a photocopy. A certified copy is signed, dated and sealed by the Recorder as a true and correct copy. A conformed copy is a copy or duplicate original provided by you with a conformed label added by the Recorder.
Pay the Correct Copy Fee
The county lists regular recorded-document copy fees as $5 for the first page and $1 for each additional page. Certification is $5 in addition to regular copy fees. Conformed copies are $10 per copy.
Mail the Request Correctly
For mailed copy requests, include payment and a self-addressed stamped envelope. San Mateo County lists the mailing destination as San Mateo County Assessor Clerk-Recorder, Attn: Customer Service Desk, 555 County Center, 1st Floor, Redwood City, CA 94063.
San Mateo County Clerk-Recorder Office Address, Phone, Email and Hours
For deeds, recorded documents, deed copies, maps and Recorder questions, start with the County Clerk-Recorder Division at County Center in Redwood City.
County Clerk-Recorder Division
Address:
555 County Center, 1st Floor
Redwood City, CA 94063
Mailing for recording:
San Mateo County Recorder
Recorder Division
555 County Center, 1st Floor
Redwood City, CA 94063-1665
Document recordings / deed and map copies: 650-363-4500
Appointment services: 650-599-1713
Recorder email: recorder@smcacre.gov
County Clerk email: countyclerk@smcacre.gov
Hours: Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding holidays.
Open Recorder Map ↗Official San Mateo County Recorder Links
Use these official links for live searches, current forms, current fees and final filing instructions. Each link includes what to do after opening it.
San Mateo County Clerk-Recorder Main Page
Use this page to understand what the County Clerk-Recorder does and to reach recorder services, records, documents, forms and FAQs.
- Open the County Clerk-Recorder page.
- Use the Records & Documents or Recorder Services sections.
- Choose search, copies, recording, forms, fees or FAQs based on your task.
- Verify that the page is still on the official smcacre.gov domain before entering payment or record details.
RecorderWorks Grantor/Grantee Index
Official online search for San Mateo County property documents recorded since 1985.
- Select a search method: name, document number, book/page, recording date, APN or legal description.
- For a person, enter last name then first name or a partial version.
- For APN, enter the 9-digit parcel number without dashes.
- Click the document number to view the record details.
- Add a record to the cart only after confirming the document type, parties and recording date.
How to Record a Document
Official San Mateo County instructions for mailing or submitting recordable documents.
- Read the first-page formatting and margin rules.
- Check whether you need a recording cover sheet.
- Confirm the mailing address and payment instructions.
- Include a conformed copy and stamped self-addressed envelope if you need proof of recording returned.
Recording Requirements
Use this page before recording a deed, lien release, court order, reconveyance or other official document.
- Confirm the property is in San Mateo County.
- Check the title, names, original signatures, notary acknowledgment and legal description.
- Remove full Social Security numbers unless a law requires them.
- Make sure the document is legible and photographically reproducible.
Recording Fees
Official fee schedule for recording-page fees, SB 2, real estate fraud fee, survey monument fee, penalties, maps, copies and special items.
- Find the document type you plan to record.
- Count pages, titles and parcels before calculating payment.
- Check whether SB 2 or survey monument fees apply.
- Confirm penalties for nonstandard page size, undersized print or missing PCOR.
Obtain a Copy of Recorded Documents
Official instructions for regular, certified and conformed copies of deeds and other recorded documents.
- Search the Grantor/Grantee index first to find page count and document details.
- Choose regular copy, certified copy or conformed copy.
- Prepare payment using the current copy fee schedule.
- For mailed requests, include a self-addressed stamped envelope.
County Clerk-Recorder Forms
Official forms page for PCOR, DTTA, recording cover sheet, acknowledgment, jurat/verification and other Clerk-Recorder forms.
- Scroll to Documentary Transfer Tax Affidavit for conveyance documents.
- Scroll to Preliminary Change of Ownership Report for BOE-502-A.
- Use the recording cover sheet if your document needs it.
- Use California Secretary of State acknowledgment or jurat links when notary wording is required.
Restrictive Covenant Modifications
Official San Mateo County process for removing unlawful restrictive covenant language from recorded property records.
- Review your title report or CC&Rs to locate the recorded document reference.
- Attach a full copy with unlawful language stricken as required.
- Sign the modification document before a notary.
- Submit it to the Clerk-Recorder Division for County Counsel review and no-fee recording after approval.
San Mateo County Deed and Recorder Mistakes to Avoid
Mistakes That Create Delays
- Using a paid deed website before checking RecorderWorks.
- Searching by APN with dashes when the portal asks for 9 digits without dashes.
- Mailing a deed without PCOR when PCOR is required.
- Forgetting DTTA on a conveyance document.
- Assuming a Recorder recording proves marketable title.
- Asking Recorder staff to choose the correct deed or prepare legal wording.
- Omitting the City of San Mateo conveyance tax when the property is inside that city.
- Submitting pages that are not legible enough to image.
Better Local Workflow
- Search by grantor/grantee and document number before ordering copies.
- Save the recording date, document number and document type.
- Use the Recorder for official records and the Assessor for tax-value questions.
- Use a title company or attorney for legal title transfer questions.
- Count all exhibit pages before calculating recording fees.
- Use a trackable mailing method when sending original documents.
- Check your tax statement later if the deed changed ownership.
- Keep copies of forms, checks and mailing receipts.
What Should You Do Next?
| Your Situation | Best Next Step | Office / Resource |
|---|---|---|
| You need to find a deed, deed of trust, reconveyance or lien. | Search RecorderWorks by name, document number, book/page, APN or recording date. | San Mateo County RecorderWorks |
| You need a certified deed copy. | Find the document number and page count, then order a certified copy with the correct fee. | County Clerk-Recorder Division |
| You need to record a new deed or transfer document. | Review recording requirements, attach PCOR and DTTA when required, calculate fees and use the Redwood City office or mail process. | San Mateo County Recorder |
| You need to know whether a transfer will reassess property taxes. | Do not rely only on the Recorder. Review change-in-ownership rules and contact the Assessor. | San Mateo County Assessor |
| Your tax bill or assessed value is wrong after a deed records. | Use the recorded deed as evidence, then contact the Assessor or Tax Collector depending on whether the issue is value/ownership or payment/billing. | Assessor or Tax Collector |
| You found unlawful restrictive covenant language. | Review the county RCM instructions, prepare the modification packet and submit it for County Counsel review. | Clerk-Recorder Division / County Counsel process |
San Mateo County Recorder FAQs
Is the San Mateo County Recorder the same as the Assessor?
No. The Recorder maintains and indexes recordable documents such as deeds, deeds of trust, maps, liens and reconveyances. The Assessor handles parcel data, ownership updates for assessment purposes, property valuation, exemptions and change-in-ownership review.
How do I search San Mateo County recorded deeds online?
Use the official RecorderWorks Grantor/Grantee index. You can search by name, document number, book and page, recording date, APN or legal description. For a person, enter last name then first name or a partial version. Open the document number to review record details.
How far back does the San Mateo County online recorder index go?
RecorderWorks states that the online Grantor/Grantee index covers property documents recorded since 1985. For older or complex searches, contact or visit the County Clerk-Recorder office in Redwood City.
Can I search San Mateo County recorded documents by APN?
Yes. RecorderWorks includes an APN search option and instructs users to enter the 9-digit parcel number without dashes. Confirm the APN from the Assessor record or tax statement before searching.
How do I get a certified copy of a San Mateo County deed?
Search the record first to confirm the document number and page count. A regular recorded-document copy is $5 for the first page and $1 for each additional page. Certification costs $5 in addition to the regular copy fees.
What is the basic fee to record a document in San Mateo County?
The county recording fee schedule lists $14 for the first page and $3 for each additional page, with additional fees or penalties depending on the document. Real-estate instruments may involve a $6 real estate fraud fee, SB 2 fee, survey monument fee, transfer tax, city conveyance tax or other add-ons.
Why would the San Mateo County Recorder return my deed unrecorded?
Common reasons include incorrect fees, missing original signatures or notary acknowledgment, mismatched signer names, wrong county, missing legal description, poor legibility, missing prior recording reference, unlabeled exhibits, missing PCOR or an improper re-recording reason.
Is a Preliminary Change of Ownership Report required with a deed?
San Mateo County says the BOE-502-A Preliminary Change of Ownership Report must be completed, signed and filed with most conveyance documents. Listed exceptions include easements, trustee’s deeds upon sale, deeds in lieu of foreclosure and affidavits of death when the decedent is a beneficiary under a deed of trust.
Does the City of San Mateo have an extra conveyance tax?
Yes, for property in the City of San Mateo. The county states that the City of San Mateo conveyance tax is due at the time of recording and is levied at $5 per $1,000 based on purchase price or fair market value, unless a valid exemption is cited.
Can the Recorder release a lien or tell me which deed to record?
No. The Recorder cannot release a lien from the official record without the proper recorded release or certified legal document, and staff cannot provide legal advice or prepare documents. Contact the lienholder, court, title company or a qualified attorney when legal title or lien-release questions are involved.
Independent Educational Guide
County-Appraisal-District.org is an independent informational website. It is not affiliated with the San Mateo County Assessor-County Clerk-Recorder & Elections office, San Mateo County Government, the San Mateo County Tax Collector, the San Mateo County Assessment Appeals Board, or any title company or law firm.
Recording acceptance, document requirements, copy fees, transfer taxes, reassessment results, restrictive covenant modifications and legal title outcomes are determined by official agencies, statutes, courts and qualified professionals. This article is not legal, tax, title or financial advice.
Public property and recorded-document information should not be used for employment screening, tenant screening, credit eligibility, insurance underwriting or other regulated consumer-reporting purposes. This website is not a Consumer Reporting Agency.