Sonoma County Recorder Office: Address, Deed Search, Copies & Recording Guide
The Sonoma County Clerk-Recorder records and preserves grant deeds, deeds of trust, reconveyances, liens, easements, maps and other public documents affecting real property in Sonoma County, California. The Recorder counter is at 585 Fiscal Drive, Room 103, Santa Rosa, CA 95403.
Sonoma County also provides an online Official Public Records index. Current computerized records cover documents recorded from January 1964 forward, while older records are preserved through historical grantor/grantee indexes and digitized or microfilmed material.
Where Is the Sonoma County Recorder Office?
The Sonoma County Recorder is part of the combined Clerk-Recorder-Assessor department. The public Recorder counter is at 585 Fiscal Drive, Room 103, Santa Rosa. The Assessor is in the same government complex but uses Room 104F and handles parcel values, assessment records and Assessor Parcel Numbers rather than recorded deeds.
Clerk-Recorder
Use for deeds, deeds of trust, reconveyances, liens, maps, recorded-document copies and new recordings.
Phone: 707-565-3800
Assessor
Use for parcel data, APN questions, assessment values and property-characteristic information.
Phone: 707-565-1888
Auditor-Controller-Treasurer-Tax Collector
Use for property-tax bills, tax rates, tax-payment questions and delinquent-tax issues—not deed copies.
How to Search Sonoma County Deeds and Recorded Documents
Sonoma County provides an online public-records index for Official Public Records, including deeds, liens and other recorded instruments. Search the index first before paying a third party for a deed lookup.
Open the Official Document Records Search
Start with the Sonoma County Clerk-Recorder’s own search system.
Open Sonoma County Document Records Search ↗
Search Every Reasonable Name Variation
The county expressly advises users to try all possible spelling variations. Search current and prior owners, trusts, LLCs and other parties tied to the recorded transaction.
Watch the Pre-2010 Name-Index Rules
Sonoma County says records before 2010 can require older abbreviations or cross-reference conventions. For records after January 1, 2010, search using the exact person or company name.
Use the Document Number for Exact Lookup
Once you identify the correct deed or lien, save its document or instrument number. The Recorder’s copy request form uses document/instrument number for records from 1964 forward.
Confirm Document Type and Parties
Do not rely on one matching surname. Compare document type, party names, recording date and other indexed information before paying for an official copy.
Open or Order the Actual Record
The County’s current guidance says eligible Official Public Records may be downloaded online for $4 per document, plus the online transaction fee, or ordered in paper/certified form.
How Far Back Do Sonoma County Recorder Records Go?
Sonoma County’s Recorder holdings extend back before California statehood. The important dividing line for modern searching is January 1964.
January 1964 to Present
The County says documents recorded from January 1964 forward are indexed and imaged in its current computerized system.
Copy requests for this period normally use the document/instrument number.
Before 1964
Earlier documents are microfilmed and digitized, but their grantor/grantee indexes were maintained in handwritten index books.
The official copy form uses Book/Page references for records prior to 1964.
Find the APN Before Doing Deeper Deed Research
Recorder systems are document indexes, while the Assessor maintains parcel information. If all you have is a property address, use Sonoma County parcel/GIS information first to confirm the Assessor Parcel Number and parcel location.
Use Sonoma County Parcel Information
County parcel layers are maintained by the Clerk-Recorder-Assessor and can help confirm the parcel/APN before you research deeds.
Then Search the Recorder
- Save the APN.
- Confirm the property location.
- Identify current and prior owner names.
- Search all spelling/name variations.
- Match the legal description when available.
How to Get a Copy of a Sonoma County Grant Deed
Sonoma County offers online, in-person and mail routes for official-record copies. Do not pay $80–$120 to a private solicitation before checking the Recorder’s own copy options.
Online Download
The County’s current scam-warning page lists eligible Official Public Record downloads at $4 per document.
A $2 online transaction fee is also listed.
Paper Copy
The Recorder’s current official copy form lists printed pages at $5 per page.
Certified Copy
Certification is currently listed at an additional $4 per document on top of the paper-copy charge.
| Copy Method | Current Published Cost | Important Limitation |
|---|---|---|
| Online official-record download | $4 per document + $2 transaction fee | Use the County’s Document Records Search and confirm you selected the correct instrument first. |
| Printed paper copy | $5 per page | Available by office/mail request. |
| Certification | +$4 per document | Certification is added to applicable paper-copy cost. |
| Emailed copy, 1964-present | $6 per document, up to 10 pages | Certification is not available for emailed copies. |
| Emailed copy, pre-1964 | $6 per page, up to 10 pages | Older record retrieval uses historical references. |
Sonoma County Recorder — Attn: Copy Desk
585 Fiscal Drive, Room 103
Santa Rosa, CA 95403
How to Record a Deed in Sonoma County
Recording a new deed is different from ordering a copy. Sonoma County examines submitted instruments for statutory recording requirements but does not prepare legal documents or advise which deed type you should use.
Prepare the Original Recordable Document
The Recorder requires the original signed instrument. A photocopy is not accepted for recording.
Include Grantor, Grantee and Property Description
The County’s deed guidance says deeds are examined for grantor names, grantee names and a description of the property.
Put the APN on the First Page
Documents transferring title must contain the Assessor’s Parcel Number, and Sonoma County states that the APN must appear on the first page of the deed.
Complete the Preliminary Change of Ownership Report
Sonoma County says the Assessor requires a Preliminary Change of Ownership Report (PCOR) with each deed and Affidavit of Death when recorded.
Handle Documentary Transfer Tax
The transfer-tax declaration must appear on the face of the document. If an exemption applies, use the proper exemption language rather than leaving the tax issue unexplained.
Confirm Signature and Notary Requirements
Grantor signatures and proper acknowledgment by a notary are among the Recorder’s listed deed-review items.
Submit by Counter, Mail, Drop Box or eRecording
Sonoma County accepts documents in person, by mail, through the secure drop box outside the office, and through approved electronic recording channels.
Sonoma County PCOR and Deed Checklist
Recorder Reviews for These Items
- Grantor name(s).
- Grantee name(s).
- Property description.
- Documentary Transfer Tax declaration.
- Return address.
- Tax-statement mailing address.
- Grantor signature(s).
- Notary acknowledgment.
- Preliminary Change of Ownership Report.
- APN on the first page.
What the Recorder Will Not Decide
- Which deed is legally best for you.
- How you should hold title.
- Whether a transfer creates adverse tax consequences.
- Whether a deed resolves a title defect.
- Whether estate-planning language is appropriate.
Sonoma County Recording Fees, SB 2 Fee and Transfer Tax
Final recording cost depends on the document, number of pages/names, legal-description issues, applicable taxes and statutory surcharges. Verify the current fee schedule before mailing payment.
Possible $75 Building Homes and Jobs Act Fee
Sonoma County states that a $75 fee applies when recording certain real-estate instruments unless a statutory exemption applies.
Any claimed exemption must be stated on the face of the document.
County Documentary Transfer Tax
Sonoma County government materials identify the general documentary transfer tax as $0.55 per $500 or fractional part of taxable consideration.
City Transfer Tax Can Also Matter
City-level taxes can apply in addition to the county/state framework. County auction guidance identifies additional transfer taxes in Santa Rosa and Petaluma.
Ways to Submit a Document for Sonoma County Recording
In Person
Recording transactions are accepted Monday, Tuesday, Thursday and Friday from 8:00 a.m.–4:00 p.m., and Wednesday from 8:00 a.m.–3:00 p.m..
By Mail
Mail the original, payment payable to County Recorder, and a separate contact-information page to 585 Fiscal Drive, Room 103, Santa Rosa, CA 95403.
Drop Box / eRecording
The County accepts secured envelopes/packages in the drop box outside the office and also supports electronic recording through authorized channels.
Do Not Overpay for a Sonoma County Grant Deed Copy
Sonoma County has warned residents about private solicitations charging far more than the Recorder charges for property records.
Examples the County Has Flagged
- Property Assessment Profile offers charging about $120.
- Certified grant deed solicitations charging about $89.
- Fraudulent tax-lien payment notices.
- Mail designed to resemble an official county notice.
Safer Workflow
- Search the County index yourself.
- Confirm the document number.
- Use the County’s copy service.
- Call 707-565-3800 when a lien notice looks suspicious.
- Never assume a private solicitation is a government bill.
Sonoma County Recorder Office Address, Phone and Hours
Sonoma County Clerk-Recorder
County Clerk-Recorder-Assessor-Registrar of Voters:
Deva Marie Proto
Address:
585 Fiscal Drive
Room 103
Santa Rosa, CA 95403
Clerk-Recorder phone:
707-565-3800
24-hour information:
707-565-3700
Email:
ClerkRecorder@sonomacounty.gov
General office hours:
Monday–Tuesday: 8:00 a.m.–5:00 p.m.
Wednesday: 8:00 a.m.–4:00 p.m.
Thursday–Friday: 8:00 a.m.–5:00 p.m.
The County says no fee transactions or document processing are handled within 30 minutes of closing.
Recorder vs Assessor vs Tax Collector in Sonoma County
| What You Need | Correct Office | Why |
|---|---|---|
| Recorded deed, lien or deed of trust | Clerk-Recorder | This office indexes and preserves recorded public documents. |
| Record a new deed | Clerk-Recorder | Submit the original deed, PCOR, tax declaration and applicable recording fees. |
| APN or assessed value | Assessor | The Assessor maintains parcel and assessment information. |
| Official boundary determination | Licensed surveyor / applicable public records | County GIS itself warns that public parcel geometry is not survey-quality. |
| Property tax bill or payment | Auditor-Controller-Treasurer-Tax Collector | The Recorder does not collect annual property taxes. |
| Title dispute or deed drafting | Qualified attorney/title professional | The Recorder is prohibited from providing private legal advice. |
Official Sonoma County Recorder Resources
Sonoma County Document Records Search
Official online index for deeds, liens and other public-record documents.
- Read and accept the search disclaimer.
- Choose Official Public Records.
- Search all reasonable spelling/name variations.
- Use cross-reference guidance for older records when needed.
- Save the exact document number before ordering a copy.
Recording Requirements
County requirements for original documents, APN, signatures, return address, PCOR and submission methods.
- Verify the document is recordable.
- Check APN and title-transfer requirements.
- Confirm signature/notary and return-address information.
- Prepare PCOR where required.
- Choose counter, mail, drop box or eRecording.
Updating Deeds
Useful county guidance on PCOR, transfer tax, title-holding questions and deed-recording review.
- Review the PCOR requirement.
- Check documentary transfer tax.
- Check whether the $75 Building Homes and Jobs Act fee applies.
- Review the Recorder’s deed checklist.
- Use legal advice when choosing deed type or title vesting.
Official Public Record Copy Request Form
Use for paper, certified, faxed or emailed recorded-document copies.
- For 1964-present records, enter the document/instrument number.
- For older records, enter Book/Page.
- Add party names and document type to reduce errors.
- Select copy/certification type.
- Calculate the current fee and mail to the Copy Desk.
Sonoma County Consumer Scam Warnings
County examples of deed-copy solicitations, lien scams and inflated private record charges.
- Compare suspicious mail with the County’s examples.
- Search the Recorder index before paying for a deed copy.
- Check any alleged lien by document number.
- Call the Clerk-Recorder if the notice appears fraudulent.
Sonoma County Recorder Mistakes to Avoid
- Paying an expensive deed-copy solicitation before searching the County index.
- Searching only one spelling of a person’s or company’s name.
- Using modern exact-name search rules on older abbreviated records.
- Expecting the Recorder to research which deed you need.
- Recording a title-transfer document without APN or PCOR.
- Ignoring documentary transfer tax or SB 2 exemption wording.
- Treating public GIS parcel lines as a survey.
- Save the exact document number.
- Search prior owner and trust/entity names.
- Use Book/Page for pre-1964 records.
- Compare the legal description before buying a copy.
- Verify current recording cutoff hours.
- Keep a conformed copy of newly recorded documents.
- Use the Assessor for APN/value issues, not the Recorder.
What Should You Do Next?
Sonoma County Recorder Office FAQs
What is the Sonoma County Recorder office address?
The Sonoma County Clerk-Recorder office is at 585 Fiscal Drive, Room 103, Santa Rosa, CA 95403.
What is the Sonoma County Recorder phone number?
The Clerk-Recorder phone number is 707-565-3800. The County also publishes a 24-hour information number at 707-565-3700.
Can I search Sonoma County deeds online?
Yes. Sonoma County provides an online Official Public Records index. The County advises users to search all possible spelling variations and to use older abbreviation/cross-reference guidance for pre-2010 records.
How far back does the Sonoma County Recorder index go?
The County says documents from January 1964 to present are indexed and imaged in its current computerized system. Older records exist, but pre-1964 documents use historical handwritten grantor/grantee indexes and Book/Page references.
How much does an online Sonoma County deed copy cost?
The County’s current consumer guidance lists an online official-record download at $4 per document plus a $2 transaction fee.
How much is a paper or certified Sonoma County deed copy?
The current Recorder copy form lists printed copies at $5 per page and certification at an additional $4 per document.
What documents are required to record a deed in Sonoma County?
The Recorder reviews items including grantor and grantee names, property description, documentary transfer tax declaration, return and tax-statement addresses, grantor signatures, notarization, Preliminary Change of Ownership Report and APN on the first page.
Can I mail a deed to the Sonoma County Recorder?
Yes. Sonoma County accepts original recordable documents by mail at 585 Fiscal Drive, Room 103, Santa Rosa, CA 95403. Include payment payable to County Recorder and a separate page with your contact information.
Does Sonoma County charge a $75 SB 2 recording fee?
The County states that a $75 Building Homes and Jobs Act fee applies to certain real-estate instruments unless a statutory exemption applies. Any exemption should be identified on the face of the document.
Can the Sonoma County Recorder tell me how to prepare or change my deed?
No. The County states that Recorder staff are prohibited from practicing law or advising which forms to use or how legal documents should be completed. Use a qualified California attorney or title professional when legal drafting or ownership consequences are involved.
Independent Records Guide
This website is an independent informational resource and is not affiliated with the Sonoma County Clerk-Recorder-Assessor-Registrar of Voters, County of Sonoma, State of California or any other government agency.
Recording eligibility, documentary transfer tax, PCOR requirements, copy certification, deed validity, title vesting and legal ownership are determined by applicable law and the responsible government offices. Always verify current requirements before filing or relying on a recorded instrument.
Public deed and property records 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.