The Recorder of Deeds is the city or county office that keeps the official record of who owns property

When you buy a house, sign a mortgage, or transfer land to someone else, those documents go to the Recorder of Deeds office in your county. This office maintains the public record of property ownership, liens, mortgages, and other claims against real estate in that jurisdiction. The Recorder does not decide who owns property or settle disputes — they straightforward file and store the documents that prove ownership and create a searchable index so anyone can look up the history of a piece of land.

Every state has a Recorder of Deeds or an equivalent office (some call it the Register of Deeds or Clerk of Court). The office is usually located in the county courthouse or a separate county building. You interact with this office when you buy or sell property, refinance a mortgage, place a lien on land, or need a certified copy of a deed or other property document.

Key Takeaways

  • The Recorder of Deeds maintains the official public record of property ownership, mortgages, and liens for your county.
  • Documents must be recorded in the county where the property is located, not where you live or work.
  • Recording a document protects your ownership claim and gives notice to the world that you have a legal interest in the property.
  • You can search the Recorder's index in person, by phone, or online (depending on your county) to find out who owns a property or what liens are against it.
  • The Recorder charges a fee to record documents, usually between $10 and $50 per page depending on your state and county.

What documents the Recorder of Deeds records

The most common document recorded is a deed — the legal paper that transfers ownership of land from one person to another. When you buy a house, the seller signs a deed transferring the property to you, and that deed is recorded in the Recorder's office. A deed includes a legal description of the property, the names of the seller and buyer, and the date of the transfer.

A mortgage or deed of trust is also recorded. This document shows that a lender has a claim against the property until you pay off the loan. If you stop making payments, the lender can use this recorded document to foreclose. When you pay off the mortgage, the lender files a release or satisfaction document to remove the lien from the record.

Other documents recorded include liens (claims by contractors, tax authorities, or creditors), easements (the right to use someone else's land for a specific purpose, like a utility line), homestead declarations, and powers of attorney related to property. Some counties also record birth certificates, marriage licenses, or other vital records, though this varies by state.

Why recording a document matters

Recording creates a public notice that you own the property or have a legal claim against it. Without recording, your ownership might be valid between you and the seller, but a third party — such as a later buyer or a creditor — might not know about it. If the seller sells the same property to someone else without your knowledge, the second buyer could claim they had no notice of your interest and might win a legal dispute.

Recording also establishes the order of claims. If multiple people claim a right to the same property, the person whose document was recorded first usually has priority. For example, if you have a mortgage and the owner later takes out a second mortgage, your mortgage is recorded first and has priority in a foreclosure.

The Recorder does not verify that the document is correct, that the person signing it had the authority to do so, or that the transaction is legitimate. The Recorder's job is only to accept documents that meet basic requirements (correct format, legible, proper fees paid) and place them in the public record. A notary public typically verifies the signature, but the Recorder does not.

How to record a document

To record a deed or other property document, you or your attorney must take or mail the original document to the Recorder of Deeds office in the county where the property is located. The document must be on paper (some counties now accept electronic filing, but this is not yet standard everywhere). It must be legible, usually on standard 8.5-by-11-inch paper, and the signature must be notarized in most states.

You fill out a cover sheet or recording form with information about the document — the names of the parties, the property address or legal description, and the document type. You pay the recording fee, which varies by county and by the number of pages. After the Recorder accepts the document, it is assigned a book and page number (or a recording number in electronic systems) that becomes part of the permanent record.

Most people do not record documents themselves. Real estate attorneys, title companies, or mortgage lenders handle recording as part of the closing process when you buy or refinance a home. If you are selling property or placing a lien, you may need to initiate recording yourself or hire someone to do it.

How to search the Recorder's records

You can search the Recorder's index to find out who owns a property, what mortgages or liens are against it, or to locate a specific document. Many counties now offer online search tools on their websites where you can search by property address, owner name, or document number. Some counties still require you to search in person at the office or by phone.

If you are buying a house, a title company usually does this search for you and issues a title report showing the chain of ownership and any liens or claims. If you need a certified copy of a deed or other document, you can request it from the Recorder's office for a fee, usually $1 to $5 per page depending on the county.

The Recorder's records are public, meaning anyone can view them without permission. This is intentional — the system works only if people can look up property ownership and claims without barriers. However, some information may be redacted for privacy or security reasons, such as Social Security numbers or the home addresses of domestic violence survivors.

Recording fees and timelines

Recording fees are set by state law or county ordinance and vary widely. A typical deed might cost $15 to $50 to record, depending on the number of pages and the county. Some counties charge a flat fee per document; others charge per page. A few counties charge additional fees for electronic recording or for searches.

The time it takes for a document to appear in the public record varies. In some counties, documents are recorded the same day they are received. In others, especially during busy periods, it may take several days or weeks. Once recorded, the document is indexed and searchable, usually within a few days to a week. Your mortgage lender or title company will tell you when recording is complete.

When you might need to contact the Recorder of Deeds

You may need to contact the Recorder if you are buying or selling property and want to verify that a deed was recorded correctly. You might also contact them if you need a certified copy of a document for a loan process, a legal dispute, or a tax matter. If you are placing a lien on property (for example, as a contractor owed money), you will need to file the lien document with the Recorder.

If you discover an error in a recorded document — such as a misspelled name or wrong property description — you cannot straightforward change the original. Instead, you file a correction document or an affidavit of correction, which is also recorded and becomes part of the public record. The original document remains on file, but the correction clarifies the intent.

Frequently Asked Questions

Can I record a document myself, or do I need a lawyer?

You can record a document yourself if you have the original, a notarized signature, and the correct fee. However, real estate transactions are complex, and mistakes can affect your ownership rights. Most people use an attorney or title company to handle recording as part of the closing process.

What if I lose my deed?

Your deed is recorded in the Recorder's office, so the original is not lost. You can request a certified copy from the Recorder for a small fee. This copy has the same legal weight as the original for most purposes, such as proving ownership or refinancing.

How long does it take for a recorded document to show up in the online search?

This varies by county. Some counties index documents within one business day; others take a week or more. Contact your county Recorder's office or check their website for their typical timeline. Your lender or title company can also tell you when recording is complete.

Can I see who has looked up my property in the Recorder's records?

No. The Recorder's office does not track who searches the records. Anyone can search without notifying you, which is why the system is designed to be open and public.

What is the difference between a Recorder of Deeds and a Register of Deeds?

These are the same office with different names depending on the state. Some states call it the Recorder of Deeds, others call it the Register of Deeds or Clerk of Court. The function is identical — they maintain the public record of property ownership and related documents.