Recorder's Office
Also known as: county recorder, recorder of deeds, county clerk, register of deeds, recording office
The recorder's office (also called the county recorder, register of deeds, or county clerk depending on the jurisdiction) is the government office responsible for maintaining the official public record of all real property transactions within a county. Every mortgage, deed of trust, deed, assignment, lien, judgment, and satisfaction recorded against a property passes through this office. For mortgage note investors, the recorder's office is where your legal standing as a lien holder is established, verified, and made visible to the world.
What Gets Recorded
The recorder's office accepts and indexes documents that affect ownership of or interests in real property:
| Document Type | Purpose | Why Note Investors Care |
|---|---|---|
| Deeds (warranty, quitclaim, trustee's) | Transfer property ownership | Confirms current borrower ownership |
| Mortgages / Deeds of Trust | Create a lien securing a debt | Establishes the security interest backing your note |
| Assignments of Mortgage | Transfer the lien from one holder to another | Documents your ownership of the lien in the public record |
| Lien releases / Satisfactions | Remove a lien from the property | Clears the record when a loan is paid off |
| Judgment liens | Court judgments recorded against a property owner | May affect lien position and title clearance |
| Lis pendens | Notice of pending litigation affecting property | Alerts future buyers or lenders to legal disputes |
| Tax lien certificates | Government claims for unpaid property taxes | Can take priority over your mortgage lien |
Why Recording Matters for Note Investors
Recording a document with the county is not a bureaucratic formality — it is the act that gives your interest in the property legal priority and public notice:
-
Establishes legal standing. The public record is the authoritative source for determining who holds a lien on a property. Without a recorded assignment of mortgage, your ownership of the debt is not visible to title companies, courts, borrowers, or other lien holders.
-
Determines lien priority. In most states, lien priority is established by recording date — first to record is first in line. An unrecorded assignment can create gaps in the chain of title that jeopardize your position.
-
Enables future transactions. Whether you are pursuing a loan modification, negotiating a short sale, or selling the note to another investor, a clean chain of title with all assignments properly recorded is a prerequisite.
How to Use the Recorder's Office
Online Research
Most county recorder offices now provide searchable online databases. During due diligence, note investors use these portals to:
- Verify borrower ownership — Confirm that the borrower on your data tape still holds title to the property
- Check the assignment chain — Verify that every transfer of the mortgage is recorded and that the chain from originator to current holder is unbroken
- Identify additional liens — Search for judgment liens, mechanic's liens, HOA liens, or second mortgages that could affect your investment
- Confirm tax status — Many counties link property tax records to the same portal
To find a county's online records, search for the county name plus "property records" or "recorder." For investors researching loans across many counties, maintaining a reference database of county portal links saves time on future searches.
Recording Documents
There are two methods for recording documents with the county:
E-recording — Specialized vendors (CSC, Simplifile, Indicom) transmit documents electronically to participating counties. Assignments are typically recorded within 24 to 48 hours. Not all counties accept e-recording.
Mail-in recording — The traditional method that works with every county. Mail the original document, a check for the recording fee, and a self-addressed stamped envelope. Turnaround is typically 30 to 60 days, though the county processes the document into the public record well before returning the original.
County-Specific Requirements
Every county has its own requirements for recorded documents:
| Requirement | Typical Specification |
|---|---|
| Font size | 10-point or 12-point minimum |
| Margins | 1-inch sides, 3-inch top (for recorder stamps) |
| Paper size | 8.5 x 11 inches, white |
| Notarization | Required for all property-related recordings |
| Recording fee | Varies by county; additional fee per page |
| Return information | "When recorded, return to" section at top |
Before mailing a document, call the recorder's office directly to confirm requirements. A five-minute phone call can prevent a 60-day rejection and resubmission cycle.
Counties Without Online Records
In jurisdictions that have not digitized their records, title companies send abstractors physically to the recorder's office to pull files, scan documents, and compile the information investors need. An O&E report ordered through a title company bridges this gap, though turnaround times in non-digital counties can stretch to a week or longer.
Resources
- Netronline.com — A national directory connecting investors to county recorder offices, including phone numbers, website links, and recording instructions
- County recorder websites — The primary source for recording requirements, fee schedules, and submission instructions
- County recorder phone lines — Always verify requirements directly before submitting documents
Get personalized guidance for your note investing strategy from industry experts.