How to Find property records: A Step-by-Step Guide
Whether you’re buying or selling property, conducting genealogical research, verifying information for legal purposes, or simply curious about a piece of land, accessing property records is a fundamental step. These records hold a wealth of information, from ownership history and legal descriptions to tax assessments and building permits. While the idea of sifting through official documents might seem daunting, the process is often more accessible than you might think, especially with the increasing availability of online resources.
This guide provides a clear, step-by-step approach to help you navigate the process of finding the property records you need.
Understanding What Property Records Are
Before diving into the “how,” it’s helpful to understand what you’re looking for. Property records are official documents maintained by local government entities (usually county or sometimes city/town) that detail various aspects of real estate. Key types of information you can typically find include:
- Ownership History (Chain of Title): Who has owned the property and when.
- Deeds: Legal documents transferring ownership.
- Legal Description: A precise description used to identify the property uniquely (metes and bounds, lot and block, etc.).
- Tax Information: Assessed value, property tax amounts, and payment history.
- Liens and Encumbrances: Any claims or liabilities against the property (mortgages, judgments, tax liens).
- Sales History: Previous sale dates and prices.
- Plat Maps: Detailed maps showing property boundaries, lot numbers, and geographical features within a subdivision or area.
- Building Permits: Records of approved construction or renovation work.
Accessing this information allows you to perform due diligence, verify claims, understand a property’s history, and make informed decisions.
Step 1: Define Your Goal and Gather Basic Information
Before you start searching, clarify why you need the records and what specific information you’re looking for. Are you checking who owns a neighboring property? Do you need the tax history for a potential purchase? Are you researching the history of an old family home? Knowing your objective will help you target your search effectively.
Next, gather as much basic information about the property as possible. The most helpful details are:
- The property’s address: This is usually the easiest starting point.
- The property owner‘s name: If you know it, this can be very helpful, especially when searching historical records or specific databases.
- The Parcel Identification Number (PIN) or Assessor’s Parcel Number (APN): This is a unique number assigned to each parcel of land by the tax assessor’s office. If you have this number, your search will be significantly easier. You can often find the PIN/APN on tax statements or online tax maps.
Step 2: Identify the Correct Jurisdiction
Property records are typically maintained at the local level, most commonly at the county government. In some areas, cities or towns may also keep certain records, particularly for permitting or local tax purposes.
To find the relevant records, you need to identify the county (or city/town) where the property is located. A quick online search for the property address can usually tell you the county.
Step 3: Start Your Search Online (Official Sources First)
The easiest and often most fruitful way to begin is by searching the official websites of the relevant local government offices. The primary offices responsible for property records are usually:
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The County Assessor’s Office (or Tax Assessor, Property Appraiser): This office is responsible for valuing property for tax purposes. Their website often provides searchable databases where you can look up properties by address, owner name, or PIN. You can typically find information like:
- Assessed value and tax amount
- Basic property characteristics (size of lot, square footage of building)
- Ownership name and mailing address
- PIN/APN
- Sometimes, basic sales history
- Often, links to online tax maps (GIS portals).
- How to search: Go to a search engine and type “[County Name] [State] Assessor” or “[County Name] Property Appraiser.” Look for a link related to “Property Search,” “Online Records,” or “GIS Maps.”
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The County Recorder’s Office (or County Clerk, Register of Deeds, Prothonotary): This office is responsible for recording legal documents related to real estate transactions. Their website (if available) is where you would search for:
- Deeds (showing transfers of ownership)
- Mortgages and mortgage releases
- Liens (tax liens, mechanic’s liens, judgments)
- Easements
- Plat maps
- How to search: Go to a search engine and type “[County Name] [State] Recorder of Deeds” or “[County Name] Clerk of Courts Property Records.” Look for a link related to “Official Records Search,” “Document Search,” or “Recorded Documents.”
Tips for Searching Official Websites:
- Use multiple search criteria: If searching by address doesn’t work, try using the owner’s last name or the street name without the number initially.
- Be patient: Government websites can sometimes be less user-friendly than commercial sites.
- Note fees: While basic search information (like owner name, value, legal description) is often free to view online via the Assessor’s site, obtaining official copies of documents (like deeds or liens) from the Recorder’s site may require a fee, even for digital downloads.
- Explore GIS maps: Many counties offer online Geographic Information System (GIS) maps. These interactive maps allow you to click on a parcel and view its boundaries and associated data (owner, value, etc.), often linking directly to the Assessor’s or Recorder’s database entries.
Step 4: Explore Third-Party Websites (With Caution)
Numerous commercial websites aggregate public property record data from various counties. These sites can be convenient because they often pull data from multiple sources (like assessor and recorder data) into one place and may have more user-friendly interfaces or mapping tools than official government sites.
Examples of such sites include popular real estate portals (like Zillow or Redfin, which show basic property and sales history) and websites specifically dedicated to public records search.
Important Considerations for Third-Party Sites:
- Accuracy: Data on these sites is aggregated and may not always be the most current or complete. Always try to verify crucial information against official sources if possible.
- Cost: Many third-party sites offer basic information for free, but they often charge fees to access more detailed reports, document copies, or perform extensive searches. Be clear about what is free and what requires payment or a subscription.
- Unofficial: The data provided is not the official record. If you need certified copies for legal purposes, you must obtain them from the official county office.
While helpful for initial research or getting an overview, approach third-party sites with a critical eye regarding data accuracy and potential costs.
Step 5: Visit the Local Office (If Necessary)
If you can’t find the information you need online, or if you require certified copies of documents, you may need to visit the county Assessor’s or Recorder’s office in person.
- Plan Ahead: Check the office’s hours of operation, location, and any requirements for visiting (e.g., appointment needed).
- Be Prepared: Bring the information you gathered in Step 1 (address, owner name, etc.). This will help staff assist you more quickly.
- Understand Fees: There will likely be fees for making copies of documents, especially certified copies. Inquire about the fee structure beforehand.
- Ask for Help: Don’t hesitate to ask the office staff for assistance. They are knowledgeable about their records system and can guide you.
Visiting in person can be particularly useful for researching older records that may not have been digitized, or for complex searches requiring staff expertise.
Step 6: Interpret the Records
Once you’ve found the records, you need to understand what they mean. Deeds, for example, contain specific legal language. Tax records have codes and values. If you’re struggling to interpret a document, consider:
- Using online resources to look up legal or real estate terms.
- Consulting with a real estate agent, title company representative, or attorney, especially if you are involved in a transaction or legal matter.
Why Bother Finding Property Records?
- Due Diligence for Buyers: Understand the property’s history, true ownership, potential liens, and accurate legal description before purchasing.
- Pricing for Sellers: Research recent sales data (available via property records) to help determine a competitive listing price.
- Legal Verification: Confirm ownership for boundary disputes, easement issues, or other legal actions.
- Tax Assessment Review: Check the assessed value of your property and compare it to similar properties.
- Historical/Genealogical Research: Trace the history of land ownership through generations.
- Neighborly Awareness: Understand property lines, potential changes, or ownership of adjacent parcels.
Potential Challenges:
- Data Availability: Not all records, especially older ones, are available online.
- Website Complexity: Government websites can sometimes be difficult to navigate or have limited functionality.
- Fees: Obtaining official copies of documents almost always involves a fee.
- Terminology: Legal and real estate terms used in documents can be confusing.
- Errors: While official records are generally reliable, mistakes can occasionally occur.
FAQs
- Are property records public? Yes, in the United States, property ownership and transaction records are generally considered public records and are accessible to anyone.
- Are property records free? Basic property information (like owner name, address, assessed value) is often available for free online through county assessor websites. However, obtaining official copies of documents (deeds, liens, mortgages) from the recorder’s office usually requires paying a fee per document or page.
- What’s the difference between the Assessor’s and Recorder’s office? The Assessor focuses on valuing property for tax purposes and maintaining tax-related records. The Recorder focuses on officially recording legal documents related to property transactions and encumbrances (deeds, mortgages, liens). You often need to check both offices for a complete picture.
- Can I find out how much someone paid for a property? Yes, sales prices are typically recorded on the deed when the property changes hands, and this information is often searchable via the Recorder’s office or aggregated on Assessor sites and third-party real estate websites.
- Can I find owner contact information? Official records typically show the owner’s name and mailing address (where tax bills are sent). They do not usually include phone numbers or email addresses for privacy reasons.
- What is a legal description? It’s a way to precisely identify a piece of property using a system recognized by law, such as metes and bounds (measurements and directions), lot and block numbers (in subdivisions), or referencing government surveys.
Conclusion
Finding property records is a valuable skill that empowers you with crucial information for various purposes. By following a systematic approach – defining your needs, identifying the jurisdiction, starting with official online sources (like the county Assessor and Recorder), exploring third-party options with caution, and visiting local offices if necessary – you can effectively uncover the details you seek.
While accessing official documents often involves fees, much of the basic property information is publicly available. If you’re looking for a convenient starting point to access free property records, OfficialPropertyRecords.org can be a helpful resource to explore and gather initial information about a property before delving into more in-depth or paid official searches. Always remember to verify critical information using official county sources when necessary for legal or financial decisions.