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Recorder of Deeds

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1. How far back do your records go?

Our records begin in 1688. However most of our records prior to 1900 are stored on microfilm and are available through the Chester County Archives Office. Most of these records are hand-written and some are difficult to read. Records are available in their original form. There are also other resources to supplement genealogical and other historic research.

2. Can i get information on your website or over the phone?

General Recording Requirements and Fees can be found on our website or by calling our office. pemloyees are not permitted to perform searches. For information regarding previously recorded papers you must come to the office or hire an attorney.

3. How can I get a copy of a document?

If the document was recorded after 1994, you can print it from our website using Records Search. If the document was recorded prior to 1994, there are three ways to obtain copies:

1. Visit our Search Library to look up and print documents. The fee is $0.50 per page for printed copies and $1.50 for certification if needed

2. Submit a written request - must include owner’s name, the book and page number of the document, a self-addressed stamped envelope, and a check covering the fee. Fee is $5 per page, and $1.50 to certify the document if needed.

3. FAX - must provide book and page number. The fee is $5 per page, plus $1 fax charge. We are not able to certify copies sent by fax.

4. What information do I need to check a deed or mortgage?

Records are kept by the property owner’s last name and by the book and page number assigned to every document recorded in our office. If you have this information, then you can search our database via the Records Search area of this website. You can also visit our Records Library. Library staff can get you started but are not permitted to conduct research for the public. If you do not have the book and page, you will need to refer to our indexes which list documents alphabetically by the last name of the party to a transaction.

5. How do I find the information I need in the indices?

To use the indices you must have a name of one of the parties to the transaction. It is also better to know the year of the transaction to narrow the search. One of our staff will instruct you in the use of the indices when you visit the Records Search Library.

6. Do I have to go anywhere else to record a deed?

If you are recording a plan [subdivision, septic, etc.], you may need additional approvals prior to recording. Check with your municipality for details.

7. Can I record by mail?

Yes. Make sure the document meets our Document Standards and include the a check payable to the Recorder of Deeds for the correct amount along with a stamped, self-addressed envelope for the return of your original documents. See Recording Guidelines and Recording Fees for more information.

8. How do I find the UPI number?

Every parcel in the County is assigned a Uniform Parcel Identifier (UPI) number. The UPI Number can be located using ChescoViews.

9. Do municipalities require pre-registration of deeds?

No

10. Can anyone look at my deed?

Yes. With the exception of military discharges, all documents recorded in this office are public information.

11. Can I prepare my own deed?

Yes, but it is best to have someone with some degree of expertise in this field, such as an attorney, draft the deed. Employees of the Recorder of Deeds cannot draft a deed for you.

12. How do I replace a lost deed?

Physical possession of a deed is not necessary to prove ownership of land once the deed has been recorded in our office. Any documents filed in our office are there to provide public notice of the contents of those documents. You can obtain a copy of a deed or any other document from this office a number of ways. See How can I get a copy of a document recorded in your office?

13. How do I change, add or delete a name on a deed?

The Recorder of Deeds cannot alter documents once they have been recorded. Changes can only be made by recording a new deed. It is generally best to have someone with some degree of expertise in this field, such as an attorney, draft the deed. Employees of the Recorder of Deeds cannot draft a deed for you.

14. Is it necessary to delete a deceased spouse's name?

No. The Recorder of Deeds cannot alter any documents once they have gone on record. If you want to remove the deceased person’s name from the deed, you will need to have a new Deed prepared and recorded in this office. It is generally best to have someone with some degree of expertise in this field, such as an attorney, draft the deed.

15. If a woman marries, must she change her name on her deed?

No. If for some reason you wish to reflect that the property is now owned by the same people with different names you will need to have a new deed prepared and recorded in this office. It is generally best to have someone with some degree of expertise in this field, such as an attorney, to draft the new deed.

16. If I sell a portion of my land, do I get a deed for the remainder?

No. The Recorder of Deeds is merely a repository for any deeds that are recorded. If your current deed has been recorded and you subsequently sell a piece of that land on another deed which is then recorded, a title search will reveal these two transactions and allow a person to conclude that the amount of land you own has now changed. If for some reason you wish to reflect that the property's legal description is different, you will need to have a new deed prepared and recorded in this office. It is generally best to have someone with some degree of expertise in this field, such as an attorney, to draft the new deed.

17. If I build on my lot, do I get a new deed for the house?

This is currently not typical business practice in Pennsylvania. You should consult an attorney for a better explanation of whether or not it is a good idea to have a new deed prepared after you have built upon a lot.

18. If I find a mistake in my deed, how do I correct it?

You cannot alter any documents once they have gone on record. In order to replace the current deed, you will need to have a new deed prepared and recorded in this office. This is usually referred to as a Deed of Correction. It is generally best to have someone with some degree of expertise in this field, such as an attorney, to draft the new deed .

19. Can anyone look at my mortgage?

Yes. With the exception of military discharges, all documents recorded in this office are public information. This means anyone can look at any deed, mortgage, and any other documents filed in this office.

20. Who satisfies my mortgage?

The mortgagee (lender) upon receiving all money due under the terms of a loan should draft a satisfaction piece. The mortgagee (lender) may send the satisfaction piece to the Recorder of Deeds to be recorded or may send it directly to the borrower. By sending the satisfaction to the borrower, the lender places the responsibility of recording on the borrower. Ascertain at time of settlement how your lender plans to proceed.

21. How is a mortgage satisfied?

The satisfaction document, a check for the proper recording fee, and a self-addressed stamped envelope should be mailed or delivered in person to the Recorder of Deeds Office. The original document will be returned in approximately four to six weeks.

22. What if the original mortgage was lost?

This office no longer requires that an original mortgage be produced along with a satisfaction piece. If you still wish to see a copy of a mortgage that has been lost, please see How to get a copy of a document from your office

23. Must a mortgage be satisfied?

According to the Pennsylvania Mortgage Satisfaction Act of 2002 [21 P.S. Section 721-6], a lender is required to satisfy a mortgage within 60 days after receiving payment of the entire mortgage obligation and all required satisfaction and recording costs. An attorney can assist you with any questions related to this matter.

24. Are there special rules for plans?

Subdivision plans are to be between 17" x 22" and 34" x 44". The print contrast must be suitable for microfilming black on white. Three copies are required. We do not accept linen or mylar originals. The plans must be signed by the Chester County Planning Commission and proper municipal authorities. If a plan has signatures dated prior to the 90-day limit, the plan may either be re-signed and re-dated by the proper municipal authorities, or a letter from an official of the municipality may be attached to the plan. The letter must state that the official is waiving the 90-day recording period on behalf of the municipality. This letter is then recorded with the plan.

25. Are subdivision plans required?

Check with your local municipality. They may have ordinances that require approval and recordation of any subdivision plans.

26. What is the real estate transfer tax?

There is a State Tax and a Municipal Tax each amounting to 1% of the fair market value of the property or interest being conveyed. For property located in the City of Coatesville, the Municipal Tax is 2%, for property in Tredyffrin Township, it is 1.5%. The fair market value of the property is not necessarily the sale price.

27. Who pays the transfer tax?

The state and local governments do not care who pays it, as long as it is paid. The Recorder of Deeds Office will not accept a deed unless the tax is paid at the time of recording, or a PA Statement of Value is included detailing the reason for the tax exemption. In many sales agreements, the seller and the buyer split the tax, however, the new owner is responsible if there is any question over the amount of tax paid.

28. Are any transactions exempt?

Yes. While most transactions are taxable, some are exempt. Conveyances between husband and wife, parent and child, grandparent and grandchild, and brothers and sisters are generally exempt from transfer tax. There are some other exemptions allowed in certain situations. Non-profits are not automatically exempt. Consult an attorney or contact the PA Department of Revenue with questions about exemptions.

29. When is a statement of value required?

Anytime the transfer tax is not paid or the true value of the land is not shown on the deed (such as in a $1 consideration). State investigators review each deed to see if the value is as stated or if the reason given for exemption is valid. Contact the PA Department of Revenue with any questions about the SOV. Please note: When a Statement of Value is submitted to our office, it is recorded with the Deed.

30. Why is additional transfer tax sometimes due?

This happens when the state investigator determines the property being sold is worth more than stated or when reason for exemption is not valid. The PA Department of Revenue collects any additional taxes owed to the Commonwealth and a municipality, along with any interest or penalties owed.

31. Is a transfer between divorced parties exempt?

A deed that was recorded with husband and wife holding title can be transferred to either ex-spouse and is exempt from tax. However, if the ex-spouse has remarried and the transfer is to both the ex-spouse and their new spouse, there will be a 1% state transfer tax and a municipal tax of 1% (except for properties located in Tredyffrin - 1.5% or the City of Coatesville - 2%) on a 25% interest of the value of the property if it is transferred within one year of the decree. Contact the PA Department of Revenue with any questions.

32. How can I determine the owner of a property?

Our records are organized by property owner name, not by property location. In order to determine the name of an owner based on a property's location, you will first need to contact Chester County Office of Assessment at 610-344-6105 or the Bureau of Land Records at 610-344-4561-5968 to determine the property owner name.

33. How do I check easements on my property?

Easements on property can come from a variety of sources, including government condemnations, federal legislation, and by agreements recorded in your name those of your predecessors in title. Our office contains some of this information, but even this information can only be discovered by doing a title search of your property. It is generally best to have someone with some degree of expertise in this field help you to determine any restrictions on your property.

34. How do I check deed restrictions on my property?

Restrictions on property can come from a variety of sources, including government regulations, declarations by a homeowners' association, and by restrictions placed directly on your deed or those of your predecessors in title. Our office contains some of this information, but this information can only be discovered by doing a title search. It is best to have someone with some degree of expertise in this field help you determine any restrictions on your property.

35. What is the elevation of my property?

You must view a US Coast and Geodetic Survey Map of your area to determine elevation. Maps are available through the Chester County Planning Commission and Chester County Geographic Information Systems.

36. How can I determine the latitude and longitude of my ground?

You must view a US Coast and Geodetic Survey Map of your area to determine elevation. Maps are available through the Chester County Planning Commission and Chester County Geographic Information Systems.

37. How can I determine my property line?

Your deed will give you the legal description, but a surveyor is needed to actually locate property lines based on your deed. In some cases, surveyors can locate markers that were placed when the lot was originally surveyed. There may be conflicts in the information in your deed, and your neighbors' deeds, as well as other interests in your land. It is generally best to have someone with some degree of expertise in this field help you determine the boundary lines of your property.

38. Do you have plans showing the location of my building on my lot?

The location of buildings might be on plans recorded in our office, but they are generally the proposed locations of buildings, not where they may actually have been built. The actual location may be shown on documents filed with your municipality for zoning or permit purposes.

39. Do you record deeds for cemetery lots?

Generally, no. A deed to a cemetery lot usually grants permission to use the ground. The cemetery still retains title to the ground. Such "Deeds" or "Titles" are maintained in the offices of the cemetery company. If a deed for a cemetery lot did in fact convey title, than it could be recorded in our office.

40. How can I check for liens against my property?

This is a complicated process that includes searches in several other County offices, including, potentially, the Recorder of Deeds, Prothonotary, Tax Claim Bureau, Register of Wills, and others. It is generally best to hire someone with a degree of expertise in this field.

41. How can I determine the location of old wells or water & sewer lines?

Records in the municipality in which your property is located may have this information. If they do not have it, you may be able to have a plumber trace your lines. The Recorder of Deeds does not have this type of information.

42. How can I trace ownership of my property?

Most deeds contain a section after the legal description of a property called the "recital". These clauses typically summarize how the current owner obtained title including the book and page number of any prior deeds. Once you have found your Deed, find the same information of the preceding transaction involving your property. Follow this process repeatedly and you can develop what is commonly referred to as a "Chain of Title." Recitals are not always correct and occasionally can be very complicated. It is best to have someone with some degree of expertise in this field trace the ownership of your property.

43. How can I tell the age of my house?

A deed is typically intended to describe land, not buildings. It is possible that the township may have this information on file, depending on the age of the house. You can also check with the Chester County Historical Society. Also, the Chester County Office of Assessment may have information concerning more recent buildings.

44. How do I determine if relatives lived here years ago?

By checking the index books to see if their name appears in either the deed or mortgage books. Contact or visit the Chester County Historical Society for more information.

45. Why are microfilm copies made?

Microfilm is the mandated archival record for Recorder of Deeds' in Pennsylvania. A microfilm copy of each record is kept in our office for use by the public. Duplicates of the film are stored in an atomic-proof underground vault located in Western Pennsylvania. This is a safeguard against any catastrophic circumstance in our area. All records can be duplicated in the event the originals are damaged or destroyed.

46. What documents do you handle?

We handle as many as twenty-five different kinds of documents in addition to deeds and mortgages - including Notary Commissions, Power of Attorneys, Veteran Discharges, and filings under the Uniform Commercial Code.

47. Can I record my military discharge?

Yes. It is a good idea to record it in the event of loss. Contact the Department of Veterans' Affairs. They can ensure that your military discharge is recorded. We can provide you with a certified copy in the event you need it for various veteran benefits. There is no charge for this since the fee is paid by the county. Only the veteran, his family or a veteran organization official is permitted to look at these records.

48. How can I record my septic or sewer plan?

Prior to recording a septic plan, you will need to have approval from the Chester County Health Department. After the plan is approved, submit paperwork to the Bureau of Land Records for UPI# verification, and then to our office for recording.

49. How do I become a notary public?

Contact your PA State Senator or obtain information from the PA Department of State or the Pennsylvania Association of Notaries.

50. How do I find out about electronic recording?

For information on E-Recording[electronic recording] in Chester County, visit the E-Recording section of this website.