Montgomery County, PA

The information on this web page is being provided as a public service by the Recorder of Deeds, for use as a resource, in answering the most frequently asked questions regarding recording documents. 

We can only comment on the rules concerning our office and the recording of various documents.  Each person’s legal situation may differ according to circumstances.  The Recorder of Deeds office is not permitted to give legal advice or opinions.  We recommend consulting an attorney, title company or realtor for specific advice.

FEE SCHEDULES 

Fees change as new laws are passed.  Click here for the most current fee schedule.

UCC FILING FEES MAY CHANGE THE FIRST OF EACH YEAR. Please call for the current UCC fees.

GENERAL

WHAT ARE THE HOURS OF THE RECORDER OF DEEDS OFFICE?

The office is open to the public on weekdays from 8:30 AM to 4:15 PM.
We do not have evening or Saturday hours. 

WHERE IS THE OFFICE LOCATED?

The office is located at One Montgomery Plaza at the corner of Swede and Airy Streets in Norristown (across from the Court House), third floor, Suite 303.

HOW FAR BACK DO YOUR RECORDS GO?

September 10, 1784 

WHERE DO I HAVE TO GO TO RECORD A DOCUMENT?

Prior to recording any document in the Recorder of Deeds office, all documents directly related to real estate MUST have a label with the County Parcel Identification Number (PIN) affixed to the document by the County Board of Assessments Office.  The Board of Assessments Office is located directly across the hall from the Recorder of Deeds Office.

Some townships/boroughs require deeds to be registered after recording.

Required Registration Townships/Boroughs

Abington, Bridgeport, Cheltenham, Conshohocken, East Norriton, Lower Merion, North Wales, Plymouth, Pottstown, Royersford, and Springfield.

Please refer to our Recording Requirements section for additional information.

WHAT ARE THE RECORDING FEES?

As of 1/1/04, the average fee for a document, not exceeding four (4) pages, four (4) names and one (1) parcel identification number, is $46.50.  Please refert to our website, www.montcopa.org/rod for a complete fee schedule. Contact the Board of Assessments for further explanation of Parcel Registration Fees.

Usually one, except for deeds, which require two (2) checks, one (1) for the recording fees and one (1) for the transfer taxes due (see “What is the Real Estate Transfer Tax, page 9), as these checks are deposited into separate accounts.  All checks should be made payable to “RECORDER OF DEEDS”.

HOW DO I RECORD?

You can come into our office or you may send the documents by mail or overnight delivery service.  Please be sure your documents meet all legal requirements, the check(s) are made payable to “RECORDER OF DEEDS” for the correct amounts and you enclose a self-addressed stamped envelope of sufficient size to return your documents.

CAN I GET INFORMATION OVER THE TELEPHONE?

General recording requirements and fees can be obtained by telephone.  Office employees are not permitted to make searches.  For information regarding previously recorded documents you must come into the office, or hire a Title Searcher or Attorney.

HOW DO I GET A COPY OF A DOCUMENT RECORDED IN YOUR OFFICE?

1.  You can come into the office.  Copies are $.50 per page.  Certified copies require an additional $1.50 fee for the certification.

 2.  You can request that a copy be mailed to you.  To have the document mailed, you must make the request in writing, enclose the $5.00 fee for this service and include a self-addressed stamped envelope of sufficient size to return your documents.  You must provide us with the name, address (including township/borough), the County Parcel Identification Number and the book and page number of the recording.  There is an additional $5.00 service charge if you do not have the book and page number.  All mortgage requests MUST have the book and page numbers, we do not offer inquiry service on mortgages.  If you need a certified copy the fee is $10.00 for the first fifteen (15) pages and $.50 for each additional page.

3.  You can request a copy be faxed to you.  To have the document faxed, you must make the request in writing; enclose $2.00 for the cover sheet and $1.00 for each additional page fee for this service in the 610 & 215 area codes.  All other area codes require a fee of $4.00 for the cover sheet and $2.00 for each additional page.  You MUST include the book and page for all fax requests.  Certified copies cannot be faxed.

ROD Public Access System

1.  You can come into the office and our staff will assist you in locating your County Tax Parcel Number. 

2.  You can go to the County website, www.montcopa.org, click on Departments, then Assessment Appeals.  This will give you access to the Board of Assessments website where you can search by property addresss for the parcel number.

3.  You can send a written request to our office.  You must provide the name, address and township/borough, a self-addressed stamped envelope of sufficient size to return the document and a check for the $5.00 service fee.  If available, the book and page should also be included. 

WHEN WILL RECORDED DOCUMENTS BE RETURNED? 

It generally takes two (2) to four (4) weeks. 

WHY DOES IT TAKE TWO (2) TO FOUR (4) WEEKS? 

We scan all original documents into our automated system, however we must convert the image to film, per Pennsylvania requirements.  The documents are retained until we are able to verify that the film has been returned and is readable. 

WHY ARE MICROFILM COPIES MADE? 

The microfilm copy is made for security reasons.  The film is kept in an underground vault at Iron Mountain, so that all records can be duplicated in the event of a disaster in the Recorder of Deeds office that may destroy our computer system and/or records.  This is for your protection and a Pennsylvania requirement. 

CAN ANYONE LOOK AT MY DEED AND MORTGAGE? 

All documents recorded in our office are public information with the exception of Military Discharge Papers, which are impounded with the Montgomery County Veterans Affairs office.  This means that anyone can come in and view your Deed, Mortgage, Satisfaction or other document recorded in our office. 

HOW DO I CHANGE, ADD OR DELETE A NAME ON A DEED? 

A new deed must be recorded showing the change.  Many people think they can simply come into the office and change the present deed on record.  However, once a document is recorded, it cannot be changed.  An attorney can prepare a new deed for you.

HOW DO I REPLACE A LOST DEED? 

1.  You can come into the office. 

2.  You can request that a copy be mailed to you.  To have the document mailed, you must make the request in writing, enclose the $5.00 fee for this service and include a self-addressed stamped envelop of sufficient size to return your documents.  You must provide us with the name, address (including township/borough), the County Parcel Identification Number and the book and page number of the recording.  There is an additional $5.00 service charge if you do not have the book and page number.  All mortgage requests MUST have the book and page numbers, we do not offer inquiry service on mortgages. 

3.  You can request a copy be faxed to you.  To have the document faxed, you must either call in with credit card information or make the request in writing. Costs are: $2.00 for the cover sheet and $1.00 for each additional page fee for this service in the 610 & 215 area codes.  All other area codes require a fee of $4.00 for the cover sheet and $2.00 for each additional page.  You MUST include the book and page for all fax requests. 

ROD Public Access

Certified copies cannot be faxed, but will soon be available electronically.

IS IT NECESSARY TO DELETE A DECEASED SPOUSE’S NAME? 

Generally, no, if husband and wife held the property jointly as tenants by entireties.  If/when the survivor sells or mortgages the property, he/she simply explains in the new deed or mortgage that the other spouse is deceased.   A special instance due to a particular legal situation could occur where the name should be deleted, therefore, we recommend consulting an attorney, title company or realtor for specific advice.

IF A WOMAN MARRIES, MUST SHE CHANGE HER NAME ON THE DEED? 

It is not legally required, however particular situations might make it desirable.  It is advisable to consult your attorney.

IF I SELL A PORTION OF MY LAND, DO I GET A DEED FOR THE REMAINDER? 

No.  Records in the Recorder of Deeds office/Courthouse show your original deed and the deed (s) for portions sold.  Anyone searching records simply deducts the land you sold from the original deed.  Consult your attorney.

MUST I RECORD MY DEED? 

A deed is binding even if not recorded, but for numerous reasons it is in your best interest to record it.  If you do not record your deed the former owner can continue getting mortgages, judgments and suits on your property since records in the Recorder of Deeds office/Courthouse would show he/she still owns the property.

IF I FIND A MISTAKE IN MY DEED, HOW DO I CORRECT IT? 

Usually, the same way you change a name, by recording a new deed.   This is known as a Deed of Correction. 

IF I BUILD ON MY LOT, DO I GET A NEW DEED FOR THE HOUSE? 

No. The original deed usually covers any building erected on the lot at a later date.  Check your deed for exceptions and/or consult an attorney. 

ARE THERE SPECIFIC REQUIREMENTS/STANDARDS FOR DOCUMENTS TO BE RECORDED? 

Yes.  Documents should be on white paper 8 ½” by 11” with at least a three (3”) inch margin at the top and a one (1”) inch margin on the sides and bottom of the first page.  Type should be at least a ten (10) font. 

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PLANS

ARE THERE CERTAIN RULES FOR PLANS? 

Subdivision plans must be original on Linen or Mylar and one of three sizes to be accepted for recording:  either 15” by 18”, 18” by 30” or 24” by 36”.  The plans must be signed by the Montgomery County Planning Commission, township commissioners or supervisors / borough council and must be signed by any interested party, i.e. the owner of record, equitable owner, developer, contactor, etc. and acknowledged by a notary public.  If the plans were signed more than ninety (90) days prior to recording, we cannot accept them by State law without a letter of waiver from the township commissioners or supervisors/borough council or the respective solicitor.  Plans require a full notary acknowledgement (individual or corporate).   A certificate of ownership is not required and does not replace the notary acknowledgement.

ARE SUBDIVISION PLANS REQUIRED?

There is no county requirement.  Most municipalities in the county have subdivision ordinances.  It is advisable to check with your local officials.

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MORTGAGES

WHO SATISFIES MY MORTGAGE?

The mortgagee (lender) upon receiving all moneys due issues a satisfaction piece.  The mortgagee (lender) may send the satisfaction to the Recorder of Deeds to be recorded or send the satisfaction directly to the mortgagor (borrower).  By sending the satisfaction to the mortgagor (borrower), the mortgagee (lender) places the responsibility of recording the document on the mortgagor (borrower).  Upon making the final payment, contact your lender (mortgage company)to see how it will be handled.

HOW IS THE MORTGAGE SATISFIED?

The satisfaction piece, a check for $35.50 made payable to “Recorder of Deeds” and a self-addressed stamped envelope of sufficient size to accommodate the document should be mailed or taken to the Recorder of Deeds office.  The original document will be returned in approximately two (2) to four (4) weeks.

WHAT IF THE ORIGINAL MORTGAGE WAS LOST? 

The original mortgage does not need to accompany the satisfaction piece for the satisfaction to be recorded.

MUST A MORTGAGE BE SATISFIED?

No, but it is to your benefit.  It will establish clear title to your property.

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TAXES

WHAT IS THE REAL ESTATE TRANSFER TAX? 

There is a State Tax and a Municipal Tax each amounting to one (1%) percent (1% State / 1% Local) of the value of the property being conveyed.  This value is not necessarily the sale price.

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.  In most 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 the tax paid.

IS ANY TRANSACTION TRANSFER TAX EXEMPT? 

Yes, conveyances between husband and wife, parent and child, grandparent and grandchild and brothers and sisters.  There are some other exemptions allowed in certain situations.  It is best to consult your attorney or contact our office concerning these exemptions.  Non-profit corporations are not transfer tax exempt; therefore in most cases the transaction is taxable.

IS A TRANSFER BETWEEN DIVORCED PARTIES TRANSFER TAX EXEMPT?

A deed that was recorded with husband and wife holding title can be transferred to either ex-spouse and is exempt from transfer tax.  However, if the ex-spouse has remarried and the transfer is to the ex-spouse and his / her new spouse, there will be a transfer tax of twenty-five (25%) percent of two (2%) of the value (1% Local – 1% State).

WHEN IS A STATEMENT OF VALUE REQUIRED? 

Anytime the transfer tax is not paid or anytime the true value of the land is not shown on the deed (an example would be a $1.00 consideration).  State investigators review each deed to see if the value is as stated or if the reason given for exemption is valid.

WHY IS ADDITIONAL TRANSFER TAX SOMETIMES DUE? 

This happens when the state investigator determines the property being sold is worth more than stated or if the reason for the exemption is not valid.

HOW IS ADDITIONAL TRANSFER TAX PAID?

A “re-determination” is sent directly to you by the Pennsylvania State Department of Revenue.  The additional State Tax and interest are paid to the State.  The Department of Revenue will then issue a State Receipt in our office.  Normally a matching amount of the Municipal Tax is also due.  To pay the Municipal Tax, the deed (must be the original – no copies can be accepted) in question must be brought to our office with a check for the amount indicated by the State.  We will then affix the State Receipt.  The deed is then re-registered and re-recorded for the usual fees.  This may be done by mail.  A check for the recording fee, a check for the Municipal Transfer Tax, the original deed and a self-addressed stamped envelope of sufficient size to accommodate the documents to be returned must be included.  If the deed is not available, a certified copy of the deed can be ordered from our office. 

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OBTAINING LAND RECORDS INFORMATION

WHAT INFORMATION DO I NEED TO CHECK A DEED, MORTGAGE OR SATISFACTION?

The Recorder of Deeds office has been computerized since 1972.  In October 2006, a new state of the art lands record computer system was installed.  All documents recorded after October 2003 are available in our system and can be viewed from the computers in our office.  Mortgages and satisfactions recorded after January 31, 2003 have also been converted to images and can be viewed from the computers in our office.

At one time you were only able to locate the documents by book and page or search by owner name.  This is a book number and a page number that is assigned to every document that is recorded.  Our new system enables you to search for documents by: owner name, parcel identification number, book and page, instrument number or property address.  Names could be Grantor/Grantee or Mortgagor/Mortgagee.

If you are searching for a document recorded prior to 1972, you can use the Grantor/Grantee or Mortgagor/Mortgagee Indices.

HOW DO I FIND THE INFORMATION I NEED IN THE INDICES?

To use the indices (information recorded prior to 1972) you must have a name of one of the parties to the transaction and the year of the transaction.  One of our staff would be glad to instruct you in the use of the indices when you come into our office.

HOW DO I CHECK EASEMENTS ON MY GROUND?

You can come into the Recorder of Deeds office to check the recorded documents.  We will be glad to assist you in locating the information or you could contact your municipality, your attorney or title company.

HOW DO I CHECK DEED RESTRICTION ON MY GROUND?

You can come into our office to check the recorded documents.  This could be difficult since deed restrictions do not have to be spelled out in each new deed.  A restriction could be in a deed ten (10) owners’ back and still be in effect.  When a title company makes a search prior to granting title insurance, these restrictions are reported; therefore you should check with your attorney or a title company.

WHAT IS THE ELEVATION OF MY PROPERTY?

This information is not included in a deed but can be found by referring to a United States Coast and Geodetic Survey Map of your area, which is available in the Montgomery County Planning Commission office located in the same building on the second floor.

HOW CAN I DETERMINE THE LATITUDE AND LONGITUDE OF MY GROUND?

This can be checked on a United States Coast and Geodetic Survey Map of your area, which is available in the Montgomery County Planning Commission office located in the same building on the second floor.

HOW CAN I DETERMINE MY PROPERTY LINE?

Your deed will give you the legal description, but a surveyor is needed to use this information to actually locate your property lines and place stakes or other makers.

DO YOU HAVE PLANS SHOWING THE LOCATION OF MY BUILDING ON MY LOT?

No, the locations of the buildings might be on plans kept in your township building or borough hall for zoning purposes.

DOES THE RECORDER OF DEEDS RECORD CEMETERY LOT DEEDS?

No.  A deed to a cemetery lot only gives you permission to use the ground.  The cemetery still retains title to the ground.  Such “Deeds” or “Titles” are maintained in the office of the cemetery company.

DOES THE RECORDER OF DEEDS RECORD MOBILE HOME PARK LOTS?

No.  A ground lease for a mobile home would give you ownership of the mobile home, not ownership of the land.  Such “Deeds” or “Titles” are maintained in the office of the mobile home development/company.  A mobile home situated on a private lot would be handled as any other deed.

HOW CAN I CHECK FOR LIENS AGAINST MY PROPERTY?

Except mortgages, most liens (Federal/State Tax Liens) are filed in the Prothonotary’s office, not the Recorder of Deeds office.  You can check with them for any liens filed against your property there.

HOW CAN I DETERMINE THE LOCATION OF OLD WELLS OR WATER & SEWER LINES?

This information is not recorded in our office.  Records in the municipality in which your property is located may give you this information.  If they do not have it, a plumber can trace your lines.

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HISTORICAL INFORMATION

HOW DO I DETERMINE IF RELATIVES OWNED PROPERTY HERE YEARS AGO?

By checking the index books to see if their name appears in either the deed or mortgage books back over the years.

HOW CAN I DETERMINE THE OWNER OF A PROPERTY?

Our records are by names, not locations.  Our records will list all the ground owned by an individual.  To find out who owns a certain lot, you can go to the Board of Assessments and locate the lot on the tax map.  The Board of Assessments will then be able to tell you who the owner is as well as our book and page number for reference.

HOW CAN I TRACE OWNERSHIP OF MY PROPERTY?

The legal description in you deed is a section known as the Recital or “Being Clause”.  These clauses give the name of the persons who sold the property, the person they sold it to, as well as the deed book and page number where this transaction can be found.  Once you have found your deed, find the same information of the preceding transaction involving your property.  Repeat this process, hopefully back to 1784.  However, please be advised that not all deeds contain a recital. 

HOW CAN I TELL THE AGE OF MY HOUSE?

It is difficult to determine this by checking deeds, since a deed is for the land and not the buildings.  A deed may simply state “and the buildings thereon”, however it is not required to state anything.  It is possible that the township / borough may have information on file, depending on the age of the house.  Your can also check with the Montgomery County Historical Society or the Board of Assessments.  They may have information that may be useful in your search.

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MISCELLANEOUS INFORMATION

WHAT DOCUMENTS DO YOU RECORD? 

We record as many as twenty-five (25) different kinds of documents in addition to deeds and mortgages.  Some of them include: Notary Commissions, Powers of Attorney, Brands and filings under the UCC Code. 

CAN I RECORD MY MILITARY DISCHARGE?

Yes, it is a good idea to record it with the Montgomery County Veterans Affairs office, located at the Montgomery County Human Services Center, 1400 DeKalb Street, Norristown, PA  19404.  Montgomery County pays for the recording of the document; therefore there is not charge to the veteran. You will need your discharge for various veteran benefits.  In the event of loss, the Montgomery County Veterans Affairs office can provide you with a certified copy.  No one but the veteran, his/her family or a veteran organization official is permitted to view at these records.

HOW DO I BECOME A NOTARY PUBLIC?

Contact your State Senator or secure an application from our office.  Information is also available on the Pennsylvania Department of State website www.dos.state.pa.us/notaries.

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