Recording Requirements

Recordings may be sent in by mail, dropped off in our drop box outside the office, submitted through electronic recording, or in-person during business hours.  Please check the current business hours to the right under Contact Information.

Important Notice

Important Information 75x40The staff of the Clerk-Recorder-Assessor's Office are forbidden by California legal codes to practice law or provide legal advice; this prohibition includes giving advice about what forms you might need or how you should fill them out.

About Recording Requirements

  • Certain requirements apply to almost any document(s) you want to record.
  • Please make sure to take these requirements into consideration as you prepare your document(s) for recording in order to facilitate timely recording of your document(s) and to avoid unnecessary penalties at recording time.
  • The Recorder's Office does not have forms and cannot provide advice on how a document should be completed.
    The Sacramento Law Library is a free resource for many forms
  • Please Note: Depending on the type of document, additional requirements may apply.

General Recording Requirements

Documents Transferring Title
Documents transferring title must contain the Assessor's Parcel Number (APN) and must be accompanied by a Preliminary Change of Ownership Report
Legibility
Documents must be clearly readable and capable of producing a legible microfilm record.
Names Under Signatures
Names must be printed or typed under all signatures and business names.
Notary Acknowledgement
Documents affecting title to real property must be properly acknowledged.
Title
Documents shall be identified as to type.
Parties
Names of parties to be indexed must be contained in the document.
Return Address
Only enter the address to which the document is being returned in this area leaving a 2 inch margin from top of page. Address for mailing tax statements should be at the bottom of the first page of the document.  

Please visit the Recorder Fee Schedule page for information about Recording Fees, Notification Fees, Copy Fees, Taxes and other important details.

Visit Recorder Fee Schedule page

How to Record Documents

Once your document is prepared, we accept recordings the following ways:

  • In-person during our limited office hours: Monday, Tuesday, Thursday, Friday from 9AM-1PM and Wednesday 12PM-4PM
  • By mail (USPS, FedEx, UPS, OnTrac, etc.) at County Clerk-Recorder, 585 Fiscal Dr Rm 103, Santa Rosa, CA 95403
  • Enclosed in a secured envelope/package in our Drop Box outside our front door

When submitting your document for recording please include:

  • Original signed document-a photocopy is not acceptable for recording
  • Payment for recording.  Make check payable to “County Recorder”
  • Include a separate page with your contact information: name, phone number, and email address

Conformed Copies

In addition to the above items, for a free conformed copy upon recording, please include a photocopy of the document and self-addressed-stamped-envelope.

Non-Recordable Documents

Negotiable Instruments such as

  • Stocks
  • Bonds
  • Money

Vital Records

  • Birth Certificates
  • Death Certificates
  • Passports
  • Citizenship Papers
  • Copyrights
  • Wills
  • Trademarks

Press Releases

Contact Information

Deva Marie Proto

County Clerk-Recorder-Assessor-Registrar of Voters

Business Hours
Monday – Tuesday
9:00 AM – 1:00 PM
Wednesday
12:00 PM – 4:00 PM
Thursday – Friday
9:00 AM – 1:00 PM

Phone and Email Hours are 8am to 4pm daily.

Note: No fee transactions or document processing within 30 minutes of closing

Address

County Clerk-Recorder Office

585 Fiscal Drive

Room 103

Santa Rosa, CA 95403
38.4659106, -122.7251807

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Payment Information

Payment Options
Clerk-Recorder accepts payments by cash, checks, credit or debit cards.

Cover Sheet Template

Re-recording Corrective Affidavit

Corrective Affidavit for Minor Correction
Corrective Affidavit for re-recording due to minor correction pursuant to

Government Code Section 27201

Public Records Search

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Search Our Online Index of Public Records: Official Public Records, Fictitious Business Names, Professional Registrations, CEQA Filings

Before Searching Older Records

When searching for a record prior to 2010, remember to use abbreviations; after January 1, 2010, search under the exact name of the person or company.

1964-1989 Records Cross-Reference

1990-2010 Record Cross-Reference