FAQ: Public Records
Recording
Recording - (561) 355-2991
Process to Record a Document
Requirements for Recording a Document
Forms
Documentary Stamps/Taxes
Fees
Will Call Box
Process to Record a Document
What documents can be recorded?
The Recording Department records a variety of documents, including but not limited to:
- Deeds
- Bills of sale
- Agreements
- Mortgages
- Notices or claims of lien
- Other instruments relating to the transfer, ownership, encumbrance of or claims against real property or any interest in it
Refer to Florida Statute 28.222 (3) for additional details.
How can I record a document?
What is the mailing address?
By regular mail, the address is
Clerk & Comptroller
P.O. Box 4177
West Palm Beach, FL 33402
By express mail, the address is
Clerk & Comptroller
205 N. Dixie Highway, Room 4.2500
West Palm Beach, FL 33401
When will my documents be recorded?
Documents are normally recorded within 24 hours of being received in the Clerk & Comptroller’s office. You may call (561) 355-2991 for information on specific documents.
- If you bring the document to the main courthouse, it will be recorded and processed immediately. Your document will be mailed in approximately 5 working days.
- If you mail your document, it will take approximately 5 days for processing and an additional 10 working days to be returned to you.
The Official Record is the scanned image of your original document.
Requirements for Recording a Document
What are the requirements to submit a document for recording?
- Your document must be formatted correctly:
- A blank space must be available on the top right corner of each page of your document for the Clerk & Comptroller’s official Recording Stamp.
- The first page must have a 3 inch by 3 inch space.
- All other pages must have a 1 ½ inch by 3 inch space.
- A self addressed postage paid envelope must be provided. It is not necessary to supply one envelope per document if all documents are to be returned to the same address, provided envelopes and postage meet the U.S. Postal Service guidelines.
- Documents will ONLY be distributed to other parties if a self-addressed, postage-paid envelope for each party is included with the request. Otherwise, all documents will be returned to the party submitting the document for recording.
- You must pay the required fees. See Fees and Costs.
The Clerk & Comptroller's office is unable to accept modified, certified copies of any document for re-recording. We will not record an uncertified copy of any document, with or without changes. If you need to record a document which has changes from the original, please provide either a new document or make the modification to the original document.
Can the Clerk & Comptroller reject a document?
Yes. Documents that may be rejected include:
- Documents that are not covered by Florida Statute.
- Documents that do not include information required by Florida Statute.
- Documents that do not include the required fees, signatures or notary.
Florida Statutes specify what documents may be recorded and the legal requirements for documents (such as signatures that require notarization).
Why did I not get my documents back after they were recorded?
The documents are returned to the address on the check, unless an addressed stamped enveloped is provided.
Forms
What is a “Notice of Commencement” and who must sign it?
- Florida law requires a “Notice of Commencement” to be recorded by the county and/or city before activities begin (such as renovations, building of a pool, etc.)
- Only the owner can sign this document for recording.
What is a “Sale/Transfer of Real Property” DR-219 form?
Effective June 1, 2008, customers will no longer complete the DR-219 Form (Return for Transfers of Interest in Real Property) when submitting a document for recording. Read More (PDF)
Documentary Stamps/Taxes
What documents require State Documentary Stamps?
- Bonds
- Deeds / all conveyances
- Notes and written obligations to pay money
- Mortgage, liens and other evidence of indebtedness
Additional information is available online at from the Florida Department of Revenue.
When is intangible tax required?
Obligations to pay money involving real estate
Fees
Where can I find out about fees?
What is an Abstract Fee? FL Statutes 703.01 & PBCC Resolution #2004-2566
An Abstract Fee is required if the document references legal descriptions pertaining to real estate.
- Each block or section of land in a metes and bounds description or a building, unit, lot tract, etc. constitutes a legal description.
- See Fees and Costs
What is a Search (Look up) Fee?
A Search Fee is required if the document to be recorded does not contain a legal description, but sites a book and page number and/or or a Clerk’s File Number.
Will Call Box
How do I set up a Will Call Box?
- Call the Recording Department at (561) 355-2991
- In person at the Main Courthouse. The Recording Department is located on the 4th Floor, Room 4.2500.
- You must provide a letterhead or business card with the following information:
- Name to be displayed on the Will Call Box
- Contact person (if different than the name label)
- Complete address
- Phone number
- Fax number
- Email address
- You will be assigned a Will Call Box number and your box will be located in the Recording Department at the Main Courthouse.
- There is no charge to set up a Will Call Box.
How do I receive documents in my Will Call Box?
- You must note your Will Call Box number on each document on the first page, in the top left corner.
- Will Call customers are responsible for picking up their documents in a timely manner.