As the recorder of deeds for Philadelphia, the Department of Records maintains public records and documents. The majority of documents that people record are related to real estate.
Individuals can record a document by mail or in person.
Businesses can also record documents, and have the option to record documents electronically through a third-party recording service.
The most commonly recorded documents by individuals are deeds. To add, remove, or change a name on a deed, have a lawyer, title company, or other real estate professional prepare the deed. Then, record the new deed with the Department of Records.
Document recording requirements
Make sure your document complies with the requirements below.
- The document must be on white 8.5″ by 11” paper and typed with a 10-point font size in black ink. Text must be printed on one-side only.
- Document margins: The first page must have a 3” margin at the top. The left side needs to contain the “Prepared by” and “Return to” party name, address, and phone number. The rest of the first page must have 1” margins. All other pages must have 1” margins on all sides.
- The document must be dated.
- The document must have the names of all parties typed in the OR and EE captions.
- The document must be for a Philadelphia property and contain a metes-and-bounds description and the street address of the property referred to in the document.
- The document must have an acknowledgement by a notary public and must include the following: state, county, date, persons/corporate officers appearing, notary signature, and the notary expiration date. The use of the notary seal is optional for Pennsylvania notaries. The notary stamp must be clear and legible.
- The names in the OR caption, the signatures, and the acknowledgement must be the same.
- In the case of a conveyance by a corporation, partnership, or any other entity, an authorized officer must sign the document.
- Deeds, mortgages, and assignments are required to have a signed certified grantee/mortgagee address.
- The consideration stated must be total and complete. Numerical amounts must match written amounts on deeds and mortgages.
- Deeds must be accompanied by all applicable realty transfer taxes (unless exempt) and completed Philadelphia Real Estate Transfer Tax Certificate and PA Realty Transfer Tax Statement of Value. You must fill out the City certificate in duplicate.
In person or by mail
Bring the document you want to record to the Department of Records, or mail it to:
Department of Records
City Hall, Room 111
1400 John F. Kennedy Boulevard
Philadelphia, PA 19107
Hours of operation: Monday through Friday, 8 a.m. to 4 p.m. You must be in Room 111 by 3:45 p.m. to have your document recorded that day.
If you record your document in person, you will receive the original recorded document back at the counter. If you are recording three or more documents, you must drop them off to be picked up at a later date.
If you mail your original document to us, include a stamped, self-addressed envelope for it to be returned.
Online
Businesses can submit documents online through one of two e-recording vendors: Simplifile and CSC eRecording.
Cost
The fee to record a deed or other document varies. You can review all the document recording fees through the Department of Records.
If you are the surviving spouse of the person named on the deed, you can have part of the recording fee waived.
You can record and copy a military discharge document at no cost.
Payment
You can pay by cash, money order, business, or certified check. We do not accept personal checks, credit, or debit cards.
Payments for all fees and taxes must be made on separate checks. Make checks for the State tax payable to “Commonwealth of Pennsylvania”. Make checks for the City tax and recording fees payable to the “City of Philadelphia”.
Payments for electronically recorded documents are made by electronic payments known as Automated Clearing House (ACH).