Property Records
Our Property Records are compiled from county assessor offices, county recorder offices, and state property tax databases. These records document real estate ownership, property values, and transaction history as part of the public record maintained by local government.
- Coverage Nationwide (county-level data)
- Records 130+ Million property records
- Sources County Assessors, County Recorders, State Property Tax Databases
- Legal Basis State public records laws, county recording statutes
What Are Public Property Records?
Public property records are official government documents that track the ownership, valuation, and physical characteristics of real estate. In the United States, property records are maintained at the county level by two primary offices: the county assessor (sometimes called the tax assessor or property appraiser) and the county recorder (also known as the register of deeds or clerk of court, depending on the jurisdiction). Together, these offices create a comprehensive paper trail for every parcel of real property within their jurisdiction.
The county assessor's office is responsible for determining the taxable value of every property in the county. Assessors evaluate land and improvements (buildings, structures, and other permanent fixtures) using standardized methodologies, and they maintain detailed records about each property's characteristics -- including square footage, lot size, number of bedrooms and bathrooms, year of construction, building materials, and any renovations or additions. These assessments form the basis for property tax calculations, which fund local services like schools, fire departments, and road maintenance.
The county recorder's office, on the other hand, is responsible for recording legal documents related to property ownership and encumbrances. When a property is sold, the deed transferring ownership is recorded with this office. When a mortgage is taken out, the lien is recorded. When a contractor files a mechanic's lien for unpaid work, that filing goes through the recorder as well. These records establish the chain of title -- the historical sequence of ownership -- for every property in the county. This chain of title is what allows buyers, lenders, and title companies to verify that a seller actually owns the property they are trying to sell.
Property records are public by law in every U.S. state. The rationale is straightforward: because property taxes fund public services and property rights are enforced by the government, citizens have a right to inspect the records that underpin these systems. Anyone can visit a county assessor's or recorder's office and request to view property records, and most counties now provide online access to at least some of their property data.
Types of Property Records
Property records encompass a broad range of documents, each serving a distinct purpose in the real estate ecosystem. Understanding the different types helps users know what to look for and what each document can tell them.
Deed Transfers: A deed is the legal instrument that transfers ownership of real property from one party to another. The most common types are warranty deeds (where the seller guarantees clear title), quitclaim deeds (where the seller transfers whatever interest they may have without guarantees), and special purpose deeds (such as executor's deeds for estate transfers or sheriff's deeds for foreclosure sales). Each deed recorded with the county creates a permanent public record of the transaction, including the names of the buyer and seller, the legal description of the property, and the date of transfer.
Tax Assessments: Assessment records document the assessed value of each property for tax purposes. Most counties reassess properties on a regular cycle -- annually in some jurisdictions, every few years in others. Assessment records typically include both the land value and the improvement value (the value of buildings and structures on the land), as well as any exemptions that reduce the taxable amount, such as homestead exemptions for primary residences or exemptions for senior citizens, veterans, or disabled individuals.
Liens and Mortgages: When a property owner takes out a mortgage, the lender records a lien against the property with the county recorder. This lien gives the lender a legal claim on the property until the loan is paid off. Other types of liens include tax liens (for unpaid property taxes), mechanic's liens (for unpaid construction work), judgment liens (resulting from court judgments), and HOA liens (for unpaid homeowner association dues). Lien records reveal the financial encumbrances on a property and are essential for title searches.
Building Permits: When property owners undertake construction, renovation, or significant repair work, they are generally required to obtain building permits from local government. Permit records document what work was authorized, when it was completed, and whether it passed inspection. These records can reveal improvements that affect property value and identify unpermitted work that could create legal or safety issues.
Plat Maps and Surveys: Plat maps are official maps that show the division of land into lots, blocks, and subdivisions. Survey records document the precise boundaries of individual parcels. Together, these records define the physical extent of each property and its relationship to neighboring parcels, roads, easements, and natural features.
How Property Values Are Determined
Property valuation is a complex process that involves multiple methodologies and can produce different values depending on the purpose of the assessment. Understanding the distinction between different types of property values is essential for interpreting property records correctly.
Assessed Value vs. Market Value: The assessed value is the value assigned by the county assessor for tax purposes. In many jurisdictions, the assessed value is a percentage of the estimated market value -- for example, a state may require properties to be assessed at 80% of market value. Some states cap annual assessment increases, which means a property that has appreciated rapidly may have an assessed value significantly below its actual market value. The market value, by contrast, is what a willing buyer would pay a willing seller in an open transaction. Market value is typically established through a formal appraisal or by comparing recent sales of similar properties.
The Appraisal Process: County assessors use three standard approaches to determine property value. The sales comparison approach looks at recent sales of similar properties in the area and adjusts for differences in size, condition, location, and features. The cost approach estimates what it would cost to replace the building at current construction prices, minus depreciation, plus the land value. The income approach (used primarily for commercial and rental properties) calculates value based on the income the property generates. For residential properties, the sales comparison approach is most commonly used.
Tax Implications: Property taxes are calculated by multiplying the assessed value (or the taxable value after exemptions) by the local tax rate, often expressed as a millage rate. A millage rate of 20 mills means $20 in tax per $1,000 of taxable value. Property tax revenue typically funds county government, school districts, municipal services, and special taxing districts like fire protection or library systems. Understanding how assessed values translate to tax bills helps property owners evaluate whether their assessment is fair and whether a tax appeal might be worthwhile.
Understanding Property Record Fields
Property records contain numerous data fields, and the terminology can be confusing for those unfamiliar with real estate data. Here is a guide to the most common fields you will encounter.
| Field | Description |
|---|---|
| Parcel ID / APN | A unique identifier assigned by the county to each property parcel. The Assessor's Parcel Number (APN) is used to track the property through all county records and is essential for looking up specific parcels. |
| Legal Description | A formal description of the property's boundaries using surveying terminology. This may reference lot and block numbers within a named subdivision, or use metes and bounds descriptions for rural or irregularly shaped parcels. |
| Assessed Value | The dollar value assigned by the county assessor for tax purposes, typically broken into land value and improvement value. |
| Year Built | The year the primary structure on the property was originally constructed. Major renovations may be noted separately but generally do not change the year built. |
| Living Area / Square Footage | The heated and cooled living space within the primary structure, measured in square feet. This typically excludes garages, porches, and unfinished basements. |
| Lot Size | The total area of the land parcel, usually expressed in square feet or acres. |
| Property Class / Use Code | A classification code indicating how the property is used -- residential, commercial, industrial, agricultural, vacant land, etc. Zoning and use codes affect tax rates and permitted activities. |
| Sale Date / Sale Price | The date and price of the most recent recorded sale. Note that some transactions (such as transfers between family members or foreclosure sales) may not reflect true market value. |
How to Use Property Records
Property records serve a wide range of practical purposes for homebuyers, homeowners, investors, researchers, and professionals. Here are the most common applications.
Home Buying Research: Before purchasing a home, smart buyers research the property's history. Property records can reveal previous sale prices (helping you evaluate whether the asking price is reasonable), the current tax assessment (so you know what to expect in property taxes), the age and characteristics of the building (confirming what the listing says), and any liens or encumbrances on the title. Comparing the assessed value to the listing price can also indicate whether a property is priced above or below the market.
Neighborhood Analysis: Property records allow you to research an entire neighborhood, not just a single property. You can examine recent sale prices to understand price trends, review property tax assessments to compare values across a street or subdivision, identify owner-occupied versus investor-owned properties, and look at the age and condition of surrounding buildings. This broader perspective provides context that a single property listing cannot.
Property Tax Appeals: If you believe your property has been over-assessed, you can use property records to build a case for a tax appeal. By comparing your assessment to the assessments and recent sale prices of comparable properties in your area, you can demonstrate that the assessor's value is higher than the evidence supports. Most counties have a formal appeals process with specific deadlines and procedures.
Title Searches: Before any real estate transaction closes, a title search is conducted to verify that the seller has clear ownership and that there are no outstanding liens, disputes, or other encumbrances that could affect the buyer's rights. Title companies and attorneys examine the chain of deeds, mortgages, lien releases, and other recorded documents to construct a complete ownership history and identify any potential issues.
Data Sources and Freshness
Property records come from thousands of individual county offices across the United States, each operating on its own timeline and using its own data systems. Understanding these sources and their update schedules helps set realistic expectations about data freshness and completeness.
County Assessor Update Schedules: Most county assessors complete their annual assessment rolls between January and July, with the exact timeline varying by state law. Some jurisdictions reassess all properties every year, while others operate on multi-year cycles (reassessing each property every three, four, or even six years, with a portion of the county assessed each year). Between reassessment cycles, values may be adjusted using statistical models or market indices rather than individual property inspections.
Recording Delays: When a property transaction occurs, the deed and other documents are submitted to the county recorder for recording. In most counties, documents are recorded within a few days of submission. However, there can be delays between the actual transaction date and the recording date, and further delays before the recorded information is entered into the county's digital records system and made available online. In fast-moving real estate markets, this means the most recent transactions may not yet appear in public databases.
Data Aggregation Lag: Our property records database is compiled by aggregating data from individual county sources. This aggregation process introduces an additional time lag, as data must be collected, standardized (since every county uses a different format and field naming convention), quality-checked, and loaded into our system. We update our records regularly to minimize this lag, but users should be aware that the most recent transactions or assessment changes may not yet be reflected in our database. For the most current information on a specific property, we recommend checking directly with the relevant county assessor or recorder office.
Frequently Asked Questions
Why is the assessed value different from the sale price?
Assessed values and sale prices serve different purposes and are determined by different methods. The assessed value is set by a government assessor for tax purposes and may be based on mass appraisal techniques, assessment ratio requirements, and assessment caps that limit annual increases. The sale price is determined by market forces -- what a buyer is willing to pay. In rapidly appreciating markets, the assessed value often lags behind the market value. In declining markets, the opposite may be true. Some states require assessments to be a specific percentage of market value, which creates an intentional gap. These differences are normal and expected.
How can I find out who owns a specific property?
Property ownership is public record in all U.S. states. You can find the current owner of a property by searching our database using the property address, or by visiting the website of the county assessor or recorder where the property is located. Keep in mind that some properties are owned by trusts, LLCs, or other legal entities, in which case the listed owner may be a business name rather than an individual's name. Properties held in trust will typically show the trust name and trustee.
What does it mean if a property has liens on it?
A lien is a legal claim against a property, typically related to a debt. A mortgage is the most common type of lien -- the lender holds a lien against the property until the loan is repaid. Tax liens arise when property taxes go unpaid. Mechanic's liens can be filed by contractors who have not been paid for work performed on the property. Judgment liens result from court judgments for unpaid debts. Having liens on a property does not necessarily indicate financial distress -- most homeowners have at least a mortgage lien. However, multiple non-mortgage liens or tax liens can indicate the property or its owner may be under financial stress.
Why are some properties missing from the database?
Our database covers the vast majority of U.S. properties, but some gaps exist. Properties in counties that have not yet digitized their records, very recently created parcels that have not yet been processed, and properties on tribal lands or federal land may not appear. Additionally, some counties are slower than others to share data with third-party aggregators. If you cannot find a specific property in our database, try searching the county assessor's website directly.
Can I see the history of a property's ownership?
Yes, property records include deed transfers that document changes in ownership over time. By reviewing the chain of deeds recorded with the county, you can trace ownership from the current owner back through previous owners. Each deed in the chain includes the names of the grantor (seller) and grantee (buyer), the date of the transfer, and usually the consideration paid. Our database includes recent ownership history where available, but for a complete chain of title going back decades, a formal title search through the county recorder may be necessary.
How accurate is the square footage listed in property records?
Square footage in property records is based on the county assessor's measurements or calculations, which may differ from figures in real estate listings or appraisals. Assessors typically measure exterior dimensions and calculate living area based on building plans and physical inspections. Discrepancies can arise from unpermitted additions that the assessor is unaware of, different measurement standards (for example, whether finished basements or attic spaces are included), or simply errors in the original measurement. If you need precise square footage for a transaction, a professional appraisal or independent measurement is recommended.