How to Get a Copy of Your Deed in New York

If you own property in New York, your deed is the legal proof that you own it. But what if you lost it? Or need a copy for a refinance, sale, or estate matter? Getting a copy of your deed in New York isn’t complicated-but it does require knowing where to look and what to bring. There’s no statewide portal. Every county handles its own records. And the process changes slightly depending on whether you’re in New York City or upstate.

Where Your Deed Is Stored

Your deed was filed when you bought the property. That filing happened at the county clerk’s office in the county where the land is located. It’s not stored by the state, not by your lender, and not by your real estate agent. It’s a public record kept by the county. So the first step is figuring out which county your property is in.

For example, if you bought a house in Brooklyn, your deed is at the Kings County Clerk’s Office. If it’s in White Plains, it’s in Westchester County. If you’re unsure, check your property tax bill. The county name is always listed there. Or look up your address on the NY State Department of Taxation and Finance website-they list the assessing jurisdiction.

How to Get a Copy In Person

Most county clerk’s offices allow you to walk in and request a copy. Bring a valid photo ID and the property’s full legal description if you have it. That includes the block and lot number, or the address. If you don’t know the legal description, give them the address and your name as the owner. They can look it up.

At the clerk’s office, go to the land records or conveyance department. Ask for a certified copy of your deed. You’ll pay a fee-usually between $5 and $20 per page, depending on the county. Some charge extra for certification. In New York City, the fee is $10 for the first page and $2 for each additional page. You’ll get the copy on the spot, stamped and signed as an official record.

Pro tip: Bring cash or a check. Some smaller counties don’t accept credit cards. And if you’re in a rush, go early. County offices get crowded near the end of the month when tax filings are due.

How to Get a Copy Online

Many New York counties now offer online access to property records. The most reliable is the NYC Department of Finance’s eFiling system for properties in the five boroughs. You can search by address, owner name, or block and lot. Once you find your deed, you can download a PDF for $1.50. It’s not certified, but it’s usually enough for banks and title companies.

For upstate counties, check if your county has a website with a land records portal. Nassau County has one. Suffolk County does too. Albany County offers online access through their Clerk’s Office portal. But not every county does. If your county doesn’t have an online system, you’ll need to mail or visit in person.

Don’t use third-party websites like PropertyShark or Zillow to get your deed. They might show you a scanned image, but it won’t be official. Banks and courts require certified copies with the county seal.

How to Get a Certified Copy by Mail

If you can’t go in person and your county doesn’t offer online requests, mail is your next best option. Write a letter that includes:

• Your full name and current mailing address
• The property’s full address and block/lot number (if known)
• Your phone number
• Request for a certified copy of the deed
• A check or money order for the fee (no cash)

Mail it to the county clerk’s address. You can find the correct mailing address on the county’s official website. Processing time is usually 7 to 14 business days. Some counties charge an extra $5 for mailing the copy back to you.

Don’t forget to include a self-addressed stamped envelope (SASE) if you want them to return it by mail. Otherwise, they’ll hold it for pickup.

What’s the Difference Between a Certified and Uncertified Copy?

A certified copy has an official stamp, signature, and seal from the county clerk. It’s legally valid for court, title insurance, and mortgage purposes. An uncertified copy is just a photocopy. It might show you the terms of the deed, but it won’t hold up in legal proceedings.

Most banks require a certified copy when you’re refinancing. Title companies need it to verify ownership before closing. If you’re selling your house, your attorney will ask for one. For personal records, an uncertified copy is fine.

Always ask for a certified copy if you’re unsure. It costs a few dollars more, but it saves you from having to go back later.

What If You Can’t Find Your Deed at All?

It’s rare, but sometimes deeds get misfiled or lost due to old records. If the county clerk says they can’t find your deed, ask them to search under your previous name (if you changed it), your spouse’s name, or the previous owner’s name. Deeds are filed under the grantor (seller) and grantee (buyer). You might be listed as the grantee.

If all else fails, contact the title company that handled your purchase. They often keep copies on file for 10 years or more. Or reach out to your attorney. If you bought the property more than 20 years ago and no one has a copy, you may need to file a quiet title action in court. That’s expensive and rare-but it’s the last legal option.

How Long Does It Take to Get a Deed After Closing?

After you close on a house, your attorney or title company files the deed with the county. That process usually takes 2 to 6 weeks. You won’t get the deed back right away. The county needs to review it, record it in their system, and then mail the original to you. That’s normal.

So if you just closed and can’t find your deed yet, wait a month. If it’s been longer than 8 weeks, call your closing attorney. They can check the status with the county clerk.

What You’ll See on Your Deed

When you get your copy, you’ll see:

• The names of the buyer and seller
• The property’s legal description (block, lot, metes and bounds)
• The date of transfer
• The consideration (sale price)
• Any easements or restrictions
• The signature of the grantor and notary
• The recording number and date

The recording number is important. Write it down. You’ll need it if you ever need to pull the deed again.

Can Someone Else Get a Copy of Your Deed?

Yes. Deeds are public records in New York. Anyone can request a copy-no permission needed. That’s why it’s important to know where your deed is stored. If you’re concerned about identity theft, don’t post your deed online. But don’t panic-having your deed doesn’t let someone steal your house. You’d need to forge your signature and get it notarized, which is very hard to do without being caught.

What If You’re Not the Owner but Need a Copy?

If you’re a buyer’s agent, attorney, or heir, you can still get a copy. You’ll need to prove you have a legal right to the property. For heirs, bring a death certificate and proof of inheritance. For attorneys, bring a letter of authorization from the client. The county clerk will make the call based on the situation.

How to Keep Your Deed Safe

Once you have your certified copy, store it in a fireproof safe or a safe deposit box. Don’t leave it in your filing cabinet. If you’re worried about damage, scan it and save a digital copy on a password-protected drive. Keep the original paper copy separate.

Some people send a copy to their attorney or title company for safekeeping. That’s a smart move if you’re not sure where to store it.

What to Do If You’re Buying a New Property

If you’re about to buy a home in New York, ask your attorney to give you a certified copy of the deed as soon as it’s recorded. Don’t wait for the mail. If you’re paying cash, make sure you get it before you hand over the final payment. Never close without knowing the deed will be filed and you’ll get a copy.