CLERK OF COURT & COMPTROLLER

HILLSBOROUGH COUNTY, FLORIDA

Official Records

Recording Department  

The Clerk of the Circuit Court Recording Department records, indexes, and archives all documents that create the Official Records of Hillsborough County. Approximately 25 million documents have been recorded in the Official Records since 1846 and 2,000 new documents are recorded each day. In addition to recording documents, the Recording Department collects money for documentary stamp taxes, intangible taxes, recording fees, and other miscellaneous fees.

E-Recording Services

ERecording, or electronic recording, is the process of recording documents with the Hillsborough County Clerk of Court's Recording Office via the internet. This process would otherwise require documents be submitted by express mail, courier service or personal visit.

If you are an eRecording vendor that would like to begin eRecording with Hillsborough County Clerk, please contact our office.  All submitting vendors are required to adhere to the Clerk's eRecording Business Rules.   

If you wish to begin sending your recordable documents electronically to Hillsborough County, please contact one of the following eRecord Vendors:

 

CSC Corporation Service Company
e-Doc Solutions
eRecordings Partners Network 
Indecomm Global Services 
Simplifile 

Official Records Library

The Official Records Library provides access to recorded documents that are microfilmed and/or electronically imaged. The earliest records available date back to 1836. Official Records Library staff will provide instructions regarding the research of these older documents. Copies of all documents are available upon payment of the statutory fee. Records Library staff also search records and prepare Clerk's Certificates on a fee basis.

Official Records Web Subscription Service

Why offer an Official Records Web Subscription Service?

The following documents cannot be displayed on publicly available Internet websites, pursuant to Florida Statute 28.2221:

  • Military Discharge
  • Death Certificate
  • Court file, record, or paper relating to matters or cases governed by the Florida Family Law Rules of Procedure, Florida Rules of Juvenile Procedure, and Florida Probate Rules.

To serve those entities that require access to the information limited by law, the Hillsborough County Clerk of the Circuit Court is offering a new web subscription service. For an annual usage fee, you will be given access to a secure, password-protected website with all Official Records document images recorded since January 4, 1965. Through this service, you will be provided the same information that is available on the public workstations in Official Records.

Cost to Join

Annual payments of $75 must be paid in full on or before January 1 of each calendar year. If service begins on or after July 1, fees for the remainder of the calendar year are $50 per subscriber. If you subscribe on or after November 1, you must pay the annual fees for the following calendar year prior to the initiation of service; however, no fees will be charged for the balance of the calendar year. Prices are subject to change and fees are nonrefundable, except as noted in the Termination of Services section below.

System Availability

The Clerk will attempt to provide continuous operation of the subscription website, except during periods of routine maintenance or under unusual circumstances such as "brownouts," emergency production requirements mandated by law, computer intrusions, adverse operational impacts, or other unforeseen events. Most routine maintenance will be scheduled between 5 p.m. and 8 a.m. or during weekends or holidays.

Recommended Software

Microsoft Internet Explorer Version 5.0 or higher is recommended to view the subscription website. To view images in PDF format, you must use Adobe Acrobat Reader Version 5.0 or higher. This program can be downloaded for free from the Adobe website. The Official Records Public Search application is not compatible with Netscape browsers at this time.

Services

Access to the subscription service will be provided through the Clerk of the Circuit Court Internet website. Customers are responsible for maintaining and repairing their own equipment and for connectivity to the subscription website through their Internet Service Provider (ISP). The Clerk may modify the categories, classifications, format, or appearance of the data on the subscription site without prior notification; however, updates will generally be made to conform to changes in Florida law or to improve service to the subscriber.

Clerk's Responsibilities

Upon execution of the agreement, the Clerk will provide limited customer service through e-mail. Requests for assistance on specific problems or questions about the subscription website should be e-mailed to oriweb@hillsclerk.com. Email assistance will be available Monday through Friday from 8 a.m. to 5 p.m., excluding holidays. The Clerk does not guarantee results or imply that all errors or problems will be corrected.

Customer's Responsibilities

The customer will ensure that unauthorized users do not access the subscription website and that the information gathered from the site is not made available for commercial resale or represented as the official government record. Failure to do so can result in immediate termination of the agreement and/or legal action.

Termination of Services

The subscription may be terminated without cause by either party with fifteen (15) days written notice to the other party. The Clerk may immediately terminate this agreement with no prior notice to the subscriber if the subscriber fails to comply with the terms of this agreement.

The subscription agreement may be terminated immediately if the Clerk fails to receive appropriate and continued funding from the customer for the subscription service. The Clerk will notify the customer by fax or telephone and follow up with written confirmation. The Clerk may immediately terminate the agreement without notice in order to protect the contents the Official Records from unauthorized remote access, alteration, or if the security of the website has been breached.

The Clerk may issue full or partial refunds of subscription fees if the termination is not the result of an act of noncompliance by the subscriber.

How to Subscribe

To subscribe to the Official Records web-subscription service, begin by clicking here to download a copy of the Subscription Agreement for Electronic Access to Official Records. Mail the completed, notarized, agreement with your check made payable to the Clerk of the Circuit Court to the following address:

Clerk of the Circuit Court
CCC Accounting Department
P.O. Box 1110
Tampa, FL 33601

Privacy Notices

Privacy Notices

Redaction of Confidential Information From Images in the Official Records Under Section 119.071 of the Florida Statutes.
Section 119.071(4) of the Florida Statutes states that individuals in certain professions, as well as their spouses and/or children, may request the Clerk of Court to remove personal information such as a home address and telephone number that may be included on documents in the Official Records such as mortgages and deeds.

The Confidentiality Request Form is available online or in the Official Records department.

Removal of Document Images From the Publicly Available Internet Website

As provided under Florida Law, no county recorder or clerk of the court may place an image or copy of a public record, including an official record, on a publicly available Internet website for general public display if that image or copy is of a military discharge; death certificate; or a court file, record, or paper relating to matters or cases governed by the Florida Rules of Family Law, the Florida Rules of Juvenile Procedure, or the Florida Probate Rules.

Any records specified in this subsection made available by the county recorder or clerk of the court on a publicly available Internet website for general public display prior to June 5, 2002, must be removed if the affected party identifies the record and requests that it be removed. Such request must be in writing and delivered by mail, facsimile, or electronic transmission, or in person to the county recorder or clerk of the court. The request must specify the identification page number of the document to be removed. No fee may be charged for the removal of a document pursuant to such request.

The Internet Image Removal Request Form is available online or in the Official Records department.

Removal of Private Numbers from the Publicly Available Internet Website

Any person who prepares or files a document to be recorded in the official records by the county recorder as provided under Florida law, may not include a person's social security number or complete bank account, debit, charge, or credit card number in that document unless otherwise expressly required by law. Until January 1, 2007, if a social security number or a complete bank account, debit, charge or credit card number is or has been included in a document presented to the county recorder for recording in the official records of the county, such number may be made available as part of the official record available for public inspection and copying. Any person, or his or her attorney or legal guardian, may request that a county recorder remove from an image or copy of an official record placed on a county recorder's publicly available Internet website, or a publicly available Internet website used by a county recorder to display public records outside the office or otherwise made electronically available outside the county recorder's office to the general public, his or her social security number or complete bank account, debit, charge, or credit card number contained in that official record. Such request must be legibly written, signed by the requester, and delivered by mail, facsimile, electronic transmission, or in person to the county recorder. The request must specify the identification page number of the document that contains the number to be redacted. The county recorder does not have a duty to inquire beyond the written request to verify the identity of a person requesting redaction. A fee may not be charged for redacting such numbers.

The Private Numbers Internet Redaction Form is available online or in our office.

Remote Notarial Acts

The Clerk of Hillsborough County interprets current Florida law to require all notarial acts associated with real property documents be made in person as an entitlement for recording in the official records of Hillsborough County, including electronic documents recorded electronically.  However, when recording an electronic document, the Clerk has no duty under Florida law to look beyond the document content to determine the legal sufficiency of a notarial act associated with the electronic document.  Any person who submits an electronic document for recording in Hillsborough County knowing that document does not meet the in person notarial requirements of Florida law and does not disclose that information to the Clerk prior to recording, assumes the risk that such document may not be accorded all of the entitlements of a recorded real property document, as may thereafter be determined as a matter of law.
(Reference sections: 695.03; 695.27; 695.028; 117.021 and 117.107(9), Florida Statutes, 2016.)

 

Recording FAQs

Answers to Frequently Asked Questions about Deeds and Quit Claim Deeds

Deed forms and requirements are not available for download on the Clerk's website; however, forms can usually be purchased from office supply stores or downloaded from other websites. Legal advice cannot be provided by the Clerk's staff, nor can they help prepare legal forms. The public is encouraged to consult with an attorney or legal advisor to ensure that the correct form is used for their situation and that the recording criteria as outlined in Florida Statutes, Section 695.26 is followed. You can find a Florida real property attorney by contacting the Florida Bar Association.
To correct, add or remove a name from a deed, it is recommended that a real property attorney or a legal advisor be consulted.
To find out about recording fees for deeds, use our online Deed Calculator tool.

What are my options for recording a document?

Mail. P.O. Box 3249 Tampa, FL 33601-3249
Email:  Contact us
Phone:  (813) 276-8100, ext. 4366 or ext. 4367
In person:  Downtown Tampa, Brandon, Plant City, Ruskin (Southshore). See wait times.   

What types of documents can be recorded?

Document types include, but are not limited to, the following as delineated in Florida Statute 28.222.

  • Affidavits
  • Agreements
  • Assignments
  • Deeds
  • Domestic Partnerships
  • Easements
  • Judgments
  • Liens
  • Marriage records
  • Mortgages
  • Notice of commencements
  • Plats
  • Satisfactions

What is the Recording process?

Paper documents are imaged and indexed into the Hillsborough County Clerk of the Circuit Court permanent Official Record, where they are available to the public through the Clerk’s Internet or in each office location. Each recorded document receives an instrument number, along with date- and time-stamps. Documentary and intangible tax information, if required, is also printed on appropriate documents. When submitted in paper form, recorded documents are returned to the submitting party.

Recording Checklist

Check the following before submitting documents to be recorded:

  1. Date.
  2. The name and address of each person signing an instrument affecting real property.
  3. The name and address of each person receiving property on all documents conveying an interest in real property.
  4. Description of property.
  5. The signed and typed names are in agreement.
  6. Acknowledgement.
  7. Notary Public seal and expiration date.
  8. Corporate seal if applicable.
  9. Name and address of the natural person who prepared the instrument or under whose supervision it was prepared.
  10. A three (3) inch square is required on all documents at the top right-hand corner on the first page and a 1x3 inch space at top right-hand corner on each subsequent page for use by the Clerk.
  11. Name of each person who executed, witnessed and acknowledged documents affecting real property shall be legibly printed, typewritten or stamped on each document.
  12. Submit the Recording Transmittal form or a cover letter with instructions with all transactions.
  13. Florida Statute requires two witnesses on deeds.
  14. A self-addressed, stamped envelope of sufficient size for the return of the recorded documents.
     Click here to calculate recording fees for your new mortgage.
     Click here to calculate recording fees for your new deed.

What are the fees and fines associated with this service?

See Recording Services Fees for more information.

 

Records Library FAQs

What records are available in the Official Records Library?

Besides the Official Records Books which contain land records, here are examples of other recorded documents:

  • Subdivision plat maps
  • Tax rolls from 1883 to present
  • Marriage license records from 1831 to the present
  • Circuit Civil judgment from 1972 to the present
  • County Civil judgments from 1986 to the present
  • Probate judgments from 1986 to the present

How do I search the records in the Records Library?

Search by the name of the individual or company and the year or approximate date of the recording. Documents recorded prior to January 4, 1965, are available on microfilm. Most documents recorded prior to 1965 are only available for viewing at 419 Pierce Street, Room 140.

How can I get copies of Official Records?

The Official Records Index from 1965 to the present is available online. If you do not require a certified copy, search the Official Records online.

You may request copies in person, by mail, or by calling (813) 276-8100, ext. 4367 to order using a credit card.

When mailing a request, include the name(s) and years to be searched and the legal description, if real estate is involved.

There is a charge of $2 for each year searched; $1 per page for copies of the document being requested; and $2 for certifying the document.

Where can I obtain a certified copy of a birth or death certificate?

Contact the State Health Department online or by calling (813) 307-8002.

The State Office of Vital Statistics also has marriage and divorce records for the entire state, and can be reached at (904) 359-6900.

Certified copies of birth certificates for Florida-born citizens are also available at the Tax Collector's Office.