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Recording Documents

Recording Documents

Why do documents get recorded? Colorado is a Race-Notice state: the recording of documents that affect real property must be made public record and serve as notice to others that someone has an interest in the property.

How do documents get recorded? Documents are sent to the Douglas County Recording office in paper or electronic format. A list of fees for recording different types of documents is included in the FAQ below.

What kinds of documents get recorded? Most of the documents recorded in the Recording office are specific to real estate. However, any document that meets the margin requirements (top margin of 1 inch and bottom/side margins of at least 1/2 inch) can be recorded as long as the appropriate fee is received. If you are recording a document that will impact the ownership of your property, we recommend you contact the Assessor’s office, an attorney, and/or title company before proceeding.

Use Caution When Recording a Document: The very point of recording a document is to make it public for all time. Please use caution when recording a document that contains information of a sensitive nature, as the entire public will have access – online or otherwise – to all contents of the recording.

Search for Public Documents Online


Frequently Asked Questions

Recording Documents

What is the most effective way to search for public documents online?

What are the requirements to record a document?

Documents submitted for recording MUST:

  • Include a 1” margin on the top of the document and a ½” margin on both sides and the bottom of the document
  • Name the parties involved (Grantor/Grantee)
  • Pay the appropriate fee to record the document
  • Deed transfers are required to include the mailing address for the Grantee (buyer of the property) and a complete legal description

What is the fee to record a document?


Documents up to legal size (8.5″ x 14″)
First page: $13
Additional pages: $5 each

Documents larger than legal size (8.5″x 14″)
First page: $13
Additional pages: $10 each

Plats or condominium plats (mylar required) 
First page: $13
Additional pages: $10 each

Land Survey Plats
First page: $20
Additional pages: $10 each

Uniform Commercial Code (U.C.C)
Up to 2 pages – paper  $13.00

Uniform Commercial Code (U.C.C)
3 or more pages paper $18.00

All electronically recorded UCC statements
unlimited pages – $8.00

Federal Tax Liens or Releases and Redemption Certificates
First page: $8
Additional pages: $5 each

Mining documents/deeds
First page: $8
Additional pages: $5 each
Plus $.25 per mine name listed

Military Discharge/DD-214
No Charge

State Documentary Fee
Sale price greater than $500 requires a fee of $.01 per $100 of sales price to be collected.
Sale price $500 or less: no additional fee required
Please note: personal property is deducted from the consideration of commercial property only $.01 per $100 of sale price

Transfer Documents (Warranty Deeds, Quit Claim Deeds, etc.)

Will be assessed a documentary tax if the consideration is $500 or more in addition to the recording fee. The documentary tax is $.01 per $100.

Technology Fees

Per Colorado Revised Statutes, the County Clerk and Recorder shall collect a surcharge of one dollar for each document received for recording or filing. The County Clerk and Recorder shall also collect the two dollar surcharge imposed by the Electronic Recording Technology Board. These surcharges shall be in addition to any other fees permitted by statute and have already been added to the recording fees listed above.

Do you accept checks and credit cards?

Yes. There is a convenience fee charged by the third-party company that handles credit card transactions for the County. The convenience fee is not retained by the County. Please note that credit cards CANNOT be accepted for passport application fees.

Checks should be made payable to Douglas County Clerk & Recorder.

Can I record documents electronically (eRecording)?

Yes. eRecording enables submitters and receivers to create, sign, transmit, record, index, archive, and return the original document – all without ever touching a piece of paper. eRecording increases the speed decreases the cost and improves the accuracy of document filing.

Entities interested in eRecording may contact a third-party vendor already contracted with the County.

What happens to my document after it’s presented for recording?

If your document meets the listed requirements, it will be recorded, entered into the permanent public record, and given a reception number. The document is then scanned and a digitized image is created.  Once the quality of the image is verified, the data (Grantor, Grantee, legal description and cross references) is Indexed so that it may be found by anyone searching for it. Once the Indexing data has been verified, the document will be returned to the submitting party. Subdivision plats and Land Survey Plats are excluded, as State law requires these items to be retained by the Clerk.

Where should documents be sent?

Documents being sent via FedEx, UPS, or other shipping companies should be sent to:

Douglas County Clerk & Recorder
301 Wilcox Street
Castle Rock, CO 80104
Attn: Real Estate Recording

Documents being sent via U.S.  Mail should be sent to:

Douglas County Clerk & Recorder
PO Box 1360
Castle Rock, CO 80104
Attn: Real Estate Recording

Where will documents be returned?

Documents will be returned to the address from which they were received. However, if a self-addressed envelope is included with the documents, they will be returned in that envelope.

Do you have forms available for real estate transactions?

Our office does not provide forms for real estate transactions. Please consult with your legal or real estate professional or lender for appropriate forms.

Can someone from your office help me fill out my documents?

Members of our staff are prohibited from offering legal advice, including but not limited to: which documents should be recorded, how the documents should be filled out, the order in which documents should be recorded, potential legal ramifications from recording documents.

If you have questions regarding the proper completion of forms or required information, please consult a title company and/or an attorney.

Can I see if a document has been recorded without coming into the office? How can I search for recorded document online?

Documents can be searched online 24 hours a day, 7 days a week, by visiting LandmarkWeb.

Are document images available online?

Yes, document images can be viewed online by visiting LandmarkWeb. Some historic images are not available online and must be viewed in the Recording office.

Can I protect against “title theft” or fraud?

Yes. Douglas County provides a free fraud detection service which will alert you any time a document is recorded in your name or on your property. This service is designed to protect against potential “title theft” or fraud.

  • Click here to sign up for Recording Activity Notification.
  • Enter your registration information (first and last name, email address).
  • You will receive an email to confirm your account.
  • You will receive an additional email to authenticate your account.
  • Once your account is authenticated, you may create your desired settings. It is recommended you create a profile for all variations of your name, as well as any other names associated with your property.
  • If a document matching your settings is recorded, you will be notified by email. The email will include the document type, the date and time it was recorded, and a link to view the document in question.

This fraud alert service is only one step in protecting your information and identity by making you aware of possible occurrences. Douglas County cannot ensure that you are protected from any fraud by this service alone and you are strongly encouraged to take additional measures at your own discretion for protection against potential fraud.

How can I request copies of recorded documents? What are the fees for copies of recorded documents?

Copies of recorded documents can be requested from the Recording office for a fee or viewed online by visiting LandmarkWeb. Certified copies may be picked up in person, mailed, or emailed.

The Douglas County Recording office does not maintain records of Divorces/Dissolutions, Court Records, Water Court Findings, or Birth/Death Certificates

Recorded Document Copy Fees:

  • Recorded Document: $ .25 per printed page
  • Plat/LSP/Other oversized document: $1.00 for the first printed page + $ .75 for each additional printed page
  • Certification (paper or electronic): $1.00 per document
  • Shipping and Handling (if mailed):
    • 1-6 pages: $1.00
    • 7-61 pages: $4.00
    • 62 pages or more: $7.00

Property and Property Tax Questions

I paid off my mortgage, why does it still show in your data?

Once documents are recorded they remain a permanent record.

If you have questions as to whether or not the release for your mortgage has been sent by the mortgage company, please contact the Public Trustee’s Office, [email protected], 303-660-7417.

All Releases of Deeds of Trusts (Mortgages) must be processed by the Public Trustee’s office before they can be recorded by the Recording office.

Where do I find the legal description or taxing jurisdiction information for my property?

The legal description and taxing jurisdiction information for a property may be obtained from the Assessor’s office:

Phone: 303-660-7450

Email: [email protected]

Website: www.douglas.co.us/Assessor

Does your office send me my tax bill?

The property tax bill for your home is sent by the Treasurer’s Office. Please feel free to contact them at 303-660-7455 or visit Douglas County Treasurer with any questions.

The property value for my home is incorrect - who do I contact to get it corrected?

Property Assessments are handled by the Assessor’s office.

Phone: 303-660-7450

Email: [email protected]

Website: www.douglas.co.us/Assessor

I want to know who owns a specific house - where do I find that information?

The Assessor’s office can help you determine the owner of a property.

Phone: 303-660-7450

Email: [email protected]

Website: www.douglas.co.us/Assessor

What is a Grantor and Grantee?

A grantor refers to either the seller of a property, the borrower of a mortgage/trust deed, or the person being charged with a lien. Generally, this is the person signing the document. A grantee refers to either the buyer of a property, the bank or lending institution, or the person filing a lien.

Where do I file a Land Survey Plat (LSP)?

Land Survey Plats are deposited with the Recording Office. Deposited surveys are sent to the County Surveyor for verification. Once verified, they are returned to the Recording Office for permanent retention.

I need a plat of just my property, not my subdivision; where do I obtain that?

Plats of individual pieces of property are called Improvement Location Certificates (ILC’s) and those are obtained from the Building Division at [email protected] or 303-660-7497.

If you live within a municipality (Parker, Castle Rock, Lone Tree) please contact their Building Department about requesting an ILC.

Recording Business Services

Entities who need access to Douglas County’s records for business purposes have the following option:

Escrow Account – If a business would like to open an escrow account to use for copies or recording documents, they may do so by sending in a letter on company letterhead. Individuals allowed to charge copies must be identified. A minimum deposit of $100 is required.