MonroeCounty.gov; Cheryl Dinolfo, County Executive

Court Filings and Land Records

New COVID-19 Procedures

In order to maintain healthy practices to protect staff and customers, new procedures have been created. Upon entering this office to file or record a document you will be required to wear a mask, sign in, and wait in the atrium of the County Office Building until your name is called. When possible please consider using electronic or mail in options to submit your documentation. Please note that you must be in line no later than 4:30 to record documents the same day.  If you arrive after 4:30 you will be asked to drop your documents in the bin for processing the next day.

This office is subject to Administrative Orders from the State of New York Unified Court System.  Please refer to this link for the most recent statewide orders and this link for the most recent local orders if you have questions about how to properly file court documents. 


General Information and Requests

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The County Clerk is the Clerk of Supreme and County Courts and is responsible for maintaining the court files for civil and criminal matters. The County Clerk is also the official registrar of deeds, mortgages, assignments of mortgages, satisfactions of mortgages, judgments and liens. The Clerk has the duty of indexing and preserving these documents.

A search of public court and land records can be conducted at the Clerk’s Office either in person or via telephone or fax request. Another option is to search records by using the On-line Office of the Monroe County Clerk.

Copies of records are 65¢ per page. A $1.30 minimum charge is required. The fee for a certified copy is $5 for a document up to four pages in length, plus a charge of $1.25 per page for each additional page when applicable. Also, an extra fee of $5 for every 2 years searched is charged whenever a search of the records is involved. Payment may be made at the time of pickup, at the Clerk’s office. The County Clerk’s Office accepts cash, checks, Visa and Master Card.

Mail-in Requests can be made in writing and mailed to the Monroe County Clerk’s Office (39 W. Main Street, Room 105, Rochester, New York, 14614) along with a check for the appropriate amount of money made payable to the Monroe County Clerk. For further information, please call 585 753-1600.

Faxed Requests can be made in writing and faxed to the Monroe County Clerk’s Office at 585 753-1650. Please include a telephone number that you can be reached at. A Clerk’s Office representative will contact you to advise you of the charge for your request. Payment may be made over the phone via credit card or by mailing a check or in person.

Telephone Requests can be made by calling 585 753-1600 during normal business hours.

When ordering documents, please provide the following information:

  • index number
  • type of record sought
  • filing date
  • name of the parties (or a business name)\

 

Certificates of Disposition

Criminal Certificates of Disposition may be obtained by filling out this Criminal Certificate of Disposition Request Form. Please fill out the form with as many Case Identifiers as possible. You can locate this information by searching our online document database here. The completed form can be delivered to the Monroe County Clerk's Office either in person, by mail, or by email.  The copy fee of $5 may be paid with a check made out to Monroe County Clerk's Office or credit card that can be provided over the phone or in person. If you are the defendant or the defendant's attorney, you must provide appropriate identification.

Attn: Customer Service Department
Monroe County Clerk's Office
101 County Office Building
39 West Main Street
Rochester, NY 14614
 
MCClerk@monroecounty.gov
 

The County Clerk's Office will submit the completed request to the Monroe County Supreme and County Court and the Court will print, stamp, and seal the requested Certificate of Disposition.  If there are no reportable charges, an official "No Results" page will be provided.  The Court will contact the requestor when the document is ready for pick up. 


E-Filing

To E-File, you must use this link to the NYS Unified Court System page and create a username and password.  

This office is subject to Administrative Orders from the State of New York Unified Court System.  Please refer to this link for the most recent statewide orders and this link for the most recent local orders if you have questions about how to properly file court documents. 

Consensual/Voluntary Mandatory in part Mandatory
CPLR Art. 70 proceedings E-filing of commencement documents is mandatory; e-filing of subsequent documents is consensual/voluntary) All actions except those previously stated
CPLR Art. 78 proceedings Consumer credit actions as defined in CPLR 105(f)  

Election Law proceedings

Residential foreclosures as defined in RPAPL sub-section 1304  
Matrimonial filings (See Appendix B relating to matrimonial filings    
Mental Hygiene Law matters    

E-file Corrections or Questions

Please use the following link to request a change to any E-Filed document:

Monroe County NYSCEF E-File Fix Request

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Recording and Filing Fees

Mortgages

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Mortgage instruments must include all mortgagors and mortgagees, the new tax number, address, legal description of the property and the type of dwelling.

  • The base fee to record a mortgage is $45, which includes the recording page.
  • Each page is $5. (Therefore, it will cost $50 to record a one page mortgage.)
  • Applicable Mortgage Tax is also due at time of recording.

Mortgage Assignments

  • The base fee to record a single page assignment of mortgage is $50.50, which includes the recording page.
  • Each additional page is $5. 
  • Each additional mortgage recited is $3.

Mortgage Discharge

  • The base fee to record a single page Discharge of mortgage is $50.50, which includes the recording page.
  • Each additional page is $5. 
  • Each additional cross index is $.50
  • Each assignment is $.50
  • Each additional mortgage recited is $10.50.

Mortgage Tax Collection

  1. Single or two family dwelling (only one structure)
    • Mortgage of $10,000 or LESS—3/4 of 1%
      • half (1/2) of 1% paid by MORTGAGOR
      • one quarter (1/4) of 1% paid by MORTGAGEE
      • Half (1/2) of 1% goes to the town or the city where the property is located; one quarter (1/4) of 1% goes to the state of New York; 0 will go to the Transportation Authority.
    • Mortgage OVER $10,000—1% less $25
      • three quarters (3/4) of 1% paid by MORTGAGOR
      • one quarter (1/4) of 1% paid by MORTGAGEE
      • Half (1/2) of 1% goes to the town or the city where the property is located; one quarter (1/4) of 1% goes to the state of New York; one quarter (1/4) of 1% goes to the Transportation Authority.
  2. Multiple structures or three to five family dwelling—1% of Mortgage Amount
    • three quarters (3/4) of 1% paid by MORTGAGOR
    • one quarter (1/4) of 1% paid by MORTGAGEE
    • Half (1/2) of 1% goes to the town or the city where the property is located; one quarter (1/4) of 1% goes to the state of New York; one quarter (1/4) of 1% goes to the Transportation Authority.
  3. Multiple family dwelling (over six), vacant land (not to be improved by one or two family dwelling), commercial—1% of mortgage amount
    • 1% paid by MORTGAGOR
    • Half (1/2) of 1% goes to the town or the city where the property is located; one quarter (1/4) of 1% goes to the state of New York; one quarter (1/4) of 1% goes to the Transportation Authority.
  4. Vacant land (to be improved by one or two family dwelling)—1% of Mortgage Amount LESS $25
    • three quarters (3/4) of 1% paid by MORTGAGOR
    • one quarter (1/4) of 1% paid by MORTGAGEE
    • Half (1/2) of 1% goes to the town or the city where the property is located; one quarter (1/4) of 1% goes to the state of New York; one quarter (1/4) of 1% goes to the Transportation Authority.

Deeds

Deeds must be dated originals and include the name and address of both the grantor and grantee, return address or attorney’s box number, full legal property description specifying which municipality the property is situated in, the new tax number, property and tax mailing address, signature of grantor, acknowledgement matching signature and name cited on document, and complete notary information. Deed filings must also include a completed TP-584 and RP-5217 (Equalization Form).

  • A one page deed costs $50.00 to file.  Each additional page costs $5.
  • The TP-584 form is $5. 
  • The Equalization Form fee is $125 if one the following boxes is checked: 7A, 7B, 7E or both 7G and box 8 OR if the property classification code in Item 18 is: 100 through 199; or 200 through 299; or 411-C. Otherwise the Equalization Form fee is $250. 
  • Transfer Tax of $4 per thousand.
  • Effective March 11, 2020, each residential deed filed will also require an additional $10 fee.
  • Here is the link to the current RP-5217 form. This form will need to be completed on a computer in order for the bar code to be generated. It should not be handwritten or typed.

Index Numbers

Index numbers are assigned to open a file where all later papers are kept and which bear that same number. Index numbers are assigned only to those actions and proceedings issued by the New York Supreme or Monroe County Courts.

The index application must be completed and filed at the Monroe County Clerk’s Office. The fee per number is $210.

Please remember that all instruments filed with the Monroe County Clerk’s Office must bear original signatures.

Civil Actions

A $210 check payable to the County Clerk for assigning an index number, starts a civil action proceeding. Please remember that instruments filed with the County Clerk’s Office must bear original signatures.

A civil action file may include court orders, affidavits, summons, complaints or any document pertaining to that action and bearing the assigned index number. If you do not know the index number assigned to your action, a $5 fee will be charged for every two years searched.

Note: For information on court dates, jury duty, bail bond hearings or small claims, please see the courts listed in the blue pages of your telephone book.

Criminal Proceedings

Picture of handcuffs.

Individuals may not initiate criminal proceedings directly, therefore, if you wish to initiate a criminal proceeding please consult an attorney, law enforcement agency or the district attorney’s office.

The Monroe County Clerk’s Office is the source for criminal records filed by the New York State Supreme and Monroe County Courts. Only felony convictions are filed in the Monroe County Clerk’s Office. It will be helpful in locating a criminal file if you know the index number and year of filing. Only the parties involved and/or their counsel may have access to any sealed records, otherwise a court order for unsealing is required.

Federal, city and town proceedings are the responsibility of those government bodies and are not filed with this office.

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Birth and Death Records

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Neither birth nor death records are recorded in the Monroe County Clerk’s Office.

Both birth and death records may be obtained from the Monroe County Health Department’s Office of Vital Records. Visit the Health Department or call 585 753-5141 during normal business hours.

As a part of a collaboration between the Monroe County Clerk and the Monroe County Bureau of Vital Records, residents will be able to obtain certified copies of Birth Certificates at the Greece DMV on the last Saturday of each month between 8:30 a.m. and 12:30 p.m. Vital Records staff will be at the Greece DMV to process these transactions on January 31, February 28, March 28, April 25, May 30, June 27, July 25, August 29, September 26 and October 31.

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Contact Us

DMV

Send DMV Questions in our Online Portal

Email: DMVCOVID19@monroecounty.gov

DMV Helpline*: (585) 753-1604

Our helpline is a voicemail-only system.*


Downtown Filing Office

Now open with some restrictions

Email:
MCClerk@monroecounty.gov
General Phone:
(585) 753-1600
Customer Service Phone (Non-DMV Issues):
(585) 753-1620
Pistol Permit Department Phone: 
(585) 753-1642
Pistol Permit Department Email:
MCPistols@monroecounty.gov
**When possible email is the best method of communication as all phone numbers are voicemail only systems**

Online County Clerk

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Use our County Clerk database, CountyFusion to easily search for public and court records.