Some of my recent posts on title searches have sparked a lot of interest, so I decided to put together a simple guide to help those of you looking to conduct your title searches. The goal is to give you a practical way to shortlist properties before bringing in a title company.

Why Start with a DIY Title Search?

I’m not a title company, but I’ve learned that doing a preliminary search can save you a lot of money, especially when looking at many properties. This guide will walk you through the steps of conducting your search so you can narrow it down to your top three choices. Once you have your shortlist, I recommend hiring a professional title company to handle the detailed due diligence.

What’s in the Guide?

The guide breaks down the process into easy-to-follow steps, using public records to find property details, liens, legal cases, and more. It’s designed to help you understand the property’s status without immediately incurring the costs of hiring a title company for every property you're considering.

I hope this helps you save some time and money as you build your portfolio. Feel free to reach out if you have any questions or tips!

Looking forward to hearing your thoughts!

Disclaimer

I am not a title company, and I strongly recommend hiring a professional title company to perform thorough due diligence. While this guide provides a detailed procedure for conducting a property title search, its purpose is to help you avoid the significant expense of conducting title searches on hundreds of properties. Use this guide to conduct initial searches yourself, narrow down the list to your top three properties, and then engage a title company to perform a comprehensive search on those shortlisted properties. This approach ensures that you get expert validation while managing your costs effectively.

Title Search Procedure for Different Counties in the US

This guide explains the process of conducting a title search for properties across various counties. It is suitable for beginners or data analysts who have no prior experience with title searches.

Step-by-Step Procedure

1. Start with the Property Address

Information Required: The complete property address.
Objective: To find the relevant county and Parcel Number (Parcel ID) associated with the property.

2. Find the Property of records

How to Search:

Use Google to identify the county where the property is located.
Example search query: "Property of records, county name, State, County".

Example: If the property is in Pennsylvania, you can search: "Montgomery County PA property records".
Outcome: Determine the county where the property is located.

3. Find the Parcel Number

Where to Search:

Go to the County Property Recorder’s website or Tax Claim Bureau for the identified county.
Use the public access system available on the website to conduct your search.

How to Search:

Enter the property’s street number (e.g., for "520 East Basin Street," enter "520").
Enter the street name (e.g., "East Basin", or “E-Basin”) separately if required by the system.
Select the Suffix as “ST” for street, “DR” for drive etc.

Outcome: Obtain the Parcel Number (Parcel ID) for the property.

4. Search the County’s Recorder of Deeds

Purpose: To locate liens, deeds, mortgages, and other claims attached to the property.
How to Access:

Use Google to find the Recorder of Deeds for the specific county by searching for phrases like "Montgomery County PA recorder of deeds".
On the website, find the public access system for property and lien information.

Account Setup:

You may need to create an account by providing your email address, username, and password.
Follow the registration instructions, which may involve providing your name and other contact details.

5. Search for Liens and Other Property Records

Search Methods:

By Parcel ID: Enter the Parcel ID to find the most accurate results.
By Owner's Name: Optionally, search by the property owner's first and last names to verify details.

Outcome: Obtain a list of documents related to the property, such as liens, mortgages, and deeds.

6. Search the County’s Prothonotary Office

Purpose: The Prothonotary office handles all legal cases related to property, including court judgments, liens, and other legal actions.
How to Access:

Use Google to find the Prothonotary system for the specific county by searching for phrases like "Montgomery County PA Prothonotary public access".
Access the public search system available on the website.

Search Methods:

By Parcel ID: Use the Parcel ID to search for related legal cases.
By Owner's First and Last Name: Cross-reference any legal actions involving the property owner.
By Property Address: Search using the address of the property to find related cases.

Case Search:

Check the Docket: In the Prothonotary system, search the docket to find all cases associated with the property.
Count Cases Individually: Review each case listed in the docket to identify and count all legal actions against the property.

Outcome: Retrieve detailed information on legal cases, liens, judgments, and any active legal disputes that may affect the property.

7. Understanding the Types of Documents/Statuses

When reviewing the results, you will encounter several types of documents. Below is a list of the most common record statuses and their meanings:

Deed: This document shows the transfer of ownership from one party to another. It can reflect sales, transfers between companies, or changes in ownership structure.
Mortgage: A legal document outlining a loan secured by the property. It indicates that the property was used as collateral for a loan.
Satisfaction of Mortgage: This document certifies that the mortgage has been paid off and the lien has been satisfied.
Mortgage Release: Similar to a Satisfaction of Mortgage, this document shows that the mortgage lender has released the lien from the property.
Sheriff’s Deed: A type of deed issued after a property is sold at a sheriff’s sale, typically due to foreclosure.
Lien: This is a legal claim or hold on the property to secure payment of a debt.
Tax Lien: A lien imposed by the government for unpaid property taxes.
Judgment Lien: A lien placed on the property as a result of a court judgment.
Quitclaim Deed: A deed transferring any interest the grantor may have in the property without any warranty of title.
Lis Pendens: A notice of pending legal action against the property that may affect ownership.
Foreclosure Notice: A document indicating the property is in the foreclosure process.

8. Verification and Cross-Referencing

Check the Status: Ensure the records retrieved are accurate and up to date.
Cross-Reference Information: Double-check by searching both the Parcel ID and Owner's Name to confirm consistency.
Review Multiple Liens: Look for any unsatisfied liens or additional encumbrances.

9. If You Encounter New Statuses

Search Online for Definitions: If you come across unfamiliar document statuses or terms, search Google using queries like "Mortgage Release meaning" or "Lis Pendens definition".
Verify Through County Websites: Many county Recorder of Deeds websites provide definitions or explanations for various document types.

Additional Notes

Using Google for Searches: Start by searching Google for the property records or Recorder of Deeds in the relevant county. Example queries:

"Montgomery County PA property records"
"Montgomery County PA recorder of deeds"

Public Access Systems: Most counties offer a free public access system where property details can be searched.
Registration Requirements: Be prepared to register for access to the county’s systems, if necessary.

Key Terms

Parcel Number/Parcel ID: A unique identifier assigned to a property by the county.
Deed: A legal document that transfers property ownership.
Lien: A legal claim on the property used as security for a debt.
Mortgage: A loan agreement where the property is collateral.
Satisfaction of Mortgage: A document confirming a mortgage has been paid off.
Sheriff’s Deed: A deed issued after a property is sold in a foreclosure auction.
Docket: A record of all cases and legal proceedings associated with a particular property or individual.