Recording
The County Clerk is the official keeper of all public records for Yamhill County. The purpose of the Records Division is to make and preserve public records dealing with real property transactions that affect title to real property located in Yamhill County. Ownership of property can be traced back to the early 1850s in the records maintained by the Records Division. The Yamhill County Clerk records all documents authorized by Oregon State and/or Federal law, rule or regulation affecting title to, or an interest in, real property. Documents must be property executed and acknowledged, the property correctly identified (legal description), and meet all other form, titling and fee requirements to be recorded. If a document cannot be recorded it is returned to the sender with an explanation of why it was not recorded. When documents are recorded, an index is created and the image scanned for document retrieval. We maintain a public area for research and access to public records.
This office records:
- Deeds
- Mortgages
- Liens
- Plat and subdivision maps
- Death certificates
- DD-214 military discharge papers
- Document titles allowed by Oregon Statute and federal law (see List of Recordable Documents by Statute link below)
This office is prohibited from:
- Giving legal advice
- Providing blank forms
- Help filling out forms
- Suggesting what types of forms to use
- Accepting illegible documents that may not produce a readable scanned image for archiving
- Offering notary services
- Recording documents other than those specified by Oregon Statute and Federal law
Recording Services:
The Yamhill County Clerk's office receives recording in person or through the mail. All documents submitted must meet all recording requirements and be the original document. E-Recording Services are also available. For more information visit our E-Recording page.
Legibility Requirements
In accordance with state laws, the County Clerk's Office shall preserve all records affecting the title to real property. In accordance with ORS 205.135 all documents must be sufficiently legible to reproduce a readable photographic record. All documents are permanent record and must meet the standards for creating permanent records. Any document containing text not sufficiently legible to reproduce a readable photographic record will be returned without being recorded. (Example: Faxed or copied documents, even with original signatures, often do not meet this requirement.) If the legibility of an instrument or notary seal is questionable and a deadline may be compromised should the Records Division reject the document; you may want to prepare a new, legible original instrument prior to submission. Client demands may not always make this possible, but the client should be made aware if legibility requirements are not met, there may be delays when documents are rejected.
Effective January 1, 2024 HB 2029 amends Oregon Revised Statute 205.232 changing the minimum font size from 8-point to 10-point type.
Legal Descriptions
A legal description is not a tax lot number or street address. Documents requiring legal descriptions of subject real property must meet the standards set forth in ORS 93.600. Acceptable legal descriptions are:
- A subdivision name with lot and block
- A metes and bounds description (township, range and section)
- Partition plat recording and parcel number
- Reference to a recording number or book and page of any previously recorded Yamhill County public record where the description may be found
Recording fees stated below are for instruments that meet statutory first page requirements. Please contact our office for assistance in determining the recording fee for document types not specified. Rates are effective beginning July 1, 2025 per B.O. 25-134 and 25-137.
| Type of Document: | Clerk's | LCP | AH | A&T | OLIS | SURVEYOR | MONUMENTATION | ADMIN | Total |
| Deed Records | $5.00 | $10.00 | $60.00 | $10.00 | $1.00 | $0.00 | $0.00 | $1.00 | $87.00 |
| Mortgage Records | $5.00 | $10.00 | $60.00 | $10.00 | $1.00 | $0.00 | $0.00 | $1.00 | $87.00 |
| Lien Records | $5.00 | $0.00 | $60.00 | $10.00 | $1.00 | $0.00 | $0.00 | $1.00 | $77.00 |
| Death Certificates | $5.00 | $10.00 | $60.00 | $10.00 | $1.00 | $0.00 | $0.00 | $1.00 | $87.00 |
| Plat Maps ($1 each lot over 100) | $45.00 | $10.00 | $60.00 | $10.00 | $1.00 | $0.00 | $0.00 | $1.00 | $127.00 |
| Affidavit of Remonumentation | $5.00 | $10.00 | $60.00 | $10.00 | $1.00 | $25.00 | $25.00 | $1.00 | $137.00 |
| Affidavit of Correction/Vacation | $5.00 | $10.00 | $60.00 | $10.00 | $1.00 | $25.00 | $0.00 | $1.00 | $112.00 |
| Mining Claims (annual work) | $5.00 | $10.00 | $0.00 | $10.00 | $1.00 | $0.00 | $0.00 | $0.00 | $26.00 |
| Mining (Deeds) | $5.00 | $10.00 | $60.00 | $10.00 | $1.00 | $0.00 | $0.00 | $1.00 | $87.00 |
| Mining (Liens) | $5.00 | $0.00 | $60.00 | $10.00 | $1.00 | $0.00 | $0.00 | $1.00 | $77.00 |
| Judgment (General-Monetary only) | $5.00 | $0.00 | $0.00 | $10.00 | $1.00 | $0.00 | $0.00 | $0.00 | $16.00 |
| Federal Tax Liens/Releases | $5.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $5.00 |
| Military Discharge Record (DD-214) | FREE |
The above cited fees are:
- * LCP = Public Land Corner Preservation ORS 203.148 (B.O. 25-134)
- *AH = Oregon Housing Community Services (OHCS) ORS 294.187(2)(b)
- *A&T= Assessment & Taxation Fund ORS 294.187(2)(a)
- *OLIS= Oregon Land Information System ORS 205.320(2)(d)
The additional $5 for each additional page, title, claim, name, transaction, reference number, and instrument number being assigned, released or satisfied remains the same. (ORS 205.236, 205.320)
Non-standard document fee of $20.00 will be charged for documents not meeting the required information on the first page (ORS 205.232, 205.234, 205.327) Effective January 1, 2024, per HB 2029 the font size changed from 8 pt. to 10 pt. type, documents not meeting this requirement will be charged the non-standard fee.
Please include a self-addressed stamped return envelope for documents mailed to our office for recording.
HB 4007 - Effective June 2, 2018, the Housing Authority Tax Fee increased an additional $40.00. This applied to all instruments EXCEPT for:
- Military Discharges (DD214)
- Federal documents
- County internal documents not usually charged a recording fee
- Documents required under ORS 517.210 to maintain mining claims
- Warrants issued by Employment Department pursuant to ORS 657.96, 657.642 and 657.646
- A certified copy of a judgment
- A lien record abstract as described in ORS 18.170
- A satisfaction of a judgment, including a judgment noticed by recordation of a lien record abstract
- Department of Revenue documents and tax collectors
You may view documents on the computers in our customer service lobby free of charge. Printed copies are $.25 per page. You can request a copy by phone at 503-434-7518 or by sending an email to clerk@yamhillcounty.gov.
- Staff-made copies: $4.00 for the first page and $.25 each additional page
- Self-made copies in the lobby: $.25 per page
- Certified copies: $3.75 in addition to the staff-made charge
Do I need a cover page to record a document?
- A cover page is used to avoid a $20.00 non-standard fee when first page requirements are not met or the document is handwritten and not legible.
How do I get a copy of my deed?
- Contact our office directly by email, phone or in person to request copies. Document copy fees will apply.
I want to change the name(s) on my property, what do I do?
- A new deed will need to be recorded with our office. Prior to choosing a legal form we recommend you consult an attorney before transferring your property. Our office is unable to give legal advice, and we do not provide forms.
Do you have forms for recording in your office?
- No, we do not have forms for recording. We recommend consulting an attorney before choosing a form for recording.
What is a Deed of Reconveyance?
- A Deed of Reconveyance is a document that typically releases a security interest held by a lender (i.e. a loan was paid). We recommend you always confirm with the lender that an obligation is satisfied.
My spouse has passed away. How do I remove their name from the deed?
- We suggest you consult an attorney before recording a death certificate. If a death certificate is recorded a new deed is not generated by our office, it would only remove name of the decedent from the tax roll.
What is a Deed of Reconveyance?
- A Deed of Reconveyance is a document that typically releases a security interest held by a lender. It is recommended that you confirm with the lender that the obligation is satisfied.
When I pay off a loan on my property when will I get a new deed?
- You will not receive a new deed when you loan is paid off. You received an original deed at the time the property was purchased. You may receive a Satisfaction of Mortgage or Deed of Reconveyance from your mortgage company showing the loan is satisfied.
Do you have a notary of the public in your office?
- No, our office does not provide notary service.
Can you locate the owner of a property with just an address?
- No, ownership records and other assessment records are kept by the County Assessor. Land use records in our office use a legal description to identify property.
- Records Search - Yamhill County Digital Research Room