Office of the Santa Fe County Clerk > Divisions > Recording Info and FAQ

Recording Info and FAQ

KATHARINE E. CLARK | Clerk (D) | Term 2021 - 2024

We take CASH, CHECK OR MONEY ORDERS. *New* As of September, 2021 we are taking credit cards with a small processing fee.

Recording & Records Information

NOTICE: If you already have an account with the county and are making a drop at the Clerk's Office, appointments are NOT required.

Real Estate Documents
In order to be accepted for recording in Santa Fe County, a document must relate to property in Santa Fe County, have original signature, and have the notary's original signature. Real Estate documents include deeds, liens, etc. Please see our Recording and Filing Fee Schedule for UCC recording fees.

Recording fees are due at the time of recording. Payment is accepted in either cash, check or credit card (with processing fees) form. For a complete list of our Recording and Filing Fee Schedule

E-Recording

Two vendors currently provide e-recording services for our office: Simplifile and CSC. Please be aware they charge our usual recording and filing fees plus a convenience charge. 

Plats
We require that a mylar and two legible black line copies be submitted for plat recordings. The plat must be notarized, and unless the property is a condo, the plat must have either a county/city public notice, or legible approval signatures from the county/city land use administrator. By administrative code, Surveyor's stamps must also be legible. Please be advised, per NMSA 7-38-44.1 (2013), prior to recording a plat that divides or combines property, the taxpayer is responsible for paying all taxes, penalties, interest and fees due for that taxable year. All taxes and fees are paid at the County Treasurer's Office. 

Home Owners' Associations
Per statute all HOAs must record a “notice of homeowner association” within 30 days after the date on which the HOA’s declaration were filed with the Public Regulation Commission. HOAs organized prior to July 1,2013, are required to record the Notice before June 30, 2014. HOA that fail to record the notice forfeit authority to charge an assessment, levy a fine for late payment, or a lien for nonpayment until the Notice is recorded. The definition section of the HOA Act provides a definition for the term “declaration,” and another section provides that recording of a “declaration” constitutes notice in the office of county clerk in which any part of the property is located that would satisfy the perfection of a lien.

Uniform Commercial Code (UCC) Filings
The Santa Fe County Clerk’s office records only UCCs that pertain to real estate; all other UCCs need to be filed at the Secretary of State's Office. Please see our Recording and Filing Fee Schedule for UCC recording fees.

Clerk Records
Recorded documents are subject to public inspection (by appointment) and there are statutory fees for copies (see schedule). We are happy to do an uncertified search and produce records linked to names or addresses for an hourly fee. For a certified and insured search, you will need to contact a title company.

Frequently Asked Questions

Click on questions to view answers

A. You will need to send or deliver the original signed document to us. It should include completed dates, signature(s) of grantor(s), notary certificate (should contain state, county, date of acknowledgment, notary signature, notary seal and notary commission expiration date).

We do not accept documents for recording without the proper notary block as mentioned above.Your document(s) presented for recording must have a notary block prepared on the document.

Please remember that all documents vary. If the document pertains to real estate, you must include the legal property description on your document. If you are recording a Release or Assignment, you will need to state the original document book and page or instrument number that is being released or assigned.

 

A. Each type of deed has a different definition, which can be crucial when transferring property. We are not bonded to direct you as to what form to use. We suggest that you contact a real estate attorney.

A. At the time of recording your document, our office will furnish a copy of the recorded document to the Santa Fe County Assessor; however, please note that it is not the Clerk’s responsibility to ensure that the transfer has taken place. By law, the receiver of the property has the responsibility to notify the Santa Fe County Assessor of the property so that the proper party will receive the property tax assessments notices and tax bills.

A. Yes, we will accept a certified copy for recording if, before it is presented to our office for recording, it has a proper certification certificate with a raised seal.

A. An informal and/or an uncertified record search can be conducted by our office; however, our office can only do record searches if the recording took place from January, 1991, to the present.

For an in-depth search or for a search involving records before 1991, you must either come to the office or have a title company do the search for you.

Record searches are by grantor/grantee name(s), title of document and year of recording. Please have that information available when requesting the record search. Searches for legal description can be conducted by the Santa Fe County Assessor’s Office located in our building or by telephone at (505) 986-6300.

A. Yes, to only users who subscibe to our ClerkTrack WEB services. ClerkTrack WEB is only available for high volume users who access documents on a daily basis who have a user name and password. Theres is a set-up fee plus a biannual fee to subscribe. Thereafter, the biannual fee is due every January and July. ClerkTrack WEB details are on our home page. For further assistance or questions about this service please contact Erika Quintana at equintana@santafecountynm.govor 505-986-6289.

A. Yes.

A. The Recording and Filing Fee Schedule has a complete list of fees.

A. Please see the Recording and Filing Fee Schedulefor a complete list of fees. The Schedule will include the cost of copies of documents.

A. You will need to send or deliver the original, signed, lien document to us. It should include completed dates, signature(s) of grantor(s), and notary certificate (should contain state, county, date of acknowledgment, notary signature, notary seal, and notary commission expiration date). Please remember that you must include the legal property description on your lien document.

We are not authorized nor bonded to assist you in writing up the lien document. However, we can direct you as to where to obtain the legal description of the real estate property you wish to file the lien on.

At no charge, we will notarize your signature on your lien document when you provide a proper ID.

A. Yes. However, the Santa Fe County Clerk's Office only records only UCCs pertaining to property in Santa Fe County. All other UCCs are handled by the Secretary of State's Office.

A. Yes. Refer to our Recording and Filing Fee Schedule.

A. We require that a mylar and two legible black line copies be submitted for plat recordings. The plat must be notarized, and unless the property is a condo, the plat must have either a county/city public notice (see notices below), or approval signatures from the county/city land use administrator.

Santa Fe County Public Notice:
SANTA FE COUNTY LAND USE ADMINISTRATOR HAS NOT REVIEWED THIS PLAT OF BOUNDARY SURVEY, PRIOR TO ITS FILING IN THE OFFICE OF THE COUNTY CLERK. THIS PLAT IS NOT TO BE FILED FOR THE PURPOSE OF CREATING LOT SPLITS, SUBDIVISIONS, OR NEW LOTS, ALTERING THE BOUNDARIES OF ANY EXISTING LOT(S) FOR THE PURPOSE OF “‘DEVELOPMENT” DEFINED IN THE SANTA FE COUNTY LAND DEVELOPMENT CODE, EXTRATERRITORIAL ZONING ORDINANCE FOR EXTRATERRITORIAL SUBDIVISION REGULATIONS. THIS STATEMENT DOES NOT IN ANY WAY STIPULATE OR REPRESENT SANTA FE COUNTY LAND USE APPROVAL OF THIS BOUNDARY SURVEY PLAT.

If property is in City:
City of Santa Fe Public Notice:
THIS SURVEY IS BASED ON THOSE RECORDED DOCUMENTS NOTED HEREON. CITY OF SANTA FE STAFF MUST APROVE ALL DOCUMENTS SUBMITTED WITH AN APLICATION FOR A BUILDING PERMIT AND MAY REQUIRE SUBMITTAL OF ADDITIONAL DOCUMENTATION TO PROVE LEGAL LOT OF RECORD.

Refer to our Recording and Filing Fee Schedule.

Be advised that if the plat is a lot split, subdivision or new lot(s) created, you will need to contact the Santa Fe County Land Use Department (if county property) at (505) 986-6225 or City Permit and Development (if property within City limits) at (505) 995-6589.

A. If you apply for and are issued a marriage license in the State of New Mexico, the ceremony can be performed only in New Mexico. The ceremony may be performed in any county in New Mexico; however, once the ceremony is completed the license must be returned to the County Clerk it was purchased from.

For other requirements please see Marriage License Requirements.

A. Yes. Probate Judge Cordilia Montoya is available by appointment to perform marriage ceremonies on Wednesdays and Fridays from 11:00 a.m. - 3:00 p.m. Her office is located at 100 Catron Street (New Building) and the telephone number is (505) 992-1636.

A. Yes. We are unable to issue a license without both parties present.

A. Yes. New Mexico law requires the bride, groom, two witnesses and one official to be present at the ceremony and all must sign the Marriage Certificate.

A. No. We certify the marriage application, which is kept on file. The marriage license is not.

A. No. Divorce records are filed at the District Court. The First Judicial District Court covers Santa Fe, Rio Arriba and Los Alamos Counties and is located at the Judge Steve Herrera Court Complex located at 225 Montezuma Avenue. You may reach the District Court office at (505) 455-8250, or see their website at www.firstdistrictcourt.nmcourts.gov/ for more information.

A. Santa Fe County Probate Judge Cordilia Montoya’s office is located at 100 Catron Street (New Building). The telephone number is (505) 992-1636. Judge Montoya is available Wednesdays and Fridays from 11:00 a.m. – 3:00 p.m. If you cannot reach anyone at (505) 992-1636, you may call our office at (505) 986-6280, or see their website at www.santafecountynm.gov/probate. Packets of probate forms are located in the County Clerk's Office and cost $5.00.

A. No. Birth certificates are located at the New Mexico Vital Records Office. Their office is located at 1900 S. Saint Francis Drive, and they can be reached at (505)827-0121. More information can be found at their website http://www.vitalrecordsnm.org/birth.shtml

A. No. According to New Mexico state statute, we are not allowed to copy death certificates. However, we can provide you with the name of deceased, date of death, and state of death. If you are seeking more information on a death certificate please refer to the New Mexico Department of Health at the website below:
http://www.vitalrecordsnm.org/birth.shtml

A. Yes. We have several notaries available, and there is no charge for this service. Please be advised that our notaries do not provide notary blocks.