Department of Records - City of Philadelphia
RECORDS : Document Recording

Helpful Hints for Recording A Document - Revised July 31, 2004



Click to Download a Brochure Version of These Hints Along With
Philadelphia County Document Recording Requirements (.pdf)


1. Ensure that the document complies with Philadelphia County Document-Recording Requirements.


2.Certificates of Stock Transfer will be recorded using the code "DST". When searching records after recording, please remember to enter the code "DST" or select Certificate of Stock Transfer from the drop down list. The code "DST" will be grouped with the Deed Document Group within the database.


3. Ensure that all pages of a document are sequentially numbered and in the correct order.


4. If the document conveys title to real property, complete two copies of the Philadelphia Realty Transfer Tax Certification, and one copy of the Realty Transfer Tax Statement of Value Form required by the Commonwealth of Pennsylvania.


5. Place riders and realty transfer tax certifications at the end of their corresponding documents.


6. In cases of deeds with subdivisions and consolidations, verify the legal descriptions in the Department of Records Mapping Unit (Room 163, City Hall), Monday through Friday from 8:00 a.m. to 2:00 p.m.


7. Submit documents for recording to the Department's Document-Recording Unit (Room 111, City Hall), Monday through Friday from 8:00 a.m. to 2:00 p.m.


8. Resubmit previously rejected documents with their respective Document Rejection Notices.


9. Make photocopies of documents before submitting them for recording.


10. Include a $2 county fee for each document submitted.

You can obtain a copy of our revised fee schedule:

a. On this web page under Fees Collected by the Department of Records
b. By calling 215-686-2260
c. By picking up a copy of the Department's fee schedule in Room 111 of City Hall.


11. If you wish to have your original documents returned by mail, you must furnish an appropriately sized, self-addressed, and stamped envelope. Otherwise, you may pick your documents up in Room 111 of City Hall by presenting your receipt.


12. Call 215-686-2260 to determine when your documents will be available for return.

Note: The Department of Records will hold the original documents for only one (1) year after the recording date.



For information related to property tax address
or assessed and fair market value, contact:

    Board of Revision of Taxes
    34 South 11th Street
    Philadelphia, PA 19107