Ontario County Deed Records Search
Ontario County deed records are managed by County Clerk Jean Chrisman at 20 Ontario Street in Canandaigua. The Clerk's Office records and indexes all deeds, mortgages, liens, and other property documents for the Finger Lakes region of western New York. A recent software upgrade has improved the office's document management and public service capabilities. Residents, title companies, and researchers rely on these records to trace ownership, verify encumbrances, and complete real estate transactions.
Ontario County Quick Facts
Ontario County Clerk's Office
The Ontario County Clerk's Office is the chief recording officer and custodian of the county's public land records. County Clerk Jean Chrisman leads the office, with Deputy County Clerk Lisa Record and Assistant Deputy County Clerk Tracy Shaw providing support. The office is at 20 Ontario Street in Canandaigua. Hours are Monday through Friday from 8:30 AM to 4:30 PM. The phone number is 585-396-4200.
The Clerk also serves as a state constitutional officer when acting as clerk to the State Supreme Court and County Court. In that role, the office handles civil and criminal records for those courts. But for most property-related matters, the land records division is what you need.
Searching Deed Records in Ontario County
In early 2024, the Ontario County Clerk's Office rolled out a software upgrade designed to improve efficiency and make searches easier. The upgraded platform strengthens document management and delivers better service to residents and businesses. If you have searched Ontario County records before, the system may look different now.
In-person searches at the office in Canandaigua remain the most thorough option. The office maintains grantor and grantee indexes that let you look up transactions by party name. You can also search by tax map number. Staff can help you locate specific books and pages. The office is well organized and handles a moderate volume of recordings, so wait times are usually reasonable.
For remote access, the New York State Municipal Data Portal includes Sales Web data for Ontario County. You can look up 10 years of property transfers by town, date range, or property type. The data comes from RP-5217 forms filed at recording. There can be a delay of several weeks before new sales appear online.
Recording a Deed in Ontario County
Filing a deed in Ontario County follows standard New York State rules. Present the original deed along with all required forms. The deed must be in writing, signed by the grantor, and acknowledged before a notary public. Include a legal description of the property, the tax map parcel number, and the names and addresses of all parties.
Form RP-5217 is required for every property transfer. This barcoded form captures sale price, assessed value, and property type. Complete it in Adobe Acrobat. Handwritten versions are not accepted. The TP-584 transfer tax affidavit must also be included.
The real estate transfer tax is $2 per $500 of consideration. Residential sales over $1 million also owe the 1% mansion tax. All fees and taxes are due at the time of recording.
Deed Recording Fees
Ontario County follows the New York State fee schedule for deed recordings. The base fee covers the first page. Additional pages cost $5 each. A cover page generated by the clerk carries its own fee. The RP-5217 filing fee adds to the total. Confirm the current amounts with the Clerk's Office before you visit. Fees can change.
Certified copies are available. You will need the liber and page number, or the recording date, to request a specific document. Copies can be picked up in person or requested by mail.
Mortgage Recording Tax
The mortgage recording tax applies when a mortgage is recorded in Ontario County. The basic state rate is 50 cents per $100 of mortgage debt. Additional tax components from the state and county add to the total. For one- or two-family residences, the first $10,000 of the mortgage is exempt from the additional tax portion.
Ontario County is outside the Metropolitan Commuter Transportation District. The MCTD surcharge does not apply here. Check Form MT-15 for a full breakdown of rates. Tax is paid at the Clerk's Office when the mortgage is filed.
Property Tax Records
Ontario County's Real Property Tax Service Agency keeps assessment data, tax maps, and property classification records. These complement the deed records at the Clerk's Office. Assessment rolls show the current owner, assessed value, and property class for each parcel. Tax maps help identify lot boundaries and section-block-lot numbers.
The state's Municipal Data Portal has equalization rates and municipal contact details for Ontario County towns. These rates show how each town's assessment level compares to full market value. The New York State Archives may hold historical property records that supplement what the county has on file.
Legal Resources
New York Real Property Law requires that deeds be in writing, signed, and acknowledged before recording. Filing with the county clerk gives constructive notice of the transfer. Without recording, a later buyer who files first could take priority. The Cornell Legal Information Institute provides free access to the Real Property Law and related statutes.
The New York State Senate legislation page tracks proposed changes to property recording laws. Staying current on these changes helps attorneys and property owners avoid filing issues.
Towns in Ontario County
Ontario County includes the towns of Bristol, Canadice, Canandaigua, East Bloomfield, Farmington, Geneva, Gorham, Hopewell, Manchester, Naples, Phelps, Richmond, Seneca, South Bristol, Victor, and West Bloomfield. The cities of Canandaigua and Geneva are also in the county. All deed records go through the Clerk's Office at 20 Ontario Street in Canandaigua. No cities in the county meet the population threshold for a separate page on this site.
Nearby Counties
Ontario County is in the Finger Lakes region. These neighboring counties have their own Clerk's offices: