What exactly should be included on a law firm letterhead request to the register of deeds to obtain a deed copy? – North Carolina

Short Answer

In North Carolina, recorded deeds are public records. A law firm letterhead request should clearly identify the record (names, property details, and book/page if known), state whether a certified or plain copy is needed, specify delivery and payment, and provide full attorney contact information on firm letterhead. Fees are set by statute and vary by page count and certification; counties may have different submission and payment practices.

Understanding the Problem

The issue is narrow: in North Carolina, can a law firm request a copy of a recorded deed from a county Register of Deeds, and what details must the letterhead request include to get it? The central decision point is what information and statements to put in a law firm letter on firm letterhead so the Register of Deeds can locate the deed, process the fee, and deliver a certified or noncertified copy.

Apply the Law

North Carolina law treats recorded land records as public records available for inspection and copying. Registers of Deeds maintain county land records and charge statutory fees for copies and certifications. The main forum is the Register of Deeds in the county where the deed was recorded. There is no eligibility limit—any person may request copies of recorded deeds. The practical triggers are: (1) providing enough details to locate the record and (2) paying the correct copy/certification fee.

Key Requirements

• Precise identification of the deed: Grantor and grantee names, property address, parcel PIN or legal description, and recording details (book/page and recording date range if known).
• Copy type and purpose-sensitive choice: Specify plain vs. certified copy; certified is typically preferred for court filings, title work, or official use.
• Delivery instructions: Return address and method (mail, pickup, or, if offered, email/online portal) and a self-addressed stamped envelope for mail returns.
• Payment: State accepted payment method for that county (e.g., check payable to “Register of Deeds, [County] County”); authorize charges up to a reasonable cap and request contact if costs will exceed that cap.
• Attorney and firm identification: Firm letterhead with attorney name, mailing address, phone, and email; include State Bar number if requested by the office.
• Contact for clarification: A direct phone and email to resolve indexing or name-variation issues.

What the Statutes Say

• North Carolina Gen. Stat. § 132-6 (Inspection and copies of public records) – Confirms public access and the right to obtain copies of public records.
• North Carolina Gen. Stat. § 161-10 (Fees of registers of deeds) – Sets fees for copies and for certifying copies recorded by the Register of Deeds.

Analysis

Apply the Rule to the Facts: The records sought are recorded deeds, which are public. The county’s request for law firm letterhead is a local practice to ensure clear identification and contact. The letter should precisely identify the deed for the named person in the correct county, state whether a certified copy is needed, and include delivery and payment details consistent with statutory copy/certification fees. Anyone may request copies; providing complete identifiers reduces delays and rejections.

Process & Timing

1. Who files: The law firm (on behalf of the client). Where: The Register of Deeds for the county where the deed was recorded in North Carolina. What: A letter on firm letterhead requesting a certified or plain copy, listing grantor/grantee names, property address, PIN or legal description, and book/page or date range; include delivery method and payment authorization. When: Requests are typically fulfilled promptly; timing varies by county and delivery method.
2. After sending the request, the office locates the record using the grantor/grantee index and recording details. If information is incomplete, staff may contact the requester for clarification before processing.
3. Upon payment, the office issues the copy. Certified copies bear the Register’s certification; noncertified copies are plain. The office returns documents by the requested method (mail, pickup, or as locally allowed).

Exceptions & Pitfalls

• Request sent to the wrong county. Deeds must be obtained from the county where they were recorded; confirm the correct county before sending.
• Insufficient identifiers. Common names can yield many results; include book/page, parcel PIN, or a tight date range to avoid delays.
• Copy type mismatch. Some uses require certified copies; specify “certified” if the copy will be filed with a court or used for title purposes.
• Payment method issues. Many offices will not accept cash by mail or process credit cards by letter; confirm accepted payment types and include a self-addressed stamped envelope for returns.
• Email limitations. Counties may not email certified copies; plan for mail or pickup if certification is required.

Talk to a Real Estate Attorney

If you’re dealing with a deed copy request and need help preparing a complete letterhead request or deciding between certified and plain copies, our firm has experienced attorneys who can help you understand your options and timelines. Call us today at [919-341-7055].

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.