Can I fax a deed records request, or do I have to mail it or go in person? – North Carolina

Short Answer

In North Carolina, recorded deeds are public records. Anyone may request copies from the county Register of Deeds. State law does not require law firm letterhead or an in-person visit; counties may fulfill requests in person, by mail, and often electronically if they have the capability. Whether a county accepts requests by fax is a local policy decision, so check the specific Register of Deeds office. Copy and certification fees are set by statute.

Understanding the Problem

This question sits at the intersection of North Carolina real estate records and public records access. The actor is a requester seeking a copy of a property deed; the office is the county Register of Deeds; the action sought is obtaining a plain or certified copy; and the timing concerns how a request can be made (fax, mail, in person, or electronic) and what it costs. The goal is to confirm permissible request methods, who can request, and fee expectations—without broadening to other document types.

Apply the Law

Under North Carolina law, recorded deeds are public records. The Register of Deeds in the county where the property is located maintains the official record. Any person may inspect and obtain copies. Agencies must provide copies in any medium they are capable of providing. Counties set their own intake methods (in person, mail, online, email, or fax) consistent with those capabilities. Fees for copies and certifications are set by statute and typically depend on page count and whether certification is requested.

Key Requirements

• Right to access: Deeds are public records; any person may request copies—no law firm letterhead is required by statute.
• Correct office: Request from the Register of Deeds in the county where the property lies.
• Format options: Agencies provide copies in media they can produce (in person, mail, electronic). Acceptance of fax or email is a county-by-county policy.
• Identify the record: Provide helpful detail (names, property address, PIN, and best of all, book/page) to avoid delays.
• Fees: Copy and certification fees are set by law and depend on page count and whether you need a certified copy.

What the Statutes Say

• North Carolina Gen. Stat. § 132-6.2 (Public records; copies; fees; mediums) – confirms the right to obtain copies and to receive them in any medium the agency can provide; sets general fee rules.
• North Carolina Gen. Stat. § 161-10 (Register of Deeds fee schedule) – sets the statutory fees for copies and certifications of recorded instruments, including deeds.

Analysis

Apply the Rule to the Facts: The requester seeks a deed copy for a specific person. North Carolina law allows any person to obtain deed copies from the county Register of Deeds; the law does not impose a letterhead requirement. Whether a faxed request is accepted depends on the county’s capabilities and policy; many counties offer in-person, mail, and electronic options (including online portals or email). Costs follow the statutory fee schedule; certification adds a separate statutory fee.

Process & Timing

1. Who files: Any requester. Where: The Register of Deeds in the county where the property is located. What: Provide names, property address, parcel/PIN if known, and preferably the deed’s book and page; specify plain or certified copy. When: During office hours; mailed or electronic requests are accepted if the county’s policy allows.
2. If requesting by mail, include payment per the fee schedule and a self-addressed stamped envelope for returns. For electronic requests, follow the county’s posted payment method (often an online payment or invoice before release). Turnaround varies by county; in-person requests are often fulfilled the same day.
3. Receive the copy: plain copies are typically delivered as paper or PDF; certified copies are issued on paper with certification and seal and are usually mailed or picked up in person.

Exceptions & Pitfalls

• Letterhead myths: State law does not require law firm letterhead for deed copy requests. If a county requests it, it is a local practice—not a statutory condition on access.
• Method mismatch: Not all counties accept fax. Confirm the specific Register of Deeds’ accepted methods (in person, mail, online, email, or fax) before sending.
• Insufficient detail: Requests made with only a common name can be slow. Include book/page or parcel information to avoid delays.
• Wrong office: Do not send deed copy requests to the Clerk of Superior Court; recorded real estate instruments are maintained by the Register of Deeds.
• Certified vs. plain: Ask for a certified copy if it will be used for official purposes; fees differ and certified copies are typically issued on paper with seal.

Talk to a Real Estate Attorney

If you’re dealing with getting a deed copy and need help navigating county procedures, fees, or certification, 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.