Jan62026
Real Estate Q&A Series

What information do I need to request a deed copy from the register of deeds (like book and page)? – North Carolina

Short Answer

In North Carolina, the fastest way to request a clearer copy of a recorded deed from the Register of Deeds is to provide the county where it was recorded plus the recording reference (Deed Book and Page) or the instrument number. If the book/page is not available, the office can often locate the deed using the grantor and grantee names and an approximate recording date. If a certified copy is needed for court, lending, or title work, the request should clearly state that a certified copy is required and confirm the office’s delivery options (pickup, mail, email, or fax, if offered).

Understanding the Problem

In North Carolina, a common question in real estate work is: what information must be provided to the Register of Deeds to locate and provide a readable copy of a recorded deed when an online image is unclear. The decision point is whether the request can be made using a precise recording reference (like deed book and page or an instrument number) or whether the deed must be located through the public indexes using names and timing. The practical goal is to identify the exact recorded instrument so the Register of Deeds can pull the correct image and provide a clearer reproduction of the full document, including any attached map or exhibit pages.

Apply the Law

North Carolina Registers of Deeds maintain “real property records” and indexes that allow recorded deeds to be located and reproduced. In most counties, the office can retrieve a deed by a unique recording reference (book/page or instrument number) or by searching the grantor/grantee indexes. If a certified copy is requested, the office provides a copy that carries the Register of Deeds’ certification that it is a true copy of the recorded record, which can matter for official use.

Key Requirements

  • Correct recording location (county): The request must go to the Register of Deeds in the North Carolina county where the deed was recorded.
  • Enough identifiers to locate the instrument: Preferably provide Deed Book and Page or an instrument number; if not available, provide grantor/grantee names plus an approximate recording date (or date range) so the office can search the indexes.
  • Clear request type and delivery method: State whether a plain copy or a certified copy is needed, and confirm how the office will deliver it (pickup, mail, email, or fax if the county offers faxing).

What the Statutes Say

Analysis

Apply the Rule to the Facts: The scenario involves a legal assistant who already has the deed book and page reference, which is typically enough for a North Carolina Register of Deeds to pull the exact recorded deed without relying on a name search. Because the online image is unreadable—especially an exhibit page like a map—the request appropriately focuses on obtaining a clearer reproduction of the same recorded instrument. Arranging delivery by fax fits the “delivery method” requirement, although each county controls what delivery methods it offers.

Process & Timing

  1. Who files: Any member of the public (including a law firm staff member) may request a copy. Where: The Register of Deeds office in the North Carolina county where the deed was recorded. What: A copy request identifying the deed by Deed Book and Page or instrument number; if neither is available, provide grantor and grantee names and an approximate recording date. When: During the office’s business hours; many counties also accept online or written requests.
  2. Office retrieval and confirmation: The office locates the deed in the real property records and confirms the number of pages (including exhibits) and whether a certified copy is requested. If the issue is image quality, the office may re-scan, print from a higher-quality source, or pull the best available reproduction from its system, depending on the county’s equipment and retention practices.
  3. Payment and delivery: The requester pays the copy fee (and any certification fee, if applicable), then receives the copy by the county’s available method (pickup, mail, email, or fax if offered). The final product is either a plain copy or a certified copy bearing the Register of Deeds’ certification.

Exceptions & Pitfalls

  • Wrong county: A deed is recorded in the county where the land is located (or one of the counties, if the land spans county lines). A request to the wrong Register of Deeds office often results in delays.
  • Book/page vs. instrument number mismatch: Some counties use instrument numbers as the primary reference for newer recordings. Providing both (if available) reduces the chance of pulling the wrong document.
  • Exhibits and map pages get missed: Requests should specify “all pages, including exhibits/attachments” so the office does not send only the signature page or the first page.
  • Certified vs. plain copy confusion: A plain copy may be fine for review, but certain uses require a certified copy. The request should state “certified copy” when certification is needed.
  • Registered (Torrens) property records: If the property is a registered estate, the record may be indexed and maintained differently, so providing any certificate or registered-estate reference can speed retrieval.

Conclusion

In North Carolina, a deed copy request to the Register of Deeds works best when it identifies the exact recorded instrument. The most helpful information is the county of recording plus the deed book and page or an instrument number; if that is not available, grantor/grantee names and an approximate recording date usually allow an index search. The most important next step is to submit a copy request to the correct county Register of Deeds that clearly states “all pages, including exhibits,” and whether a certified copy is needed.

Talk to a Real Estate Attorney

If a recorded deed image is too unclear to read or an exhibit page is missing, our firm has experienced attorneys who can help identify the right record, confirm what should be in the recorded document, and keep the timeline on track. 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.

Category: Real Estate Q&A Series

Author: Pierce Law

Pierce Law Group is a North Carolina law firm focused on probate administration, real estate partition matters, and surplus funds claims across North Carolina. We know these situations often come with stress, family dynamics, and time-sensitive decisions—so we prioritize clear communication, steady guidance, and a practical plan from day one. Our goal is to make a complicated process feel manageable, while protecting what matters most to you.