Pennsylvania Property Records

In Pennsylvania, property records are considered public records and are typically created and maintained by local government agencies, both at the county and municipal levels. They document details of real property across the state, which are largely essential for establishing legal ownership, real estate transactions, assessing property value, and tracking property transfers.

Depending on the record type, the responsibility of property records custody in Pennsylvania is borne by various local government offices. These include the County Recorder of Deeds and County Assessment Offices. The Register of Wills and Prothonotary also handles some court-related filings that may affect property ownership.

Pennsylvania property records are used by individuals and professionals for varying purposes. For instance, real estate investors often use them to value trends and analyze property history, while homeowners generally rely on property records to verify ownership, check for liens, and review tax assessments. Additionally, before closing real estate transactions, lenders and title companies typically look up property records to conduct title searches and ascertain clear ownership.

Other notable users of property records in Pennsylvania include attorneys, contractors, brokers, realtors, and inspectors. Unless specifically exempted by statute, the state's Right-to-Know Law grants everyone the right to access property records in the Commonwealth. Depending on the county and the type of record, you will largely be able to access Pennsylvania property records online, by mail, or in person at the appropriate county office.

What Are Property Records?

Property records are documents created and filed to keep or preserve detailed information about real property. They are broadly categorized as legal documents and informational documents in Pennsylvania.

Legal property documents are those recorded to provide public notice and property rights under Pennsylvania law. They largely affect or establish legal interests and ownership rights in real property. Deeds, liens, foreclosure filings, mortgages, easements, loan documents, court judgments, and rights-of-way are common types of legal property records.
Informational property documents, on the other hand, are essential in determining a property's value, condition, and permitted uses. Unlike legal documents, they do not transfer or affect ownership. Rather, they provide financial and descriptive information about real estate. Common types of informational property records in Pennsylvania include parcel maps, building permits, property tax assessments, zoning classifications, plats, inspection records, property descriptions, and assessed values.

While Pennsylvania property records serve several purposes, here are some of their key functions:

Recorded deeds establish property ownership and ensure legal recognition of sales, inheritance, or gifts.
Besides tracking changes in ownership, historical records are used to track improvements and the assessed values of a property over time.
Property assessment helps in determining value, which is ultimately used for taxation purposes, market analysis, and lending (mortgages).
Property tax records are used in the collection and enforcement of property taxes at the county and municipal levels.

Whether legal or informational, property records in Pennsylvania exist in both modern and historical forms. Most modern (current) records are maintained in digital formats, which you can access online through dedicated portals managed by relevant county offices. On the other hand, older or historical property records typically exist in microfilm, bound, or archival collections and are largely available at the Pennsylvania State Archives or county archives.

Government Sources

Various government agencies share the responsibility of maintaining property records in the Commonwealth of Pennsylvania. Depending on the type of record, here are the major official sources of property records in the state:

County Recorder of Deeds - In Pennsylvania, each county recorder of deeds records and maintains official land documents for real property within their jurisdiction. Such documents typically include deeds, easements, mortgages, satisfactions, liens, and mortgages.
County Assessment Offices - County assessment offices preserve mostly informational property documents or data, which are largely used for taxation and valuation purposes. Such data/documents include property classifications, assessments, parcel data, and assessed values.
Municipal Departments/Offices - These offices keep records of documents, such as building permits, zoning records, and land use, that supplement county-level records.
Register of Wills - The register of wills oversees probate matters that may impact property ownership through estate transfers or inheritance.
Prothonotary - County filings, such as foreclosures, liens, and judgments, that may affect real property are handled by the prothonotary.

Pennsylvania property records date back to the 17th century, but the origins of the Proprietary Land Office may be traced to 1682. Most relevant government agencies in the Commonwealth keep both historical and current records in different formats.

Government sources, such as courthouses, state archives, and county archives, preserve older/historical deeds, tax records, surveys, and land grants in paper files, microfilm, and bound volumes. Access to these documents is largely possible by visiting the appropriate custodial office in person. On the other hand, relevant county government offices maintain current property records in digital formats, which can be accessed online through dedicated official record portals.

Online Access

Most counties in Pennsylvania allow online access to property records through official government portals. While the level of records available in digital formats and the process of accessing them may vary by county, you will typically have to do the following to access property records:

Identify the appropriate county agency and specific official website providing access to the record being sought.
Open the official website, navigate to the records portal, and look for links to the land or property records, and click the appropriate link.
Enter the available search parameter in the relevant field and submit the query. Common search parameters include property address, owner's name, deed book, tax identification number, parcel ID, and page number.
View or download the record once you find it. You may be required to pay certain fees for official or certified copies of a property record.

While the PA Digital Archives may provide access to some historical property records, you may contact the county archives offices to find out whether they also offer remote access to archived property records.

Counties with the most robust property record systems in Pennsylvania and links to their online databases are listed below:

Allegheny County - Land Record Search, Property Assessment Records
Delaware County - Recorder of Deeds Records Search, Assessment Office Records Search
Montgomery County - Recorder of Deeds Records Search, Assessment Office Records Search
Bucks County - Recorder of Deeds Records Search, Assessment Office Records Search

In-Person Access

To access certified copies of property records, older records, or those not yet digitized, you need to visit the appropriate office in the custody of such records in person. However, you must first confirm the county where the property is located to be able to identify the appropriate office.

Record access procedures and availability generally vary by county. Therefore, it is essential to contact a local office and inquire about their office hours and verify whether an appointment is required for in-person services. Depending on the record being sought, here are the local offices to visit for Pennsylvania property records in the county where the property is located:

The County Assessment Office for tax and valuation records
The Recorder of Deeds for deeds, liens, mortgages, and other official land records
Municipal building departments for land use and building permit records
The Prothonotary for court-related property filings.

Commercial Sources

While Pennsylvania property records are accessible online through county government-run record portals, you can consider using a commercial property record services for more convenient and faster access. Instead of checking separate county websites in search of property-related records, commercial property record search platforms offer users the option to search across multiple counties, states, public agencies, and jurisdictions from one centralized database.

Furthermore, sourcing Pennsylvania property records from a commercial record database helps you conduct unlimited searches and allows you to access additional data points beyond public records, such as foreclosure data, sales history, and a property's estimated market value. Commonly available search options across commercial Pennsylvania property records resources include parcel ID, name, property address, email address (where available), and phone number.

What Information Can You Find in Pennsylvania Property Records?

Pennsylvania property records are kept by local offices, including the Assessment Offices and the Recorder of Deeds Offices in each county. Therefore, the data available in each county may vary. However, a typical property record in the Commonwealth will include the following documents or information:

Liens
Ownership history
Tax records
Foreclosure records
Surveys and plat maps
Assessed values
Deeds
Zoning records
Building permit records
Easements and conveyances
Mortgage records
Property details
Legal descriptions and boundary lines

Instant Access to Pennsylvania Property Records

With searchable databases, whether official county platforms or commercial record services, you can quickly access property records without visiting multiple local offices. The following identifiers will allow you to instantly retrieve detailed property records in Pennsylvania through any search system:

Address - Use a property's full address, including street number, street name, and city name, to find tax data, ownership records, and recorded documents.
Name - To quickly find records of properties owned within a particular county, search by the owner's name.
Zip Code - If you are doing market research or investment analysis, consider using zip codes to locate or identify multiple properties within a specific geographical area.
Parcel ID - Parcel IDs assigned by the County Assessment Offices help to identify each property in a locality. Because a parcel ID is unique to a real property, it is the most precise method for instant access to Pennsylvania property records.

Adopting these identifiers as your search methods in Pennsylvania property record lookups may give you quick access to several details, including the following:

Deed records
Owner information
Property tax information
Sales history
Property characteristics
Mortgage records
Zoning data
Building permit records

Types of Property Records in Pennsylvania

The following are the most essential types of property records in Pennsylvania, each serving a specific purpose in the state's property record management system:

Deeds and Conveyance Records

In Pennsylvania, deeds and conveyance records are documents that legally transfer ownership of real property from one party, known as the grantor, to another, called the grantee. Both documents are the bedrock of land records in the Commonwealth, as they establish legal ownership and protect lenders, buyers, and title companies in real estate transactions. Additionally, deeds and conveyance records serve the purpose of providing public notice of property transfers.

A typical deed or conveyance record in Pennsylvania contains information such as the following:

Legal description of the property
Names of the seller (grantor) and buyer (grantee)
Recording date
Purchase amount (consideration)
Instrument number
Signatures and notarization

Here are the common types of real estate deeds in the Commonwealth of Pennsylvania:

General Warranty Deeds - With a general warranty deed, the grantor promises to defend against general claims against the property. General warranty deeds offer the strongest protection.
Quitclaim Deeds - In quitclaim deeds, the grantor transfers all levels of ownership and interest in property to the grantee without any guarantee. While it offers the least protection, it is best for family or corrective transfers.
Special Warranty Deeds - These are the most common in Pennsylvania. They limit guarantees to the grantor's period of ownership only. Special warranty deeds are common in estate and trust transfers and commercial transactions.
Bargain and Sale Deeds - These deeds convey title without any express warranties against encumbrances. In other words, there is no promise of a clear title or indemnity against defects. They are often used in tax sales, foreclosure actions, and other distressed real estate transactions where a property's full lien history cannot be confirmed.

In Pennsylvania, deeds recorded with the County Recorder of Deeds in the county where the property is located are valid and protected against third-party claims.

Property Tax Records

The County Assessment Offices and other local tax authorities maintain property tax records in Pennsylvania. Typical property tax records in the state contain information such as tax classification, assessed value of property, local millage rates, annual property tax amount owed, delinquency status, and payment history.

In Pennsylvania, property tax rates are determined at the local level by counties, municipalities, and school districts. While rates vary by municipality and county, the average across the state is about 1.19% of assessed property value. Property taxes that remain unpaid by property owners may become subject to a tax lien and, if left unresolved, result in a tax sale.

Property Liens and Encumbrances

Property lien records are typically maintained by the County Recorder of Deeds in the county where a property is located in Pennsylvania. Liens and encumbrances are restrictions, legal claims, or liabilities attached to real property, which are capable of affecting the property's marketability. Both must be resolved or cleared before sale or refinancing.

While they are often used together, there is a slight difference between the two. All liens are encumbrances, but not all encumbrances are liens. A lien is a specific type of financial encumbrance or debt-related claim against a property. On the other hand, an encumbrance is a general term that refers to any kind of legal claim on a property. They both limit how you can use a property.

In Pennsylvania, a lien is either voluntary or involuntary:

Voluntary Lien - A voluntary lien is created by choice and is agreed to by the property owner. An example is the mortgage lien that a lender places on your property as collateral for a loan used to purchase the property. The lender may initiate foreclosure proceedings to recover outstanding debt when you fail to make mortgage payments.
Involuntary Lien - An involuntary lien is imposed on a property without the owner's express permission, typically due to unpaid legal obligations or debts. Common types in the Commonwealth include the following:
- Property Tax Lien - This is imposed by the government when owners fail to pay their property taxes. It can result in the sale of their property to recover unpaid taxes.
- Judgment Lien - A judgment lien typically arises from a court judgment in favor of a lender. This means that if individuals lose a lawsuit and the court orders them to pay a debt, the lender can opt to place a judgment lien on their property to recover the debt.
- Mechanic's Lien - When you fail to pay a contractor, supplier, or subcontractor for work done or materials supplied, they can file a mechanic's lien to seek payment for their services.

Easements and Covenants

These are legally binding recorded restrictions found in deeds that affect land use. In Pennsylvania, they are recorded with property deeds and remain attached to the property, even after ownership changes.

Easements - An easement is an intangible, non-possessory right to use another person's land or property for a precise purpose. In other words, an easement grants a third party the legal right to use part of your property for a definite purpose.

In Pennsylvania, an easement is created by a written and signed agreement or by a deed of easement. Common examples of easements include drainage rights, utility easements, shared driveway access, and sewer pipe easements.

Covenants - A covenant is a formal agreement or restriction that runs with the land. It is often found in homeowners' association (HOA) agreements or subdivision documents and imposes restrictions on property use. A Pennsylvania covenant is a promise to do or not to do a particular act with respect to real property. It largely regulates building style, building size, commercial use limitations, and property modifications.

Plats and Surveys

Plats and surveys are legal documents and property maps that define property boundaries and subdivision layouts. In Pennsylvania, plats are typically filed with the County Recorder of Deeds, while surveys can either be filed or retained by surveyors or property owners.

A plat is a map indicating boundaries for multiple parcels from a subdivision. It shows the various divisions, lot numbers, streets, and easements and is often used for development purposes, including urban planning and tax assessment. A Pennsylvania plat map typically provides parcel boundaries and acreage sourced from county assessors. While it shows the intended design of a parcel, it may not reflect the up-to-date conditions after a subdivision is recorded.

On the other hand, a survey provides precise boundary measurements, acreage, and dimensions for a specific parcel, as determined by a licensed surveyor. It shows the exact location of corners, easements, boundary lines, and improvements, such as driveways, fences, and houses. In Pennsylvania, surveys help ensure that new constructions comply with local zoning setbacks.

Building Permits and Regulations

Pennsylvania building permit records are maintained by county planning departments or local municipal offices. They typically include permit application details, inspection reports and approvals, and code compliance documentation. These records cover new construction, structural changes to property, additions, major repairs, and some specialized installations.

The Pennsylvania Uniform Construction Code (UCC), Section 403.42, outlines the various building-related activities requiring a permit. Permits are generally issued by local municipalities enforcing the state's building code (UCC). While the application process may differ by municipality, obtaining a building permit in Pennsylvania will typically require taking the following steps:

Contact the municipality where the property is and determine if they enforce the UCC.
Prepare the required documentation, including a completed UCC Application for Building Permit Form, floor plans, a site plan, and electrical, mechanical, plumbing, and fire protection plans.
Submit your application online, if available, or in person at the local planning or building department, and pay all applicable fees.
The municipal officials will review the plans and application, and if they comply with state construction codes and local zoning, the application will be approved.
Once approved, you will receive permits, which indicate that work may begin.
Schedule inspections with the local building departments at varying phases of the project.
Upon project completion, schedule a final inspection to close out the building permit and obtain a certificate of occupancy.

Property Descriptions and Boundaries

All recorded Pennsylvania deeds include a legal description that precisely defines each parcel. Property descriptions are commonly used in boundary dispute cases, construction projects, title insurance underwriting, and utility installations.

Typically, a legal property description in the Commonwealth may define a parcel using any of the following methods:

Metes and Bounds - This describes the perimeter of a property starting at a point and following courses (directions) to outline boundaries until it closes back to the starting point. It uses linear measurements (metes) with physical markers to establish precise property lines.
Survey Coordinates - These identify the precise location of property corners on a map using numerical data (longitude/latitude). They largely establish boundaries where there are no monuments, providing exact geodetic positions of a parcel perimeter.
Plats System - Also called the lot and block numbers system, this identifies land parcels within a specific subdivision. The description often includes a lot number, block number, name of the subdivision, and the plat book as filed with the County Recorder of Deeds. While a lot is a specific numbered parcel, a block is a group of lots.
Natural Landmarks - Natural landmarks can define property boundaries by referencing fixed, tangible, and permanent monuments like trees, rivers, and rocks to outline a property's perimeter.

Foreclosures

Foreclosure is the judicial process by which a lender forces the sale of a debtor's mortgaged property to recover unpaid debt or outstanding loan balance. In Pennsylvania, this process involves strict notification requirements, including pre-foreclosure, which is a 30-day "Act 6" notice.

Foreclosure records in the state may include notice of intent to foreclose, court judgments, lis pendens filings, sheriff's sale listings, complaints, and deeds issued after sheriff's sale. Depending on which foreclosure record you require, these records are managed by the prothonotary office or the County Recorder of Deeds.

Pennsylvania is a judicial foreclosure state. Hence, all actions typically start with a lawsuit filed with the clerk of courts or the prothonotary. Foreclosure records present potential opportunities in real estate investment and discounted purchase potential.

Understanding Property Ownership in Pennsylvania

In Pennsylvania, property ownership records primarily reveal the current owner of a property, how it was acquired, and any legal issues that could affect future transfers.

Ownership History Records

These records document the transfer of real property from one owner to another over a period of time. In Pennsylvania, property transfers may occur through various means, including real estate sales, gifts between family members, inheritance (via probate), and sheriff's sales following foreclosure. Each County Recorder of Deeds in the state maintains ownership history records for all deeds and conveyance documents recorded within their boundaries.

Reviewing deed records in chronological order from the most recent owner backwards to the first owner can help you build a complete timeline of property ownership. You can review the following to track the ownership history record of any property in Pennsylvania:

Seller (grantor) and buyer (grantee) names
Recorded deeds
Property transfer dates
Stated consideration or purchase prices
Recording dates
Estate-related transfers processed through probate proceedings

What Is the Chain of Title?

This is the chronological sequence of recorded property ownership transfers showing how title has passed from one party or owner to the next. Any deed that was never recorded with the County Recorder of Deeds, contains errors in the legal description, or is improperly executed, can create a gap in the chain of title. A gap or break in the chain often results in unclear ownership history.

A complete chain of title in Pennsylvania is one in which each deed conveying ownership from one owner to the next was properly recorded with the Recorder of Deeds in the county where the property is located. Additionally, it will demonstrate resolution of liens or encumbrances, and you will not find conflicting ownership claims when you conduct a title search.

Real estate attorneys and title companies in Pennsylvania typically perform title searches before closing real estate transactions. A title search is a comprehensive review of land records conducted to verify ownership and identify potential issues, including outstanding liens, judgment claims, unreleased mortgages, covenants, recording errors, and easements.

In real estate transactions, lenders and buyers are usually encouraged to obtain title insurance. Title insurance protects against any financial loss that may result from undiscovered defects in the chain of title that were not detected by a title search. The importance of verifying property ownership in Pennsylvania real estate transactions cannot be overemphasized. It helps buyers ensure that sellers have the legal right to transfer real property while aiding lenders in confirming clear collateral for mortgage loans.

Buying and Selling Property in Pennsylvania

In addition to confirming ownership details through recorded deeds, property records ensure a smoother transfer of titles during real estate transactions. Here are a few other ways property records are being used in Pennsylvania:

Confirming legal descriptions and property boundaries
Verifying the chain of title to ensure there are no defects or gaps
Validating property tax status and tax payment history
Reviewing mortgage balances and repayments
Identifying liens or encumbrances
Verifying that a property has a clear title before a lender approves a mortgage loan

Furthermore, there are certain record types you should review before buying or completing a real property purchase in the Keystone State. These include:

Property Tax Records - Look out for outstanding property taxes and be certain they are resolved before ownership transfers. Otherwise, they can result in tax liens.
Fair Market Value - Compare comps, recent sale history, and assessed value relative to market value to ensure that the purchase price agrees with local market conditions.
Liens - Check for unresolved liens and encumbrances, as they may prevent or delay closing your purchase.
Building History - Review structural modifications, additions, renovations, and code violations, all of which will enable you to assess the real condition of the property.
Title Insurance - If available, this guarantees you protection against ownership defects after purchasing the property.

Disclosure Requirements for Sellers in Pennsylvania

The Pennsylvania Consolidated Statutes, Title 68, Section 7304, requires sellers to disclose known material defects affecting a property, including issues related to the following, during real estate transactions:

Mold or water damage
Legal disputes affecting the title
Structural problems
Structural changes to the property
Plumbing, roof, HVAC, and electrical systems
Pest or termite damage

Why Property Values Are Important

Property values are typically found in deed filings and property sales history. The major valuation methods that affect property records in Pennsylvania are assessments and appraisals.

Property Assessment - A property assessment is the value assigned to real property by the County Assessment Office, solely for property tax calculations. The value may not reflect the current market value. Hence, if people believe their property is over-assessed, they may file a formal appeal through the Board of Assessment Appeals in the county where the property is located.
Property Appraisal - This is an independent opinion of a property's fair market value as determined by licensed appraisers. In Pennsylvania, appraised property values are typically required during real property purchases, refinancing transactions, mortgage approvals, and estate settlements.

Property values generally impact your future tax obligations when you purchase real property in the Commonwealth. They also influence the pricing strategy adopted by sellers in real estate transactions while ensuring that lenders have adequate collateral for mortgage loans before loan approval.

Managing Property Records: Updates and Corrections

Life events such as marriage, divorce, or death, and certain errors, may require updates or corrections to official land records. In Pennsylvania, such updates and corrections are typically handled in the county where the property is located.

Common errors in property records include incorrect legal descriptions, misspelled names, incorrect parcel numbers, and missing signatures. You can take the steps below to correct an error in a Pennsylvania property record:

Contact the Recorder of Deeds in the county where the initial document was recorded.
File a corrective deed or re-record the document, depending on the error you intend to correct.
Pay the recording fees.

Address your correction request through the County Prothonotary if the request involves court-related errors, such as foreclosure filings or judgment liens. For assessment errors, contact the County Assessment Office. You may also have to file a formal appeal with the county's Board of Assessment Appeals.

How you update official land records in Pennsylvania after life events depends on the specific event:

For marriage, record a new deed reflecting joint ownership with the County Recorder of Deeds in the county where the initial document was filed. Marriage does not automatically update property ownership records.
For divorce, the divorce decree often details property division. If your spouse is awarded ownership, you need to execute and record a new deed. Where there are mortgage obligations, you either formally address the situation or refinance the mortgage.
When a property owner dies, the case passes through probate and is handled by the county's Register of Wills and Orphans' Court. Upon probate completion, a new deed transferring ownership to beneficiaries must be recorded with the County Recorder of Deeds.

Designated Offices for Property Records Update in Pennsylvania

County Recorder of Deeds - Responsible for recording ownership transfers, corrective instruments, new deeds, and lien releases.
Prothonotary - Manages court judgments that affect property.
County Assessment Offices - Handles updates or corrections involving ownership listings and property classifications for tax purposes.
Register of Wills - Oversees probate-related property transfers.

The Role of Local Government and Courts

Pennsylvania property records are maintained at the local level, where the following key government offices and courts play distinct roles:

County Recorder of Deeds - Each Recorder of Deeds Office in the state handles deeds, restrictive covenants, mortgages, easements, and mortgage satisfactions within their jurisdictions.
County Assessment Offices - Responsible for determining assessed values for taxation purposes. Each County Assessment Office in Pennsylvania maintains property classifications, assessed property values, parcel ID numbers, property characteristic data, and ownership listings (for tax billing).
Register of Wills and Orphans' Court - Oversees probate proceedings when property ownership changes due to the owner's death. The court handles validation of wills, estate administration, appointment of executors, and property transfers to heirs or beneficiaries.
Prothonotary or Clerk of Courts - Manages court filings that may affect real property, which are essential when performing thorough title searches. Such filings typically include civil disputes involving property, foreclosure filings, writs of execution, and judgment liens.
Municipal Offices - Several municipal government offices in Pennsylvania perform varying roles in the state's property record management system. They largely handle building permits, inspection approvals, code enforcement, land development applications, and zoning classifications.

How to Ensure Data Privacy for Property Records

Most government records in Pennsylvania, including property records, are considered public documents and are accessible under the state's Right-to-Know Law. This means members of the public can access documents maintained by the County Assessment Offices and those recorded with the Recorder of Deeds. Publicly accessible data may include deeds, assessed values, owner names, lien filings, legal property descriptions, and mortgage documents.

However, certain limitations exist to protect privacy and prevent potential misuse of personal information. For example, bank account numbers and Social Security numbers in property records are often not disclosed. Similarly, certain personal identifiers may be redacted from new property record filings.

While complete privacy of ownership is not guaranteed, consider doing the following to minimize your exposure to fraud that relies on property records in Pennsylvania:

Monitor your property records regularly to confirm that no unauthorized deeds have been recorded.
Enroll for a title monitoring service, which will alert you to lien recordings, new filings, and attempts at ownership transfers.
Be cautious when sharing property ownership information online.
Unless required, avoid including personal information, such as personal phone numbers or email addresses, in recording documents.
Secure your physical mailbox since the mailing address in your property records is part of public records.
Consider shredding old documents containing sensitive information from property records once they are no longer in use.
If you suspect any fraudulent activity using information from your property records for malicious purposes, notify your local law enforcement promptly and contact the County Recorder of Deeds.