Deeds and Records

Baldwin County AL deeds and records are maintained through the Baldwin County Judge of Probate Recording Division, which records, indexes, preserves, and provides public access to permanent documents, primarily real estate records. Residents, property owners, buyers, researchers, and other users can search recorded documents online, view deed and mortgage indexes, locate documents by party name or recording information, request copies, review recording fees, and monitor new real property filings. This article explains how Baldwin County deed records are organized, how the official search systems work, what information helps locate a document, and what to expect when recording or requesting copies.

Deeds and Records Office

The Baldwin County Judge of Probate Recording Division is responsible for recording, indexing, and preserving permanent public documents. Its work centers primarily on real estate records, including deeds and mortgages. The division also maintains public viewing stations for people who need access to recorded documents in person.

According to the county's Recording Division information, deed and mortgage indexing is available from 1899, beginning with Book 1, through the present. Documents within that collection can be viewed and printed through the county's online records system.

Recording a document and searching for a previously recorded document are separate tasks. A deed that has already been accepted and recorded becomes part of the official records maintained by the Probate Office. Someone researching that deed can then use the online system or provide recording information to the office when requesting a copy.

Official Online Record Search

The primary online resource is the Baldwin County Judge of Probate Deeds and Records search. The system allows users to select among Deeds and Records, UCCs, and Marriages, so anyone researching real estate documents should confirm that the department is set to Deeds and Records before entering search terms.

The quick-search interface supports searches for several types of information:

Grantor or grantee names
Subdivision information
Document type
Document number
Recorded date

The search page also provides preset recorded-date periods, including the last 24 hours, three days, one week, two weeks, one month, three months, six months, and one year. These date options are useful when the approximate filing period is known but an exact recording date is not.

The online records displayed by the system have a certification-through date shown on the search page. Users researching very recent transactions should pay attention to that date because it identifies the point through which the online official-record data has been certified.

Index Search Versus Full Text

The quick-search system offers two different search scopes: Search Index Only and Search Index & Full Text (OCR). The distinction can significantly affect the results.

Index-only searching looks at information that has been indexed for the recorded documents. When two or more words are entered, the system searches for each word individually. This option is useful when searching structured information such as a party name, subdivision, document type, or document number.

The full-text option searches document contents in addition to indexed information. When multiple words are entered in this mode, the system searches the words as a phrase. This can help when the needed wording appears in a scanned document rather than in an indexed field.

Because full-text searching depends on OCR, or optical character recognition, an unsuccessful text search does not necessarily mean a document does not exist. Names and identifying recording information remain especially useful for locating older documents or scans that may not produce the expected OCR text.

Advanced Deed Searches

Users who know more about the document can move beyond quick search and use the official advanced records search. The advanced interface provides separate fields that can narrow deed and other real estate record searches more precisely.

Party Name Searches

The advanced search provides fields for party names, grantors, and grantees. A grantor is generally the party conveying an interest reflected in the recorded document, while the grantee is the party receiving that interest. Separating the two can be useful when a broad name search produces too many records.

The interface displays the name format as last name followed by first name. Researchers should use the recorded names associated with the transaction rather than assuming a current owner's name will necessarily appear on an older deed.

Recording Date Range

A custom recorded-date range can be entered in the advanced search. This is more useful than the quick-search presets when the researcher knows approximately when a transaction occurred. The date fields use the MM/DD/YYYY format.

Recorded date should not be confused with the date a deed was signed or the date of a sale. For records research, the recorded date is the date associated with the document's entry into the county's official records system.

Document Numbers and Book Pages

The advanced system accepts individual document numbers as well as document-number ranges. It also includes book and page fields. These identifiers can be particularly valuable because the Recording Division also uses instrument numbers and book-and-page information to locate recorded documents for copy requests.

If a deed reference appears in another recorded instrument, retaining that book and page or document number can make subsequent research considerably more focused than beginning with a broad owner-name search.

Legal and Subdivision Fields

Additional advanced-search criteria include subdivision and legal information. The interface provides fields identified as Legal Section, Legal Condo, and Legal Search. These tools can help distinguish records involving similarly named parties or properties when appropriate legal-description information is available.

Deed and Mortgage Records

The county states that indexing for deeds and mortgages extends from 1899, beginning with Book 1, to the present. These indexed records can be viewed and printed through the county website.

Deeds and mortgages may be connected to the same real estate transaction, but they are separate recorded instruments. A deed documents the conveyance reflected in the filing, while a mortgage has its own recording information and applicable tax and recording calculations. Researchers should not assume that locating one automatically identifies every related instrument.

When a deed and mortgage are recorded simultaneously, Baldwin County applies separate calculations for the deed and mortgage. According to the county's fee schedule, mortgage tax is calculated on the mortgage amount when applicable. The deed tax is calculated on the portion of the sales price exceeding the mortgage amount when the mortgage is made to a taxable entity and mortgage tax is collected.

Information Needed for Copies

The Recording Division allows copies of recorded documents to be requested by mail with a written request and appropriate fees, or obtained by coming into the office. The county advises providing recording information to expedite an order.

Useful identifying information includes:

Instrument number
Book and page number
Recording date
Name of the individuals associated with the document
Approximate date the document was recorded

Providing an instrument number or book-and-page reference is particularly useful because it identifies the recorded document more specifically than a general name search. If those numbers are not known, the online search can be used first to locate the relevant entry.

The county's official recording fee schedule states that copies of recorded documents are $1 per page. The fee must be received before the office can send the copy. A certified copy carries an additional $3 charge.

Regular and Certified Copies

A regular copy and a certified copy should not be treated as interchangeable. The Recording Division specifically identifies an additional certification charge for certified copies. A person requesting a document should determine what type of copy is required for the intended purpose before placing the order.

The online system can also be useful for viewing and printing available documents when an office-issued certified copy is not needed.

Recording a New Deed

Recording a new deed involves requirements beyond simply locating an existing record. Baldwin County accepts documents for recording at all four courthouse locations Monday through Friday from 8:00 a.m. to 4:30 p.m., except designated holidays.

The Recording Division does not provide blank deed forms. Anyone presenting a prepared deed should review the county's stated recording requirements and applicable taxes and fees before submission.

Required Address Information

Baldwin County states that deeds and mortgages must show the buyer's and seller's addresses. Both documents must also identify the person who prepared the document with the following information:

Name
Title
Address

Missing required information can create problems at the recording stage, so the document should be reviewed for the county's stated recording elements before it is presented.

Real Estate Sales Validation

The county identifies the Real Estate Sales Validation Form as a document that must be filed in accordance with Alabama Code Section 40-22-1. The official Real Estate Sales Validation Form requests information about the grantor, grantee, property, transaction date, and property value.

The form includes fields for the grantor's name and mailing address, grantee's name and mailing address, property address when available, date of sale, and either the total purchase price or actual value as applicable.

The form instructions state that if the conveyance document presented for recording already contains all of the required information referenced by the form, filing the separate form is not required.

Purchase Price and Actual Value

For a sale, the total purchase price means the total amount paid for the real and personal property conveyed by the instrument offered for recording. When property is not being sold, the form provides for reporting actual value. The instructions identify an appraisal by a licensed appraiser or the assessor's current market value as possible evidence of actual value.

The form also identifies documentary evidence categories such as a bill of sale, appraisal, sales contract, closing statement, or other documentation. It states that recording that documentary evidence is not required.

Recording Fees and Taxes

Recording costs depend on the document and transaction. The county's published schedule includes several components that may apply to deeds and mortgages.

For deeds and related real estate filings, the schedule identifies:

Deed tax of $1 per $1,000, with up to $500 calculated at $0.50

Mortgage tax of $1.50 per $1,000, or $0.15 per $100, when applicable

Recording fee of $3 per page

Data processing fee of $5 per instrument

Archive fee of $5 per instrument

Extra-name fee of $1 per name after two

Mineral tax of $0.15 per acre when the grantor is reserving minerals not previously reserved, with a $1 minimum

The county also provides an official recording fee calculator. The calculator includes entries for mortgage tax, deed tax, page fees, data processing, archive fees, and additional grantor or grantee fees.

Because the total can vary with the transaction value, number of pages, number of parties, and other filing details, users should rely on the county's applicable fee schedule and calculator rather than assuming that every deed has the same recording charge.

Accepted Payment Methods

The Recording Division accepts cash, certified checks, and money orders. Personal or business checks are accepted only when the payer has a physical presence in Alabama. The county instructs people using such checks to include a telephone number and Alabama address on the check.

Electronic Document Recording

Baldwin County began offering electronic recording for certain documents on October 16, 2019. The county's electronic recording information explains that electronic submissions are handled through approved vendors and placed into a queue for Probate Court staff review.

The county anticipates accessing electronic-recording queues at 8:30 a.m. and 1:00 p.m. during a scheduled workday. Only one queue is worked at a time. Once a queue session has been completed, that session closes until the next scheduled session.

Submission Does Not Equal Recording

Uploading a document electronically does not mean that the document has been recorded. Probate Court staff must review the filing to determine whether it can be accepted and whether the correct recording fees and taxes are being paid.

If the document is accepted, verification is issued and the document is recorded. If it is rejected, a rejection notice is issued. Users therefore should distinguish the time of electronic submission from the time the document is actually accepted into the official records.

Documents Excluded From eRecording

The county states that the following documents are not accepted for electronic recording:

Bonds
Estate claims
Partnership documents
Corporation and LLC documents
Maps
Wills and codicils

These exclusions matter when selecting a filing method. The existence of electronic recording does not mean every document handled by the Probate Court can be submitted electronically.

Business Entity Filing Changes

The Recording Division states that, beginning January 1, 2021, Articles of Organization and similar business entity documents—including LLC, LLP, corporation, nonprofit corporation, and amendment filings—must be sent directly to the Alabama Secretary of State.

After receiving a stamped copy from the Secretary of State, the document can be recorded with the county. The county states that regular recording fees apply, identified in the notice as $13 for the first page and $3 for each additional page. County recording of the stamped business filing is not required.

This procedure is distinct from recording a real estate deed. Users should avoid selecting the Deeds and Records system merely because a business name appears in a transaction; the type of document being filed determines the appropriate process.

Property Fraud Alerts

Property owners can also use the county's official Property Alert service to receive email notifications when a personal name, entity name, or selected keyword is used in a real property filing within Baldwin County. The service is provided free of charge in connection with the Judge of Probate.

There are two methods for creating an alert. A user can create a custom keyword alert by entering a name, multiple names, or another keyword, or locate a document first and create an alert using information associated with that document.

An alert may notify the user when a filing associated with the chosen criteria is recorded, including filings such as tax liens or releases. The alert service is designed to help users notice potentially fraudulent claims or transactions involving real property records.

Limits of Property Alerts

A property alert is a notification service, not a determination that a filing is valid or fraudulent. The county's service disclaimer states that information is provided on an as-is and as-available basis and places responsibility on users to assess the completeness, accuracy, and reliability of retrieved information.

The county also states that it assumes no liability for failing to provide a property owner or other interested party with requested notice of recorded information. Property alerts therefore should not be treated as a replacement for reviewing the official record when a transaction or ownership issue requires verification.

Common Record Search Problems

Searching the Wrong Department

The official records system can search Deeds and Records, UCCs, or Marriages. A deed search performed under a different department may not produce the expected result. Confirm the department selection before changing names, dates, or other search criteria.

Using Only Current Owner Names

Historical records may be indexed under parties involved in an earlier conveyance. When a current name does not produce the needed deed, grantor and grantee searches tied to the relevant transaction can provide a more precise approach.

Confusing Transaction and Recording Dates

The advanced system searches recorded dates. The date a sale occurred or a document was prepared may differ from the date the document was recorded. A search range that is too narrow can therefore miss the filing.

Ignoring Instrument References

Instrument numbers and book-and-page references are among the information the Recording Division uses to locate copies. When those references are available from a prior deed, mortgage, or record search, they should be preserved for future retrieval.

Expecting Every Document Online

The county reports deed and mortgage indexing beginning in 1899. Researchers working with records outside the stated indexed period should not assume the same online search coverage applies.

Treating eRecording as Acceptance

Electronic submission places a document in a review queue. It does not guarantee that the Probate Court has accepted or recorded it. The accepted verification is the relevant indication that the electronic document passed review and was recorded.

Department List

Baldwin County Probate Office — Bay Minette

220 Courthouse Square
Bay Minette, AL 36507
251.937.0230

Baldwin County Probate Office — Fairhope

1100 Fairhope Avenue
Fairhope, AL 36532
251.990.4637

Baldwin County Probate Office — Foley

201 East Section Avenue
Foley, AL 36535
251.972-6846

Baldwin County Probate Office — Robertsdale

22251 Palmer Street
Robertsdale, AL 36567
251.970-4098

Deeds and Records FAQs

Why can’t I find a recently recorded deed online?

A very recent filing may not appear immediately in the searchable database. The Baldwin County Judge of Probate search page displays a “Certified through” date, which shows how current the certified online records are. If the deed was recorded after that date, the online database may not yet include it. Before assuming a deed was not recorded, compare the expected recording date with the certification date shown on the official Baldwin County records search. For a recent transaction, it can also help to search a wider recorded-date range rather than using only the date the deed was signed or the closing occurred.

How should names be entered in an advanced deed search?

The advanced search displays party-name fields in “LASTNAME FIRSTNAME” format and provides separate options for party, grantor, and grantee searches. If a general name search returns too many results, using the grantor or grantee field can narrow the records to the person's role in the transaction. Try the name as it would have appeared when the document was recorded, especially when researching an older conveyance, marriage-name change, business ownership, or property that has changed hands several times. The official advanced records search also allows names to be combined with recorded dates, document types, book and page references, subdivision information, and legal-search fields.

Is a Real Estate Sales Validation Form always required?

Not necessarily. Baldwin County states that the Real Estate Sales Validation Form is not required as a separate filing when the conveyance document itself contains all information required by the form. When the separate form is needed, it requests details such as the grantor and grantee, mailing addresses, property address when available, date of sale, and purchase price or actual value. Users preparing a deed for recording should review the county's official Real Estate Sales Validation Form to determine which information must be supplied.

Can I tell from an electronic submission that my deed is officially recorded?

No. An electronic submission first enters a Probate Court review queue. County staff must review the document for acceptance and verify applicable recording fees and taxes. The deed becomes recorded only after it is accepted and recording verification is issued. A submission receipt by itself should therefore not be treated as proof that the deed is part of the official county record.