Clerk’s Office
The Harris County Clerk records, maintains, and provides access to many of the county documents residents, property owners, businesses, attorneys, and researchers need. This article explains the Clerk’s main responsibilities, the online record systems, certified and non-certified copy options, office locations, payment methods, appointment rules, and practical steps for avoiding delays or requesting records from the wrong department.
Clerk Office Responsibilities
The Harris County Clerk’s Office maintains several distinct categories of public and restricted records. Its responsibilities include recording real property transactions, maintaining indexes of recorded documents, issuing marriage licenses, filing assumed name certificates, and providing eligible applicants with birth and death certificates. The office also keeps records for the Harris County Civil Courts at Law, Probate Courts, Commissioners Court, and several miscellaneous personal-record filings.
Common records and services handled by the Clerk include:
Deeds and other real property documents
Marriage licenses and informal marriage records
Birth and death certificates
Assumed name certificates for unincorporated businesses
County Civil Court at Law case records
Probate court records
Commissioners Court records
Military discharge records
Maps, condominium records, and plats
Miscellaneous personal records
Personal financial statements and certain ethics filings
These records are not all searched, ordered, or filed through the same department. A deed request belongs with the Real Property Department, while a probate case request belongs with the Probate Department. Birth certificates, assumed names, and military discharge records generally fall under personal-record services. Identifying the record category before searching or visiting an office can prevent a request from being sent to the wrong desk.
Online Document Search
The Clerk’s Document Search Portal provides access to several record categories from a single starting point. Available sections include marriage licenses, probate records, county civil records, real property documents, maps and condominiums, assumed names, miscellaneous personal records, animal brands, conflicts of interest, foreclosures, Commissioners Court records, and bids.
Users may search some records without purchasing a copy, but an account is required to buy documents through the portal. The account also supplies the email address used for delivery of purchased electronic copies.
Choosing the Correct Category
Begin with the type of document rather than the name of the person or business involved. Similar names can appear in several databases, and searching the wrong category may produce no results even when the Clerk has the document.
For example, a deed should be searched under real property records rather than miscellaneous personal records. A probate estate belongs in the probate section, while a civil lawsuit filed in a County Civil Court at Law belongs in the county civil section. An assumed business name should be searched through the assumed names database.
Useful Search Information
The information needed depends on the record system. Before opening a search, collect as many identifying details as possible. Useful details may include:
The full names of the parties shown on the document
The approximate filing, recording, marriage, or case date
A file, instrument, volume, page, or case number
The grantor or grantee name for real property records
The subdivision, lot, block, unit, tract, or legal description
The court or case type for civil and probate records
The business name and owner name for assumed name filings
Names should be entered as they were likely recorded. A search may fail when a middle name, suffix, business designation, or spelling differs from the recorded index. When a broad search produces too many results, narrow it with a date range, document type, case number, subdivision, or another available field.
Accounts and Online Purchases
To purchase a certified or non-certified copy online, create an account, log in, locate the document, add it to the shopping cart, and complete the payment process. The copy is then emailed to the address associated with the account.
Confirm that the account email address is accurate before submitting payment. The portal’s delivery process depends on that address, and a typing error can prevent the purchaser from receiving the document.
Certified and Non-Certified Copies
The correct copy type depends on how the document will be used. A non-certified copy is generally a reproduction of the record. A certified copy includes certification by the Clerk that the copy corresponds to the record maintained by the office.
Non-Certified Copies
Non-certified copies purchased through the portal are available without the watermark shown on some online document images. After the user locates the record and completes the online purchase, the copy is delivered by email.
Non-certified copies may be appropriate for research, personal files, property review, or situations in which formal certification is not required. The person requesting the document should confirm the receiving agency’s requirements before choosing this option.
Certified Electronic Copies
Certified copies can also be purchased through the portal and delivered electronically. However, certified copies purchased online do not include a raised seal. Some courts, agencies, lenders, title companies, foreign authorities, or other recipients may require a certified copy bearing a raised seal.
Before ordering online, ask the organization receiving the document whether an electronically certified copy is acceptable. If a raised seal is required, the request should be handled in person or through the applicable order and payment process rather than through the standard online purchase.
Copy Charges
The Clerk’s annex service information provides the following copy charges:
Certified paper copies: a $5 certification fee per document plus $1 per page
Certified electronic copies: a $5 certification fee per document plus $1 for up to 10 pages and $0.10 per page for each page over 10
Non-certified paper copies: $1 per page
Non-certified electronic copies: $1 for up to 10 pages and $0.10 per page for each page over 10
Certification is charged per document. A request containing several separately recorded documents may therefore involve more than one certification fee.
Real Property Records
The Real Property Department records documents related to land and property transactions and maintains an index of recorded documents. Users may search the dedicated real property records database by several fields, including file number, film code, recording date, grantor, grantee, trustee, subdivision, instrument type, volume, page, section, lot, block, unit, abstract, outlot, tract, reserve, or description.
Real property images are available in the online system from November 1, 1960. A document that was recently processed for recording may take one to two business days to appear in the search inquiry.
Grantor and Grantee Searches
A grantor is generally the party transferring an interest, while a grantee is generally the party receiving an interest. Searching the wrong field can prevent the expected document from appearing. When the user is uncertain how a party was indexed, separate searches under both fields may help identify the recording.
Business names should be searched using the recorded legal name when known. Individual names may appear with initials, middle names, suffixes, former names, or spelling variations.
Legal Description Searches
Street addresses are not the only way property documents are identified. Recorded instruments commonly use legal descriptions involving subdivisions, lots, blocks, units, tracts, abstracts, or reserves. Information from an earlier deed, title document, tax record, or survey may help narrow the search when a name search produces many results.
Online Record Limitations
The online database is a search and access tool, but it does not constitute the official repository of the county’s real property records. State-law redactions may affect certain instruments, and the online version may not display the complete or unaltered contents maintained in the official real property records.
If an image is unavailable, incomplete, difficult to read, or absent from the database, the user may need to submit a copy order request or visit the appropriate department. The same approach applies when an older record predates the available online images.
Release of Liens
Release of lien documents may be filed in person or by mail with the Real Property Department. Annex offices can accept releases of liens for filing, but the reference information states that recording may take five to seven business days because the work must be delivered to the downtown office.
A release should not be confused with proof that an underlying debt was paid. The Clerk records documents presented for filing but does not determine the legal effect of a lien, release, deed, or other instrument. Questions about document preparation or legal consequences should be directed to an appropriate qualified professional rather than Clerk staff.
Marriage and Vital Records
The Clerk issues marriage licenses and maintains marriage records. Marriage license services are available at the downtown office and annex locations identified by the Clerk. The office also provides certified copies of qualifying birth and death records.
Marriage License Records
A marriage license record can be searched through the Document Search Portal. A person seeking a copy should distinguish between applying for a new marriage license and ordering a copy of an existing marriage record. These are separate services with different procedures.
The Clerk’s main website provides access to marriage license applications, marriage-record copy services, instructions for an absent applicant, and information about keepsake marriage license documents. The official Clerk website is the appropriate starting point for the current service pages and forms.
Birth and Death Certificates
Birth and death certificates are vital records and are not treated as unrestricted public records. Requests may be made by immediate family members identified in the Clerk’s annex information, including the person named on the record, parents, grandparents, a legal spouse, siblings, or children. Valid identification is required.
Because access is restricted, searching a name in a public document portal does not replace the application and identity requirements for a certified birth or death certificate. Applicants should use the Clerk’s vital statistics application and provide the required identification through the applicable ordering method.
Assumed Names and Personal Records
The Clerk files assumed name certificates for unincorporated businesses and withdrawals of assumed names. An assumed name, commonly called a DBA, records the business name, ownership information, and business address supplied in the filing.
Applicants should select the form that corresponds to the number of owners. The Clerk provides separate forms for different ownership counts and separate withdrawal forms. Filing an assumed name with the County Clerk does not replace any other licenses, tax registrations, permits, or legal requirements that may apply to a business.
Military Discharge Records
DD-214 military discharge documents may be filed in person or by mail with the Personal Records Department. Annex offices can accept these documents, but filing may take five to seven business days because documents accepted at an annex must be delivered to the downtown office.
Military discharge records contain sensitive personal information. A person seeking to file or obtain such a document should work directly with the Personal Records Department and follow its access procedures.
Civil and Probate Records
The County Clerk maintains files for the Harris County Civil Courts at Law and Probate Courts. These records are separate from real property documents and should be searched through the appropriate court-record category.
County Civil Records
County Civil Court at Law records involve civil cases maintained by the Clerk for those courts. A case number is the most precise search identifier when available. Party names and approximate filing dates can also help locate a case.
Do not confuse a county civil case number with a real property file number or recording number. A lawsuit concerning property may be found in a civil court system, while a deed, lien, or release is found in the real property records system.
Probate Records
Probate records may involve estates, guardianships, and other matters filed in the county’s probate courts. Searches should use the probate section of the portal, not the county civil section. Names, case numbers, and filing dates can help narrow the results.
If the requested probate document cannot be located or viewed online, the Probate Department accepts requests through its order and payment process and through in-person or mail service.
Annex and Downtown Services
The Clerk operates a downtown office and multiple annex locations. Available annex services include marriage licenses, assumed names, release of liens, qualifying vital records, military discharge filings, and access to certain public records contained in the Clerk’s computer database.
Not every service is available at every annex. Services that are not included in the Clerk’s annex service list are handled at the downtown office. Before traveling, users should review the official office information or submit a question through the Clerk contact form.
Appointment Requirements
Appointments are generally no longer required for most Clerk services. The appointment page states that appointments remain necessary for maps and condominiums and for acknowledgment of paternity requests. The Clerk’s appointment reservation system allows users to select the applicable department and reserve one of these services.
A scheduled customer who decides to walk in should inform the clerk upon arrival so the appointment schedule can be updated.
Preparing for an Office Visit
Before visiting, prepare the information needed to identify the record or complete the filing. Depending on the transaction, this may include:
A case, instrument, file, volume, or page number
Full names of the parties
An approximate filing or recording date
A completed application or order form
Valid identification for restricted vital records
The number and type of copies requested
Confirmation that a raised seal is required
An accepted form of payment
Users filing a document should confirm that it is complete before presenting it. Clerk employees record and maintain documents but do not prepare legal instruments or advise customers about how a document should be written.
Payment Methods
For in-person transactions, the Clerk accepts U.S. currency, checks, money orders, cashier’s checks, business checks, qualifying personal checks, and major credit cards. Accepted cards include MasterCard, Visa, Discover, and American Express.
Checks and money orders must be payable to the Harris County Clerk, drawn on a bank located in the United States, and payable in U.S. currency. Personal checks used in person must have a local street address and require proper identification and supervisor approval.
Requests by Mail
Cash should not be sent through the mail. Mail requests may be paid by check, money order, cashier’s check, or business check. Personal checks are not accepted through the mail.
Credit cards may also be used for mail requests. The Clerk states that a 4% surcharge applies when a credit card is used through this payment method.
Phone, Fax, and Email Requests
Copy requests submitted by phone, fax, or email may be paid with MasterCard, Visa, Discover, or American Express. A 4% surcharge applies to credit card payments made through these request methods.
The correct request channel depends on the record category. Personal and property records, county civil records, and probate records use different departmental processes. Sending a request to the department responsible for the record reduces the risk of delay.
Missing Images and Search Problems
A document may be difficult to locate because the search category, date, name format, or identifying number is incorrect. It may also be absent from the online image collection, recently recorded but not yet reflected in the inquiry, or available only through the official departmental files.
Search Adjustments
When a search produces no result, try reasonable variations supported by the available fields:
Remove a middle name or initial
Search a former or alternate name
Reverse the grantor and grantee fields
Expand the date range
Search by file, instrument, volume, or page number
Use subdivision, lot, block, tract, or abstract information
Confirm that the correct civil, probate, marriage, assumed name, or property category was selected
If the record is located but the image cannot be viewed, the user may submit the appropriate order and payment form or visit the department responsible for the record.
Ethics and Financial Statements
The Clerk serves as the filing authority for personal financial statements submitted by specified county officeholders, judges, candidates, and department heads. The Clerk’s ethics filing system provides access to lobbyist registration information, conflicts-of-interest filings, personal financial statements, and related filing functions.
Annual personal financial statements are generally due April 30 and cover the preceding calendar year. If the deadline falls on a weekend, the filing date moves to the following business day. Eligible filers may request a 60-day extension, but the extension request must be submitted during the 60-day period before the deadline.
Different deadlines apply in certain election-year and appointment situations. Candidates who must file before a primary election cannot receive an extension for that filing deadline. New appointees to major agencies or statewide elected offices must file within 30 days of appointment, and new executive directors of state agencies must file within 45 days. The initial deadlines described for those appointees do not permit extensions.
Financial statement forms must be complete, including notarization, before they are presented for recording. Clerk employees cannot assist with preparing the document. Electronic files larger than 5 MB must be delivered in person.
Clerk and Election Services
The County Clerk is also identified as Harris County’s Chief Election Official, but election information and many election-related inquiries are handled through the county’s election system. Voter registration is managed by the Harris County Tax Assessor-Collector and Voter Registrar, while election schedules, vote centers, mail-ballot information, sample ballots, and election results are provided through Harris Votes.
This distinction matters because a request involving a deed, marriage license, civil case, or probate record belongs with a Clerk records department, while a question about voter registration, voting locations, ballots, or election dates belongs with the appropriate election authority.
Relevant Clerk Departments
Harris County Clerk
201 Caroline, Suite 310
Houston, TX 77002
(713) 274-8600
County Civil Courts at Law Department
201 Caroline St., 3rd Floor, Suite 300
Houston, TX 77002
(713) 274-1330
Real Property Department
201 Caroline St., 3rd Floor, Suite 320
Houston, TX 77002
(713) 274-8680
Personal Records Department
201 Caroline St., 3rd Floor, Suite 320
Houston, TX 77002
(713) 274-8686
Probate Department
201 Caroline St., 8th Floor, Suite 800
Houston, TX 77002
(713) 274-8585
Public Records Department
201 Caroline St., 3rd Floor, Suite 310
Houston, TX 77002
(713) 274-6390
Commissioners Court Department
1001 Preston St., 6th Floor, Suite 610
Houston, TX 77002
(713) 274-1300
Records Archive Department
11525 Todd Street, Suite 300
Houston, TX 77055
(713) 274-9691
Clerk FAQs
Can I file county civil or probate documents online?
Yes. The Harris County Clerk provides separate electronic filing options for County Civil Courts at Law and Probate Courts. E-filing is used to submit documents in an existing or new court matter; it is different from searching for previously filed records or purchasing copies. Before submitting anything, confirm the correct court, case type, party names, and case number when one has already been assigned. Visit the official Harris County Clerk website and select the appropriate civil or probate e-filing service. Filing in the wrong court or attaching a document to an incorrect case may delay review.
How do I make a Public Information Act request?
The Clerk’s website includes a dedicated Public Information Act request option. This process is separate from ordering an ordinary copy of a deed, marriage record, civil case filing, or probate document. When submitting a request, describe the records clearly, identify a relevant date range, and name the department or activity involved when known. A narrow, specific description generally makes it easier for the office to identify responsive records.
Where do liquor license filings begin?
Applicants can begin through the “Apply for a liquor license” service listed on the Clerk’s official website. These filings may involve documents connected with Texas Alcoholic Beverage Code requirements. Review the current instructions before visiting or submitting paperwork, because the Clerk records the applicable documents but does not determine whether an applicant qualifies for a license. Make sure names, business information, property details, and signatures match the supporting application materials.
Where are campaign finance reports found?
Campaign finance reports are handled separately from the Clerk’s ethics system for lobbyist registrations, conflicts-of-interest filings, and personal financial statements. Candidates and other filers seeking contribution and expenditure reports, campaign treasurer appointments, or related election filings should use the official Harris County election information website. Choosing the election filing system instead of the general document portal helps avoid searching an unrelated database.