Recording and Filing Documents
Contact Info

ATTENTION CUSTOMERS - 7/6/20 UPDATE: Office Operations & Service Changes During COVID-19 --- (Open for Details..)

ATTENTION CUSTOMERS Office Operations & Service Changes During COVID-19 (updated 7/6/20)
Due to growing COVID-19 concerns, and in continuing to align with directives from the Governor’s Office and Los Alamos County, beginning Monday, July 6th, and until further notice, all in-person services and transactions are suspended.  

Customers are highly encouraged to continue to stay safe, a
nd conduct business remotely by computer or phone whenever possible, and limit in-person transactions to urgent matters… (Read Full News Release here...)

  • In-Person services - suspended (contact office for urgent matters)
  • Drop-Off services available Monday-Friday, 8 a.m. - 5 p.m. - via Drop-Box
  • Assistance available by phone at (505) 662-8010, by fax (505) 662-8008 or by email at clerks@lacnm.us
  • Assistance available by mail to 1000 Central Avenue, Suite 240, Los Alamos, NM 87544
  • Various Online services provided on the County Clerk website:

    ONLINE RECORDS PORTAL
    Use the link above to search the index of records.
    Need a copy of a record, download, complete and submit Document Request Form 

    ONLINE PROBATE & MARRIAGE RECORDS & SERVICES PORTAL
    Use the link above to search probate & marriage records, or apply online for a marriage license.

    NMVOTE.ORG
    Use the link above to register to vote, apply for an absentee ballot, or view other election related info.

    During this emergency situation, ensuring the health and well-being of the public and staff is a top priority. We appreciate your support and understandingWe are here to help you navigate these challenges together. 

    If you need immediate assistance, or have any questions or concerns, please call County Clerk Naomi Maestas at (505) 709-0402.



     

    ATTENTION CUSTOMERS Office Operations & Service Changes During COVID-19 (updated 7/6/20)
    Due to growing COVID-19 concerns, and in continuing to align with directives from the Governor’s Office and Los Alamos County, beginning Monday, July 6th, and until further notice, all in-person services and transactions are suspended. Customers are highly encouraged to continue to stay safe, and conduct business remotely by computer or phone whenever possible, and limit in-person transactions to urgent matters… (Read Full News Release here...)

    • Recording and Filing Services:
      • In-Person - suspended
      • Drop-Box - between 8 a.m. - 5 p.m., items may be submitted for recording or filing via the drop-box outside our office, items will be processed & returned via mail
      • Mail - items may be submitted for recording or filing via mail, items will be processed & returned via mail
      • e-Recording items may be submitted for recording or filing via a third-party e-Recording agency, items will be processed & returned electronically
    • Search of and/or Copies of Records:
      • In-Person - suspended
      • Online - search the index of records using our Online Records Portal 
      • Drop-Box / Phone / Fax / Email / Mail - between 8 a.m. - 5 p.m., simple search requests may be submitted via the drop-box outside our office, or via phone, fax, email or mail - to expedite the process, please use a Document Request Form - staff will review and contact the requester as needed - requested items will be sent via mail or email, where applicable - see Document Copy & Record Information tab below for more info




    DOCUMENT FILING REQUIREMENTS

    Documents submitted for recording are processed during regular business hours
    8:00 a.m. to 5:00 p.m., Monday thru Friday 

    • Property must be identified with Grantor (seller) and Grantee (buyer). On Deeds, grantor(s) must sign document.
    • A complete legal description is required for transfer of property. Contact the County Assessor’s Office at (505) 662-8030 If you do not know the legal description. Street addresses will not be accepted.
    • Notary information must be complete. Signature, date, seal and expiration date is required. (NMSA 14-8-4)
    • 1” x 4” space is required for the recording label. If space is not available, an additional page will be required.
    • The following fees must be included (NMSA 14-8-15), we accept: cash, check or money order payable to the Los Alamos County, along with:VIsa MC log

        $25.00 per document, with 1-10 index entries
    $25.00 for each additional block of 10 index entries 

    If recording in person-bring the original document, certified copy of the original, OR duplicate with affidavit, to the County Clerk’s Office, located at 1000 Central Avenue, Suite 240, Los Alamos, New Mexico, 87544, during business hours. If your document meets all of the requirements and you pay the appropriate fees, your document will be recorded in the order it was received. We advocate that you try and avoid recording during our busiest times (3:30-4:30 p.m. every day). Once the document is scanned and the image is verified, our office will return the original back to you.

    If submitting documents by mail–please include a check or money order for the appropriate amount, please see our recording fee schedule. Make checks payable to: Los Alamos County, and mail the document along with payment to the Los Alamos County Clerk’s Office,1000 Central Avenue, Suite 240, Los Alamos, New Mexico, 87544. Once we have received your document(s) and payment, we will determine if it will be accepted or rejected. If it is rejected, your document and payment will be mailed back to you unrecorded with an explanation of why it was rejected. Accepted documents will follow the procedure as stated above.

    FEE SCHEDULES

    Recording Fees:

    Recording fees are statutorily established. Los Alamos County may reject documents for incorrect fees. If you have additional questions regarding fees,please call our office at (505) 662-8010.Please see our fee schedule for a detailed explanation of the various fees to file and record documents in our office.

    IMPORTANT NOTICE: Effective July 1, 2019, our office will charge recording fees in accordance with the NEW Recording Fee Schedule. Please take some time to review the new schedule, and call our office should you have any questions.


    Plat & Boundary Survey Copy Fees:

    Copies of a Plat or Boundary Survey up to 24" x 36" in size may be purchased for $9.00 per page. Copies of a Plat or Boundary Survey up to 11" x 17" in size may be purchased for $1.00 per page.

    Other Plats are sold at various rates depending on the size. Please see our Plat Copy Fees for more details.

    DOCUMENT COPY & RECORD INFORMATION

    How to View Index information for a Recorded Document:

    To view record index information online, please visit our Online Records Website.


    How to Request a Copy of a Recorded Document:

    Copies of recorded documents may be obtained in person, by mail, by e-mail or phone. The fee for a regular copy is $1.00 per page.The fee for a certified copy is $1.00 for the certification and seal, and $1.00 per page of the document.  

    PLEASE NOTE: Record requests are normally fulfilled within 24 hours, 
    however, complex requests may require additional time.

    One or more of following information is needed to locate the record on file:

    • Name of the Grantor/Grantee
    • Document Number
    • Book & Page
    • Date of Recording
    • Type of Document 


    In-Person Requests:

    Los Alamos County Clerk
    1000 Central Ave,Suite 240
    Los Alamos, NM 87544

    Mail Requests:
    Download, complete and send a Document Request Form.

    Enclose a check or money order made payable to "Los Alamos County" for the appropriate amount. Be sure to write a reference point like the document #, or Book & Page number on your check or money order. Mail to: Los Alamos County Clerk,1000 Central Ave,Suite 240, Los Alamos, NM 87544


    E-mail Requests:
    Send e-mail to clerks@lacnm.us, be sure to write a reference point like the document #, or Book & Page number.  A staff member will contact you to obtain credit card information, you will then need to send an e-mail authorizing the office to charge your card.  Once this has been done staff can then e-mail the documents to you.  


    Phone Requests:
    Call (505) 662-8010

    DOCUMENT FILING TIPS

    Preventing Rejected Documents

    Help prevent your documents submitted for recording from being rejected. Please follow these guidelines to prevent the delays associated with the return of rejected documents.

    Before submitting your recordings, please make sure:
                    

    Fee
    Fees are Correct

    Recording fees are statutorily established. Los Alamos County may reject documents for incorrect fees. Please see our fee schedule for accurate calculation.

    Quality
    Quality of Document is Good and Text is Readable

    Please remember that bad originals produce poor public records. Documents that are illegible will be rejected. Documents that are somewhat illegible may be accepted and will be marked with a note.

     

    houseDeeds Contain a Valid Grantee Address
    Deeds should include a notation of the legal (mailing) address of the grantee. This address is used to determine where tax statements should be mailed after a property is sold. Submitter should verify the accuracy and completeness of such address before recording a deed.

    Ruler
    Sufficient Space for Recording Label

    Please provide sufficient space to place a 1” x 4” label containing the recording information. If there is not sufficient space on the first page of the document, an additional page will be required. Plats also have specific legal requirements for size and paper.

     

    checkbook
    Checks are Payable to the “Los Alamos County ” or “LAC"

    If checks are made out to the wrong party, the check along with all documents attached to it will be rejected and returned to the submitter.

     

    sign
    Checks are Signed

    Unsigned or stale dated checks, along with all documents attached thereto, will be rejected and returned to the submitter.

      

    notary
    Notary Seals are Darkened

    Embossed seals on documents will not show up on the image if they are not darkened or “inked.” Submitter's should ensure all embossed seals are visible before submitting for recording.


    Not sure if your document meets our guidelines, please call our office at (505) 662-8010.

    HOMEOWNER ASSOCIATION INFORMATION

    Attention Homeowner Associations:

    Pursuant to the Homeowner Association Act, every homeowner association in New Mexico is now required to file a “Notice of Homeowner Association” with the County Clerk of the county in which the association is located.

    The deadline to file such notice is June 30, 2014, for an association organized prior to July 1, 2013. Associations organized after July 1, 2013, shall record such notice no later than thirty (30)days after the date on which the association's declaration is recorded. Click here for more information...

    HELPFUL LINKS & FAQ'S - DOCUMENT REQUEST FORM

    Creating a User Account
    We now offer the ability for registered users to define a FraudSleuth profile. To create a personal profile, click on the Create New User Account button on the main Login Page.
     
    Online Records Website
    Use this website to search the index of documents that have been recorded in the County Clerk's Office. This includes deeds, mortgages, judgments, liens, ordinances, etc.
     
     
    Recording FAQ
    Still have questions about Recording & Filing, read the Frequently Asked Questions for more information.
     
    Common Real Estate & Title Terminology
    The following is a list of common terminology used in the Real Estate and Title industry.
     
    Document Request Form
    Use this form to make a request for a recorded document.


    Deeds

    One of the primary services of the Los Alamos County Clerk’s Office is to keep the real estate records
    of Los Alamos County in a current and accurate state, to run an efficient office, 
    and give our customers the best and most courteous 
    service possible.

    PUBLIC NOTICE: Please keep in mind, recorded documents are kept as permanent records,
    and become part of the public record and are subject to inspection and disclosure.

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    • SEARCHES: Our office is not licensed or bonded to conduct detailed real estate searches. Please contact a local Abstract or Title Company. However, on request, our office will instruct persons on how to perform real estate title searches in our office. The Los Alamos County Clerk’s Office will not assume liability for searches conducted by others. There is no charge to search records on file in this office.

    • LEGAL ADVICE: Our office cannot give legal advice on whether or not the documents being recorded are correct, complete or legally sufficient. Please contact an attorney for legal verification.

    • FORMS: Our office does not provide forms, you may purchase them at any office supply store, or download forms from various websites via the internet.

    • DOCUMENT LEGIBILITY: Please remember that the documents that are being recorded are permanent records, and must be legible and reproducible after it has been scanned and filmed. We thank you for your cooperation in permanently recording and archiving your documents.

    • OTHER ASSISTANCE: Our office will assist in any other possible way. Our office is here to record and file documents as public records and maintain these records for future use


    Web-page Disclaimer - A Word of Warning 
    Despite our good faith efforts to be accurate, this page and our data may contain inadvertent errors. Please email us immediately if you notice an error. Also, please remember that website information is not a substitute for researching the law or for the advice of a competent attorney.