What information do I need to request a deed copy from the register of deeds (like book and page)? – South Carolina
Short Answer
In South Carolina, the Register of Deeds (or Clerk of Court in some counties) can usually pull a recorded deed quickly if the request includes the county where it was recorded and the recording reference (book and page or instrument/document number). If book and page are not available, the office can often locate the deed using the grantor/grantee names and an approximate recording date, or sometimes a property identifier used by that county. If the online image is unreadable, asking for a re-scan or a certified copy is often the most reliable way to get a clear, legible copy.
Understanding the Problem
What information must be provided to a South Carolina Register of Deeds to obtain a clearer copy of a recorded deed when the online image cannot be read? The issue usually comes up when a recorded deed includes a hard-to-read exhibit (such as a map page) and a clearer copy is needed for a file review. The practical question is which identifiers let the recording office locate the exact instrument quickly and deliver a readable copy in the format requested.
Apply the Law
South Carolina counties maintain official land records and provide copies of recorded instruments. A deed is typically indexed and recorded in a county office (often the Register of Deeds; in some counties, the Clerk of Court performs recording functions). The most direct way to locate a deed is to provide the recording reference the office assigned when it was recorded—commonly a book and page reference, and in many counties also an instrument or document number. South Carolina law also recognizes that recorded instruments are endorsed with a certificate showing the date and the book and page where recorded, which is why those details are commonly used to retrieve the document.
Key Requirements
- Correct county and recording office: The request must go to the county where the deed was recorded (and to the correct office for that county’s land records).
- Recording locator (best option): Book and page, and/or the instrument/document number, if available.
- Backup identifiers (if book/page is unknown): Grantor and grantee names as indexed, an approximate recording date range, and any county-specific property identifier the office accepts for searching.
What the Statutes Say
- S.C. Code Ann. § 30-5-200 (Certificate on recorded instruments) – Provides that once an instrument is recorded, the recording official endorses a certificate showing the date and the book and page where recorded.
Analysis
Apply the Rule to the Facts: Here, the caller already has the deed book and page reference, which is typically enough for the Register of Deeds to pull the exact recorded deed without needing a name search. Because the online image is too unclear to read (especially a map page), requesting a clearer copy from the recording office is a practical next step, and arranging delivery by fax is one common way offices provide copies when email or portal downloads are not workable.
Process & Timing
- Who requests: Any member of the public (including a law firm staff member). Where: The Register of Deeds (or Clerk of Court) in the South Carolina county where the deed was recorded. What: Request a “copy of recorded deed” and provide the recording reference (book/page and/or instrument number). If the issue is legibility, request a re-scan of the specific pages/exhibits if the office offers that. When: During the office’s business hours; turnaround varies by county and workload.
- Office locates the record: With book/page (or instrument number), the office can usually retrieve the exact image quickly. Without it, the office may need a grantor/grantee index search, which can take longer and may require a date range.
- Delivery and payment: The office provides the copy by the available method (pickup, mail, email, portal download, or fax, depending on county practice) and collects any applicable copy/certification fees under local practice.
Exceptions & Pitfalls
- Wrong county (or wrong office): Deeds are recorded where the property is located; sending the request to the wrong county is a common reason for delays.
- Indexing name mismatch: If book/page is not available and the request relies on names, small differences (middle initials, entity suffixes, spelling) can cause a missed search result. Providing multiple name variations and an approximate recording date range helps.
- Exhibits and map pages: Some deeds include plats, surveys, or multi-page exhibits that may have been scanned faintly. Asking specifically for the exhibit page(s) to be re-scanned (or requesting a certified copy) can avoid receiving the same unreadable image again.
Conclusion
In South Carolina, the most useful information for requesting a deed copy from the Register of Deeds is the county where it was recorded plus the recording reference—usually book and page (and, if available, an instrument/document number). If book and page are not available, the office can often search by grantor/grantee names and an approximate recording date. The next step is to submit a copy request to the correct county recording office and ask for a clearer re-scan or certified copy of the specific unreadable pages.
Talk to a Real Estate Attorney
If a recorded deed image is too unclear to read and a clearer copy is needed to confirm legal descriptions, exhibits, or chain of title, our firm has experienced attorneys who can help identify the right recording references, coordinate with the correct county office, and keep the review moving on the right timeline.
Disclaimer: This article provides general information about South 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 South Carolina attorney.
