New for 2023
● The Clerk-Recorder's Office Is Moving, October 23, 2023! Click here for more information.
● Customer Survey - We would like to hear from you!
IN-PERSON SERVICES
The Clerk-Recorder’s Office is open for in-person customer service with or without an appointment. While we are open for walk-in customers for the majority of our services, Passport remains by appointment only. Please click here to book an appointment.
To protect the health and safety of our staff and customers, masks continue to be strongly recommended indoors by all members of the public in all County facilities regardless of vaccination status.
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For Marriage license and ceremonies please click here.
- Birth, Death, and Marriage records in-person appointment.
Please Note:*** If the event took place within a four-week period, the record is unavailable. You may pay for the record and we will mail it once it is uploaded into our system. ***
*** Most documents should be issued same day EXCEPT if the image is poor, or document is illegible, then it will be mailed to the address indicated on application. ***
*** LNR/Single Status: Two searches are allowed per appointment. If more is needed then, they must be mailed to our office for processing. ***
*** Amendments/Corrections: It takes four weeks for amendments and/or corrections to be uploaded in our system after it has been filed at the state office. Please let us know if the document was amended and should have a second page. ***
***Due to the timeframe of appointments, all genealogy requests must be mailed to our office with the appropriate fee****
- Passport Services in-person appointment.
- Recording services (Maps Only) in-person appointment.
Please Note: If you have Real Property documents to record, no appointment necessary.
- Business Filings (FBN, Notary Oaths, CEQA)/Official Record copies: email to [email protected], or schedule an in-person Appointment.
REMOTE SERVICES
Birth, Death and Marriage Certified Copies
Birth, death and marriage records can be requested through the mail, drop box, or online through the VitalChek service. A completed sworn statement in addition to a notary acknowledgment is required. Completed requests will be sent through the US mail within four to six weeks.
Vital Records copy request forms and information.
Marriage License & Ceremony Services
Services are only available if either one or both of the parties are resident(s) of Santa Clara County and both parties must be within California.
Marriage License forms and information
If you have general questions, email us at [email protected].
Real Estate Recording
Documents sent through the mail and received through our drop box will be reviewed and recorded within ten business days if it meets all recording requirements. The original will be mailed out within six to eight weeks.
If you have general questions about recording documents and fees, email us at [email protected]
Note: We do not carry real estate recording forms and we do not give legal advice. For copies of recorded documents, please see Business Filings & Official Record Copies. For questions relating to Propositions 19 & 58, please contact the Santa Clara County Assessor's Office.
Passport Services
Note: Passport Appointments are available on a rotational 60 day period. Please understand that Passport Appointments are highly popular and limited. If no appointments are available, please check back periodically for cancellations and new dates, as the appointment calendar opens up.
You may consider alternative passport processing locations for appointments.
Business Filings & Official Record Copies
Fictitious Business Filings (FBN) and Official Record Copy requests will continue to be accepted either via mail, drop box or email. However, you may now make an appointment for these services.
If you have general questions and official record copy requests, email us at [email protected] .
Fictitious Business Names forms and information.
Official Record copy information.
Note:
If you submit/submitted your request via our online, self-service portal, you will need to make an appointment to come in to the office and finalize the process. At your appointment, please bring your ID and payment with you.
Notary Oaths and Filings
Notary filings will continue to be accepted through the mail or our drop box. However, you may now make an appointment for these services.
Access Notary Oath filing information.
If you have general questions, email us at [email protected].
CEQA Filings
CEQA filings will continue to be accepted electronically if it is under the ten-page limit.
General CEQA information.
You can also search a list of CEQA filings.
If you have general questions, email us at [email protected].
Grantor/Grantee Index
The Clerk-Recorder's Office can send out a daily .csv file OR a monthly .csv file that contains all the recordings for the past 30 days by email. These files will include date, document number, grantor/grantee, document titles(s), and transfer tax paid. To receive these emails, please submit a request by email to [email protected] with the subject line of "Request for Recorded Documents Report" to be reviewed and added to our email list. For any other research requests, please email to [email protected] with the subject line of "Research Request".
DROP BOX SERVICE
For your convenience, we have a drop box located inside at the County Government Center at 70 W. Hedding Street by the main entrance of the Clerk Recorder's Office.
- Ensure that your material is packaged in an envelope or secure packaging.
- Remember to include your payment. Check out the fee schedule for fees. If you are unsure of the amount, please state on your check a not-to-exceed amount (NTE $) on the memo line.
Contact Us
Telephone: 408-299-5688
Email: [email protected]
In Person:
70 West Hedding Street
1st Floor, East Wing
San Jose, CA 95110
Hours:
The Clerk Recorder’s Office is open to the public for remote services, onsite for select services by appointment only and via the drop box. Click here to book an appointment.
Our Mission
Secure, preserve, and make accessible, the county's vital, business, and official records through maximized use of technology; while working together in the pursuit of excellence in customer service.
Contact Us
70 West Hedding Street
1st Floor, East Wing
San Jose, CA 95110
Main Phone: (408) 299-5688
Email: [email protected]
Parking
Please park in Visitor Parking to avoid a parking ticket.