The Clerk Recorder Office services can be accessed through remote services, in-person appointments, and our drop box.

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 Applications

Passport applications are not accepted or processed at this time.

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.

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 Postings

CEQA postings 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 postings.

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".

IN-PERSON SERVICES (By Appointment Only)

To protect the health and safety of our staff and customers, masks must be worn by all members of the public in all County facilities regardless of vaccination status. All visitors to our office are required to wear a face covering regardless of vaccination status.

  • Vitals (Birth, Death, and Marriage copies and services) and Recording services (Real Estate documents)(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****

  • Business Division Filings (FBN, Notary Oaths, CEQA)/Official Record copies:  email to [email protected], or schedule an In-person Appointment.

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 Information Booth and outside, near the former main entrance to the building.

  • 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 $) in the memo.

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.

Mode of transportation
70 West Hedding Street , 1st Floor, San Jose, CA 95110

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