Finding Property Deeds and Vehicle Titles

Property deeds and vehicle titles are the legal documents that establish ownership of real estate and vehicles. Without them, transfers are complicated. This guide explains where these documents are typically kept, how to obtain copies if originals are missing, and what to do with them.

Property Deeds

What a deed is

A property deed is the document that transfers ownership of real estate from one party to another. The deed is recorded with the county recorder's office (or register of deeds) when the property is purchased or transferred. The original deed may be at home, but the county always has a recorded copy.

Finding the original deed

Original deeds are typically kept with important papers at home:

Home safe or fireproof lockbox
Filing cabinet (under the property address, "real estate," or "home")
Safe deposit box at the bank
With the attorney who handled the original purchase

Getting a copy from the county

Even if the original deed can't be found, a certified copy can be obtained from the county recorder's office in the county where the property is located. You can search online property records on most county websites — search "[county name] recorder" or "property records." Many counties allow certified copy requests in person, by mail, or online. Fees are typically $10–$25.

The county record is the authoritative source for deed information — you'll use this to confirm how the property was titled (sole owner, joint tenants, etc.) before initiating a transfer.

What to look for on the deed

Grantees: The names of the owners — look at exactly how ownership is described (e.g., "Jane Smith and John Smith, as joint tenants with right of survivorship" vs. "Jane Smith and John Smith, as tenants in common")
Legal description: The formal property description needed for any transfer
Type of deed: Warranty deed, quitclaim deed, grant deed, etc.

Vehicle Titles

What a vehicle title is

The Certificate of Title (the "pink slip") is the legal document establishing ownership of a vehicle. It's issued by the state DMV and lists the owner(s), the vehicle identification number (VIN), and any lienholder (lender).

Finding the vehicle title

Common locations:

In the vehicle's glove compartment (a common place people store it — though not ideal for security)
With important papers at home — filing cabinet, safe, desk
With the lender (if the vehicle is financed, the lender may hold the title)

If the title can't be found

A duplicate title can be obtained from the state DMV where the vehicle is registered. You'll need:

The VIN (Vehicle Identification Number) — found on the dashboard and on the vehicle registration card
Death certificate
Your authority documentation (letters testamentary or proof of relationship)
A duplicate title application form and fee (typically $10–$25)

Electronic liens

Some states use an electronic lien and title (ELT) system where the lender's lien is recorded electronically rather than on the physical title. In these states, the physical title may be clean (no lien visible) even if there's an outstanding loan. Contact the state DMV to confirm whether there's an electronic lien on the vehicle.

Property Tax Records

Property tax records (maintained by the county assessor or treasurer) confirm property ownership and assessed value — useful for the estate inventory. Search "[county name] assessor" online to find the property tax records for any real estate in the county.

Documents to Gather: 30-Day Checklist

Within the first 30 days of estate administration, try to locate:

Deed(s) for all real estate — or certified county copies
Vehicle title(s) for all vehicles
Boat documentation (if applicable)
Property tax bills (to confirm addresses of all properties)
Mortgage statements (to confirm lender information)
Property insurance declarations pages
Vehicle registration documents

For the complete document-finding guide, see our searching for documents guide. For how to transfer property after finding the deeds, see our articles on transferring real estate after a death and vehicle title transfer after a death.