Transfer property ownership in Cuyahoga County. Calculate transfer fees, conveyance fees, and recording costs. Submit deeds, mortgages, and other real estate documents.
The Cuyahoga County Transfer and Recording Division handles all property transfers and document recordings within Cuyahoga County, Ohio. Operating under the Fiscal Officer's Office, this division combines functions previously distributed among the County Auditor, Recorder, and Engineer's offices to create a streamlined process for real estate transactions. Every property sale, deed transfer, or document affecting real property in Cuyahoga County must be processed through this division.
When real property changes ownership in Ohio, the transaction must be documented and recorded to become legally effective against third parties. The transfer process involves multiple steps, each designed to ensure accurate record-keeping, proper tax collection, and protection of property rights for all parties involved.
A properly executed transfer establishes the new owner's legal rights to the property, updates tax records so bills are sent to the correct owner, provides public notice of the ownership change, and protects the buyer's investment by creating an official record.
The Transfer and Recording Division performs several essential functions in the real estate transfer process.
When property is sold or otherwise conveyed, this division reviews all transfer documents for completeness and compliance, calculates and collects applicable conveyance fees, verifies legal descriptions match existing records, updates ownership information in county systems, ensures proper auditor endorsement on conveyance documents, and coordinates with the Recorder's Office for document recording.
Once transfers are approved, documents are recorded to create the permanent public record. The division ensures documents meet recording standards, assigns recording information (book and page or instrument number), maintains the official record of all real property documents, and provides copies and certifications upon request.
Accurate ownership records are essential for property tax administration. After recording transfers, the division updates the ownership name and address for tax bills, coordinates with the Appraisal Department on value updates if needed, ensures tax bills are sent to the correct parties, and maintains historical ownership information.
Multiple fees apply when transferring property in Cuyahoga County. Understanding these costs helps buyers and sellers budget appropriately for their transaction.
Ohio imposes a conveyance fee on most property transfers. In Cuyahoga County, the total conveyance fee rate is approximately $4.00 per $1,000 of the sale price or property value (0.4%). This rate includes both the state mandated portion and any county permissive tax.
To calculate the conveyance fee, multiply the sale price or property value by 0.004. For example, a home selling for $250,000 would incur a conveyance fee of $1,000. The conveyance fee is typically paid by the seller (grantor), though parties may negotiate otherwise. The fee is collected before the deed can receive the auditor's endorsement required for recording.
Documents must be recorded with the Recorder's Office after receiving the auditor's endorsement. Recording fees are $34.00 for the first two pages (includes Ohio Housing Trust Fund contribution), with additional pages at $8.00 each. Most deeds are two pages, so the standard recording fee is $34.00.
The Auditor's endorsement stamp is required on all conveyance documents before recording. This stamp confirms that conveyance fees have been paid, the legal description is accurate, and the transfer has been entered into county records.
Beyond the transfer and recording fees paid to the county, buyers and sellers typically incur additional costs including title insurance premiums, settlement or closing fees, attorney fees if applicable, prorated property taxes, and mortgage-related costs for buyers financing the purchase.
Proper document preparation is essential for successful transfer processing. While the Transfer and Recording Division reviews documents, they cannot provide legal advice or prepare documents for you.
The Ohio Supreme Court has determined that document preparation constitutes the practice of law. For this reason, transfer documents should typically be prepared by a licensed attorney familiar with Ohio real estate law, a title company's escrow or closing department, or in some cases by the parties themselves using proper forms (though this carries risk of errors).
The Transfer and Recording Division cannot recommend specific attorneys or title companies, but can answer questions about document requirements and processing procedures.
All deeds and other conveyance documents must include the grantor's (seller's) full legal name matching title records, the grantee's (buyer's) full legal name, a complete and accurate legal description of the property, a statement of consideration (the sale price or value), a proper granting clause appropriate to the deed type, the grantor's signature which must be notarized, and a delivery address for future tax bills.
Ohio requires specific forms to accompany conveyance documents. The DTE 100 (Statement of Conveyance of Homestead Property) is required for transfers of residential property and includes information about the sale price, financing, and whether the property qualifies for owner-occupancy benefits. The DTE 100EX (Exempt) is used when the transfer qualifies for conveyance fee exemption. A school district income tax affidavit may be required for residential properties in school districts with income taxes.
Understanding the different types of transfers helps you identify what applies to your situation.
A warranty deed provides the strongest protection for buyers. The seller guarantees that they own the property and have the right to sell it, that no undisclosed liens or encumbrances exist, and that they will defend the buyer's title against future claims. Most standard sales use warranty deeds.
A quitclaim deed transfers whatever interest the grantor has without any guarantees. These are commonly used between family members, to clear up title issues or add/remove spouses, and in situations where the relationship between parties reduces the need for warranties. Quitclaim deeds transfer between parties but don't guarantee the grantor actually owns anything to transfer.
When property is transferred by an executor, administrator, trustee, or other fiduciary, a fiduciary deed is used. These transfers require documentation showing the fiduciary's authority to act, typically letters of authority from probate court, trust documents, or court orders.
Ohio allows property owners to designate beneficiaries who will receive property automatically upon death, avoiding probate. This is accomplished by recording a Transfer on Death Designation Affidavit during the owner's lifetime. Upon death, the beneficiary records an affidavit with the death certificate to transfer title.
Property held with right of survivorship passes automatically to the surviving owner(s) upon death. When one owner dies, the survivors record an affidavit of survivorship with the death certificate to remove the deceased owner from title.
Some property transfers are exempt from all or part of the conveyance fee. Common exemptions include transfers between spouses (for no consideration), transfers to or from government entities, security instruments (mortgages) which secure debt rather than transfer ownership, certain interfamily transfers, court-ordered transfers, and transfers by nonprofit organizations for charitable purposes.
To claim an exemption, you must complete form DTE 100EX documenting the basis for the exemption. The Transfer and Recording Division reviews exemption claims and may reject claims that don't clearly qualify.
Here's what to expect when transferring property in Cuyahoga County.
Work with your attorney or title company to prepare the deed and required forms. Ensure all information is accurate and complete, including the legal description, names, and consideration amount.
All grantors must sign the deed, and their signatures must be notarized. Some transactions also require grantee signatures. Complete all required forms including the DTE 100 or DTE 100EX.
Submit the deed and forms to the Transfer and Recording Division. Staff will review the documents for completeness, verify the legal description, calculate the conveyance fee, collect the fee (unless exempt), and apply the auditor's endorsement stamp.
After obtaining the auditor's endorsement, submit the deed to the Recorder's Office for recording. Pay the recording fee and receive the recorded document with its official recording stamp showing the book and page or instrument number.
The county updates its property records to reflect the new ownership. The new owner will begin receiving tax bills at the address provided.
The Transfer and Recording Division is located in the Cuyahoga County Administrative Headquarters at 2079 East 9th Street in Cleveland, Ohio. Visit the Fiscal Officer's website for current hours and contact information. Many questions can be answered by phone, and some forms are available for download online.
The conveyance fee in Cuyahoga County is approximately $4.00 per $1,000 of the sale price (0.4% or 4 mills). For a $200,000 sale, the conveyance fee would be $800. This fee is typically paid by the seller but can be negotiated between parties.
By Ohio custom, the conveyance fee is typically paid by the grantor (seller). However, this is negotiable and can be paid by either party or split between them as agreed in the purchase contract. The fee must be paid before the deed can receive the auditor's endorsement.
The auditor's endorsement is an official stamp placed on conveyance documents confirming that transfer taxes have been paid and the transfer has been reviewed. Ohio law requires this endorsement before a deed can be recorded. Without it, the Recorder's Office cannot accept the document.
Yes, several types of transfers are exempt including transfers between spouses for no consideration, transfers to or from government entities, mortgages (which are security instruments, not conveyances), certain interfamily transfers, and court-ordered transfers. You must document the exemption on form DTE 100EX.
Most property transfers require DTE Form 100 (Statement of Conveyance of Homestead Property) which documents the sale price, parties, and other transfer details. If the transfer is exempt from conveyance fees, use form DTE 100EX instead. Some school districts also require a school income tax affidavit.
While you can prepare your own deed, it's generally not recommended. The Ohio Supreme Court considers document preparation to be the practice of law. Errors in deeds can create significant title problems. Most people use a real estate attorney or title company to prepare transfer documents.
For in-person submissions with complete and correct documents, the auditor's endorsement can often be obtained the same day. Recording typically occurs the same day or next business day. The complete process from document submission to recorded deed can take 1-3 business days under normal circumstances.
If your deed is rejected, you'll receive an explanation of the deficiency. Common reasons include missing or improper notarization, incorrect legal descriptions, missing required forms, or unpaid fees. Correct the issues and resubmit. Significant errors may require preparing a new deed.
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