Simple Guide to Conducting a Title Search: DIY Before Hiring a Title Company

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Simple Guide to Conducting a Title Search: DIY Before Hiring a Title Company

Sanil Subhash Chandra Bose
Investor · King of Prussia · Member since 2022 · 46 posts · 26 votes

Some of my recent posts on title searches have sparked a lot of interest, so I decided to put together a simple guide to help those of you looking to conduct your title searches. The goal is to give you a practical way to shortlist properties before bringing in a title company.

Why Start with a DIY Title Search?

I’m not a title company, but I’ve learned that doing a preliminary search can save you a lot of money, especially when looking at many properties. This guide will walk you through the steps of conducting your search so you can narrow it down to your top three choices. Once you have your shortlist, I recommend hiring a professional title company to handle the detailed due diligence.

What’s in the Guide?

The guide breaks down the process into easy-to-follow steps, using public records to find property details, liens, legal cases, and more. It’s designed to help you understand the property’s status without immediately incurring the costs of hiring a title company for every property you're considering.

I hope this helps you save some time and money as you build your portfolio. Feel free to reach out if you have any questions or tips!

Looking forward to hearing your thoughts!

Disclaimer

I am not a title company, and I strongly recommend hiring a professional title company to perform thorough due diligence. While this guide provides a detailed procedure for conducting a property title search, its purpose is to help you avoid the significant expense of conducting title searches on hundreds of properties. Use this guide to conduct initial searches yourself, narrow down the list to your top three properties, and then engage a title company to perform a comprehensive search on those shortlisted properties. This approach ensures that you get expert validation while managing your costs effectively.

Title Search Procedure for Different Counties in the US

This guide explains the process of conducting a title search for properties across various counties. It is suitable for beginners or data analysts who have no prior experience with title searches.

Step-by-Step Procedure

1. Start with the Property Address

  • Information Required: The complete property address.
  • Objective: To find the relevant county and Parcel Number (Parcel ID) associated with the property.

2. Find the Property of records

  • How to Search:
    • Use Google to identify the county where the property is located.
    • Example search query: "Property of records, county name, State, County".
  • Example: If the property is in Pennsylvania, you can search: "Montgomery County PA property records".
  • Outcome: Determine the county where the property is located.

3. Find the Parcel Number

  • Where to Search:
    • Go to the County Property Recorder’s website or Tax Claim Bureau for the identified county.
    • Use the public access system available on the website to conduct your search.
  • How to Search:
    • Enter the property’s street number (e.g., for "520 East Basin Street," enter "520").
    • Enter the street name (e.g., "East Basin", or “E-Basin”) separately if required by the system.
    • Select the Suffix as “ST” for street, “DR” for drive etc.
  • Outcome: Obtain the Parcel Number (Parcel ID) for the property.

4. Search the County’s Recorder of Deeds

  • Purpose: To locate liens, deeds, mortgages, and other claims attached to the property.
  • How to Access:
    • Use Google to find the Recorder of Deeds for the specific county by searching for phrases like "Montgomery County PA recorder of deeds".
    • On the website, find the public access system for property and lien information.
  • Account Setup:
    • You may need to create an account by providing your email address, username, and password.
    • Follow the registration instructions, which may involve providing your name and other contact details.

5. Search for Liens and Other Property Records

  • Search Methods:
    • By Parcel ID: Enter the Parcel ID to find the most accurate results.
    • By Owner's Name: Optionally, search by the property owner's first and last names to verify details.
  • Outcome: Obtain a list of documents related to the property, such as liens, mortgages, and deeds.

6. Search the County’s Prothonotary Office

  • Purpose: The Prothonotary office handles all legal cases related to property, including court judgments, liens, and other legal actions.
  • How to Access:
    • Use Google to find the Prothonotary system for the specific county by searching for phrases like "Montgomery County PA Prothonotary public access".
    • Access the public search system available on the website.
  • Search Methods:
    • By Parcel ID: Use the Parcel ID to search for related legal cases.
    • By Owner's First and Last Name: Cross-reference any legal actions involving the property owner.
    • By Property Address: Search using the address of the property to find related cases.
  • Case Search:
    • Check the Docket: In the Prothonotary system, search the docket to find all cases associated with the property.
    • Count Cases Individually: Review each case listed in the docket to identify and count all legal actions against the property.
  • Outcome: Retrieve detailed information on legal cases, liens, judgments, and any active legal disputes that may affect the property.

7. Understanding the Types of Documents/Statuses

When reviewing the results, you will encounter several types of documents. Below is a list of the most common record statuses and their meanings:

  • Deed: This document shows the transfer of ownership from one party to another. It can reflect sales, transfers between companies, or changes in ownership structure.
  • Mortgage: A legal document outlining a loan secured by the property. It indicates that the property was used as collateral for a loan.
  • Satisfaction of Mortgage: This document certifies that the mortgage has been paid off and the lien has been satisfied.
  • Mortgage Release: Similar to a Satisfaction of Mortgage, this document shows that the mortgage lender has released the lien from the property.
  • Sheriff’s Deed: A type of deed issued after a property is sold at a sheriff’s sale, typically due to foreclosure.
  • Lien: This is a legal claim or hold on the property to secure payment of a debt.
  • Tax Lien: A lien imposed by the government for unpaid property taxes.
  • Judgment Lien: A lien placed on the property as a result of a court judgment.
  • Quitclaim Deed: A deed transferring any interest the grantor may have in the property without any warranty of title.
  • Lis Pendens: A notice of pending legal action against the property that may affect ownership.
  • Foreclosure Notice: A document indicating the property is in the foreclosure process.

8. Verification and Cross-Referencing

  • Check the Status: Ensure the records retrieved are accurate and up to date.
  • Cross-Reference Information: Double-check by searching both the Parcel ID and Owner's Name to confirm consistency.
  • Review Multiple Liens: Look for any unsatisfied liens or additional encumbrances.

9. If You Encounter New Statuses

  • Search Online for Definitions: If you come across unfamiliar document statuses or terms, search Google using queries like "Mortgage Release meaning" or "Lis Pendens definition".
  • Verify Through County Websites: Many county Recorder of Deeds websites provide definitions or explanations for various document types.

Additional Notes

  • Using Google for Searches: Start by searching Google for the property records or Recorder of Deeds in the relevant county. Example queries:
    • "Montgomery County PA property records"
    • "Montgomery County PA recorder of deeds"
  • Public Access Systems: Most counties offer a free public access system where property details can be searched.
  • Registration Requirements: Be prepared to register for access to the county’s systems, if necessary.

Key Terms

  • Parcel Number/Parcel ID: A unique identifier assigned to a property by the county.
  • Deed: A legal document that transfers property ownership.
  • Lien: A legal claim on the property used as security for a debt.
  • Mortgage: A loan agreement where the property is collateral.
  • Satisfaction of Mortgage: A document confirming a mortgage has been paid off.
  • Sheriff’s Deed: A deed issued after a property is sold in a foreclosure auction.
  • Docket: A record of all cases and legal proceedings associated with a particular property or individual.

This guide will help ensure a smooth and systematic title search process, even for those with no prior experience.

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Jay HinrichsBusiness Member
Real Estate Consultant · Summerlin, NV · Member since 2014 · 45k+ posts · 66k+ votes
2y

Very good.. reality is though very few will do this to much work.

when I was full time buying courthouse steps I would occasionally go into the recorders office and see my competition doing all this busy work.

Myself I had my title company pull every NOD in the MSA which was 4 counties 2.5 mil people.

create a spread sheet and they would up date it daily as new NOD's came in.

they would give me address  lien position  tax information and lien judgment search.. having our title plants digitized and off shore allows for this data to be gotten in a few clicks..

then when I got my short list I would give them that list about 48 hours before the sale and they would do a date down for me on those.. Our title companies customer service departments are second to none all of this was free for me.. Of course you had to be a fairly high volume closer like we were.. u cant just be a one off investor. But you could see the distinct advantage I had it was huge.

I feel sorry for folks doing this in PA and other states that are so antiquated.. 

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  • Jay HinrichsBusiness Member
    Real Estate Consultant · Summerlin, NV · Member since 2014 · 45k+ posts · 66k+ votes
    2y

    Very good.. reality is though very few will do this to much work.

    when I was full time buying courthouse steps I would occasionally go into the recorders office and see my competition doing all this busy work.

    Myself I had my title company pull every NOD in the MSA which was 4 counties 2.5 mil people.

    create a spread sheet and they would up date it daily as new NOD's came in.

    they would give me address  lien position  tax information and lien judgment search.. having our title plants digitized and off shore allows for this data to be gotten in a few clicks..

    then when I got my short list I would give them that list about 48 hours before the sale and they would do a date down for me on those.. Our title companies customer service departments are second to none all of this was free for me.. Of course you had to be a fairly high volume closer like we were.. u cant just be a one off investor. But you could see the distinct advantage I had it was huge.

    I feel sorry for folks doing this in PA and other states that are so antiquated.. 

    Podcast Guest on Show #222
    JLH Capital Partners51 Review
    WebsiteView Page
    1Reply
  • Sanil Subhash Chandra Bose
    OP
    Investor · King of Prussia · Member since 2022 · 46 posts · 26 votes
    2y
    Quote from @Jay Hinrichs:

    Very good.. reality is though very few will do this to much work.

    when I was full time buying courthouse steps I would occasionally go into the recorders office and see my competition doing all this busy work.

    Myself I had my title company pull every NOD in the MSA which was 4 counties 2.5 mil people.

    create a spread sheet and they would up date it daily as new NOD's came in.

    they would give me address  lien position  tax information and lien judgment search.. having our title plants digitized and off shore allows for this data to be gotten in a few clicks..

    then when I got my short list I would give them that list about 48 hours before the sale and they would do a date down for me on those.. Our title companies customer service departments are second to none all of this was free for me.. Of course you had to be a fairly high volume closer like we were.. u cant just be a one off investor. But you could see the distinct advantage I had it was huge.

    I feel sorry for folks doing this in PA and other states that are so antiquated.. 

     You are correct @Jay Hinrichs. My team does this process currently for me and my investors. They are expert in doing this and analysis of the property. But what we struggle with is getting the NOD list. We only process the publicly available list, such as Foreclosure, tax lien, etc. How do you get NOD list? Volume isn't a problem for us because we have built some Chrome plugins and AI solution that does it nearly autopilot.

    1Reply
  • Jay HinrichsBusiness Member
    Real Estate Consultant · Summerlin, NV · Member since 2014 · 45k+ posts · 66k+ votes
    2y

    AS a follow up foreclosure buyers in Las Vegas have it good also.. the sales are conducted in the parking lot of one of the local title companies. That company supports foreclose bidders they produce a document daily on all the sales with same info I mentioned above and color coded certain props with extra caution Red or Green for ready to go bid with confidence.

    although this created uber competition. 

    In PA because its is so $ss backward and tough to do I would think if you put the time in you probably score some decent deals.. but holy cow.. there are just easier places to work than there.  But you have to play the hand your dealt in areas you live and work in.. And I suspect many dont know any better and just figure all states are like theirs is.

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    JLH Capital Partners51 Review
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  • Jay HinrichsBusiness Member
    Real Estate Consultant · Summerlin, NV · Member since 2014 · 45k+ posts · 66k+ votes
    2y
    Quote from @Sanil Subhash Chandra Bose:
    Quote from @Jay Hinrichs:

    Very good.. reality is though very few will do this to much work.

    when I was full time buying courthouse steps I would occasionally go into the recorders office and see my competition doing all this busy work.

    Myself I had my title company pull every NOD in the MSA which was 4 counties 2.5 mil people.

    create a spread sheet and they would up date it daily as new NOD's came in.

    they would give me address  lien position  tax information and lien judgment search.. having our title plants digitized and off shore allows for this data to be gotten in a few clicks..

    then when I got my short list I would give them that list about 48 hours before the sale and they would do a date down for me on those.. Our title companies customer service departments are second to none all of this was free for me.. Of course you had to be a fairly high volume closer like we were.. u cant just be a one off investor. But you could see the distinct advantage I had it was huge.

    I feel sorry for folks doing this in PA and other states that are so antiquated.. 

     You are correct @Jay Hinrichs. My team does this process currently for me and my investors. They are expert in doing this and analysis of the property. But what we struggle with is getting the NOD list. We only process the publicly available list, such as Foreclosure, tax lien, etc. How do you get NOD list? Volume isn't a problem for us because we have built some Chrome plugins and AI solution that does it nearly autopilot.

    NOD is public record.. one can subscribe to Property Radar and get all this info for a very low monthly fee plus a ton of other add on' like CRM and auto mailers etc.. I am not affiliated with Property Radar but we do use them and for this kind of service I think they are best in class.
    @Sean OToole  I pinged Sean O Toole the owner of Property Radar you may want to collaborate with him..

    Podcast Guest on Show #222
    JLH Capital Partners51 Review
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    1Reply
  • Sanil Subhash Chandra Bose
    OP
    Investor · King of Prussia · Member since 2022 · 46 posts · 26 votes
    2y
    Quote from @Account Closed:
    Quote from @Sanil Subhash Chandra Bose:

    Some of my recent posts on title searches have sparked a lot of interest, so I decided to put together a simple guide to help those of you looking to conduct your title searches. The goal is to give you a practical way to shortlist properties before bringing in a title company.

    Why Start with a DIY Title Search?

    1. Start with the Property Address

    This guide will help ensure a smooth and systematic title search process, even for those with no prior experience.

    Sounds like work. ;-)

    I get free prelims from my escrow company. I'd think if you do enough business with an escrow company or attorney, they can cut through a lot of that for you.

    One of the things people miss is unrecorded FHA loan mods. You learn about them from the lender, then have to contact HUD. I've seen some pretty good sized mods that sometimes blow the deal.

     Getting prelims from an Escrow company or Lawyer is great. @Account Closed How do you find FHA unrecorded loan mods?

    Title search is a little complicated, but once you know the process, it is not that hard. My primary objective was to run a long list and shortlist to fewer so I only have to spend a limited $s with the title company. Due to this search, I set up a three-member team to do searches using various lists and qualify it for me and my investors. We build some plugins to make this process much faster as well. 

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