Ontario County, NY Property Records

    Ontario County, in the heart of western New York, is one of the counties that comprise the Finger Lakes region. According to the United States Census Bureau, the county has a population of around 112,490, making it one of the counties experiencing population growth.

    The median home value in Ontario County is about $300,874, which is 4.1% higher than the previous year. This is lower than the statewide median home value of $498,438, indicating that homes in the county are generally more affordable for residents. Buyers should plan for a fast-moving market, since homes usually sell within 13 days. With over 53% of properties selling for more than the list price, sellers currently have the advantage.

    According to the Federal Reserve Economic Data, approximately 26% of households in Ontario County spend more than 30% of their median income on housing expenses. These residents may be experiencing housing affordability challenges, even if overall home prices appear moderate compared to the state average.

    In Ontario County, NY, property assessments and parcel details are conducted at local municipalities rather than at a centralized county assessor's office. To obtain property-specific information, visit the appropriate local assessor's office or check the municipality's official website.

    Who Keeps the Official Land Records?

    The County Clerk is the chief recording officer and custodian of public land records in Ontario County. It works with the Info Quick Solutions platform to provide property fraud alerts to the residents. You can find the clerk's office contact details, record portal, and area of jurisdiction listed below:

    • Ontario County Clerk:

    Office: 20 Ontario Street, Canandaigua, NY 14424.

    • Phone: (585) 396-4200, Record Search

    • Coverage: All municipalities in Ontario County

    Several counties were formed wholly or partly from Ontario County over time, including:

    • Steuben County in 1796

    • Genesee County in 1802

    • Livingston County in 1821

    • Monroe County in 1821

    • Yates County in 1823 and

    • Wayne County in 1823.

    Due to boundary changes, researchers should check the parent county and the newly formed counties for property documents. In some cases, they may consult state-level records.

    What Ontario County Property Records Include

    The Ontario County Clerk's Office maintains the official property records for the county. Documents filed and recorded in the clerk's recording office include deeds, judgments, liens, lis pendens, foreclosures, and mortgages.

    The Recorded Land System is the means of tracking land ownership in Ontario County, NY. The system enables the county clerk to document and index legal instruments that affect the title to real property. It provides a public record, therefore creating a chain of title. However, the system places a strong burden on parties to record promptly and verify the record for prior claims, as failure to do so can result in loss of rights.

    How to Access Ontario County Property Records

    You can access Ontario County property records through a range of options, including online portals, in-person visits, and other request methods.

    Online Access

    The IQS service provides a centralized way to search the indexes of land records in Ontario County. This online service enables you to search records using various indexing criteria like name, town, date range, document type, case number, and book/page numbers. The IQS also offers multiple search options for customers, including one-day, monthly, and yearly access. Printing costs $0.65 per page, with a minimum charge of $1.30 per document.

    In Person

    You may request copies of Ontario County property records from the clerk's office at:

    • Ontario County Clerk's Office: 20 Ontario Street, Canandaigua, NY 14424

    • Office Hours: 8:30 a.m. to 4:30 p.m., Mondays through Fridays (except on holidays)

    To retrieve documents easily at the office, provide the property address, parcel ID number, or owner's name. Copy fees for most recorded documents cost $0.65 per page, with a minimum charge of $1.30. Certified copies incur a fee of $1.25 per page, with a minimum cost of $5.

    By Phone or Email

    You may contact the Ontario County Clerk's Office at (585) 396-4451 for guidance on how to obtain property records. You may submit a request to records.access@co.ontario.ny.us with the property details, and the request will be forwarded to the clerk's office.

    By Mail/Overnight

    You may request copies of property documents by mail. Send a written request with a self-addressed stamped envelope and the copy fees to the Ontario County Clerk's Office, 20 Ontario Street, Canandaigua, NY 14424.

    E-Recording (Professionals)

    E-recording is available for the submission of property records in Ontario County. This service makes it easy for submitters to upload and record land documents electronically to the county clerk's office. This is faster and more convenient, particularly for professionals, such as banks, attorneys, and title agents. Common examples of e-recording vendors in Ontario County include CSC, Simplifile, and ePN.

    What's Not at the Registry (But Matters for Property Research)?

    Several records, including property assessments, payment details, tax rates, and zoning classifications, are important for thorough property research. These records are not maintained by the county clerk but by other agencies.

    Local assessors manage the property assessment and parcel data for properties in the county. Although the Real Property Tax Department processes and prints property tax bills, it does not handle tax collections or enforcement. For more information about tax collection and enforcement, visit the treasurer's website.

    You can verify zoning information by contacting the Ontario County Planning Department or similar departments of particular cities, towns, and villages. These authorities manage zoning records and offer insights into zoning regulations and land use of specific properties.

    While local tax rates are accessible, official statewide tax rates and finance data can be found on the New York Department of Taxation and Finance's data portal.

    Step-by-Step: How to Pull a Deed Online

    Take the following steps to search for Ontario County property records online:

    • Visit the Ontario County website and select the “county clerk” from the government option.

    • From the county clerk page, select the “online records search” link.

    • From the SearchIQS database, select “search records as guest.”

    • Search the database by using the owner's name or company name. You may refine the search results by using other criteria, including recording date, document type, town, parcel identification number, property address, book/page number, instrument number, and case number.

    • From the search results, select the deed that matches the specified criteria.

    • Submit the payment information to view and print the deed.

    Cities & Towns in Ontario County (and Their Registry Districts)

    The Ontario County Clerk's Office maintains property records for both the cities of Canandaigua and Geneva. It also extends its recording service to other towns in the county, including:

    • Bristol, Canadice, Canandaigua, East Bloomfield, Farmington, Geneva, Gotham, Hopewell, Manchester, Naples, Phelps, Richmond, Seneca, South Bristol, Victor, and West Bloomfield

    City/Town Resources for Assessments & Taxes

    The Ontario County Real Property Tax Department has several resources for assessment and taxes in various municipalities. All municipalities in the county participate in scheduled reassessment programs. You can access the yearly report of assessment rolls for any municipality in the county. To obtain details of assessment records, contact the local assessor's office.

    Users may be eligible for exemptions that may significantly reduce their tax bill. Contact the local assessor in the municipality for information. People can contact the county treasurer's office to verify the exact total taxes. If the property is located in the City of Canandaigua or Geneva, contact the clerk for that city. From the treasurer's website, they can pay delinquent property taxes online. Likewise, individuals can view the tax bill, access the tax map, and check other property information for any property on the Oncor Property App.

    There is a Calculating Estimated Taxes document that provides the formula for estimating the true taxes. The document also contains information about taxing jurisdictions, exemptions, special districts, and more. However, you may obtain official tax rates and finance data from the New York Department of Taxation and Finance's data portal.

    Ontario County-Specific Nuances

    You should review these unique features if you intend to conduct thorough property research:

    • The Ontario County Clerk's Office records all documents related to real estate transactions in the county. There are no separate recorders at the municipal level.

    • In Ontario County, property assessments are handled by municipal assessors, not by the county.

    • Historical records of deeds (1789 to 2002), mortgages (1789 to 1947), and other official documents are preserved in the Ontario County Records and Archives.

    • Ontario County, New York, does not have a separate Land Court. All property-related legal matters are managed by the Ontario County Supreme and County Courts.

    • In Ontario County, NY, property ownership can be verified through records maintained under the Recorded Land System.

    Typical Contents of an Ontario County Property Record

    A scrutiny of typical Ontario County property records may reveal the following information:

    • Owner names (grantor/grantee)

    • Deeds, leases, and notices of completion

    • Trust deeds, reconveyances, and notices of default

    • Subdivision maps, parcel maps, and surveys

    • Mining claim records

    • Homestead declarations

    • Mechanics' liens and tax liens (county, state, and federal)

    • Recording dates, instrument type, instrument numbers, and book/page references

    • Declarations of condominium and domicile.

    • Transfer tax amounts

    • Bills of sale

    • Notarization and signature details

    • Easements, restrictions, and mortgage details

    • Assignments, releases, affidavits, and powers of attorney

    Recording Changes to Property Titles

    To record changes to a property title in Ontario County, NY, prepare a new document, such as a quitclaim, correction deed, or warranty deed.

    Ensure that all documents are completed accurately, signed, and notarized. The description of the property (town or city name) and the names and addresses of the grantor and grantee should be stated on the new document. Mandatory forms, including the Combined Real Estate Transfer Tax Return Form and the Real Property Transfer Report Form, should be completed and attached to the document.

    Pay the recording fee and any additional costs, such as the cover page fee, deed notification letter fee, and filing fees for the state forms. The county clerk accepts payments in the form of cash, check, or credit card.

    Submissions can be made in person, by mail, or through an approved e-recording service. You can submit the documents in person to the county clerk's office during business hours. For mail-submissions, include a self-addressed stamped envelope and submit the documents to the Ontario County Clerk, 20 Ontario Street, Canandaigua, NY 14424.

    The clerk's office will review the documents for compliance with New York recording requirements, assign a recording number, and enter the changes into its database. Once recorded, a copy of the document will be provided to you as proof of the title change.

    Practical Research Flow (Checklist)

    Use this checklist to follow the necessary procedures for property research in Ontario County, New York:

    • Identify the correct municipalities - Make sure to confirm the municipality for the specified property.

    • Identify the correct registry or county office - The Ontario County Clerk is the official source for property records. Contact the clerk's office or visit their website.

    • Gather all essential information for the specific property - Ensure you obtain information such as the owner's name, property address, and tax map parcel number.

    • Review ownership and title records - Use the official SearchIQS database to search official records like deeds, mortgages, liens, and subdivision maps. You can explore the history of current and past property owners, including their names and addresses, through the Oncor Property Portal.

    • Examine property tax information - Use the OnCor Property Portal to access the tax bill, tax maps, and related information for a specified property. For properties located in Canandaigua or Geneva, contact the appropriate city clerk's office or visit its website.

    • Confirm parcel data with the Assessor's Office - Verify the property parcel details with the local assessor's office.

    • Review all documents - Verify the chain of title and check for omissions, judgments, liens, or encumbrances.

    Appendix A - Municipalities in Ontario County

    Ontario County has 26 municipalities consisting of two cities, 16 towns, and eight villages.

    • Cities: Canandaigua and Geneva

    • Towns: Bristol, Canadice, Canandaigua, East Bloomfield, Farmington, Geneva, Gotham, Hopewell, Manchester, Naples, Phelps, Richmond, Seneca, South Bristol, Victor, and West Bloomfield

    • Villages: Bloomfield, Rushville, Clifton Springs, Manchester, Shortsville, Naples, Phelps, and Victor

    Appendix B - Key Contacts & Portals