County Recorder's Office
County Administration Building
104 W. State Street, P.O. Box 82
Toledo, IA 52342
Telephone (641) 484-3320
FAX (641) 484-8246
Office Hours: 8:00 a.m. to 4:30 p.m., Monday-Friday
Kupka, County Recorder/Registrar
Marcia Sawdey, Deputy
Angie Princehouse, Passport Acceptance Agent - Secretary/Bookkeeper
The County Recorder's office is at the hub
of county administration. A significant portion of duties performed by other county
officials is dependent on work performed by your County Recorder.
Office of the County Recorder was created by the First Legislative Assembly of
the Territory of Iowa in 1839. Your County Recorder continues to maintain official
records of documents affecting real estate in order to protect innocent third
parties in real estate transactions.
learn what your County Recorder/Registrar can do for you, and what is needed from
you in order for her to be able to perform official duties on your behalf, click
on the following areas of responsibility.
A full review of all the changes and requirements
as of July 1, 2009
REAL ESTATE TRANSFER - GROUNDWATER HAZARD STATEMENT
GROUNDWATER HAZARD STATEMENT - ATTACHMENT 1
INSTRUCTIONS FOR COMPLETING GROUNDWATER HAZARD STATEMENT
DNR - Licenses -
Registrations - Applications
Military Record Application
and History of Iowa's County Recorders
Real Estate Transfer Tax Chart
CREDIT/DEBIT CARDS ARE NOW ACCEPTED
VISA and Mastercard are now accepted for payments of any service at the Recorder’s Office.
There will be a processing fee added to the cost of the service of at least $2.00.
and Registration Fees:
Most recording and registration transactions
require a fee. Recording fees are generally $7.00 for the first page recorded
and $5.00 for each additional page of a transaction.
All deeds, changes of title, affidavits of surviving spouse, etc., any document that changes ownership of a property, needs to add an Auditor’s Transfer fee. The Auditor’s Transfer fees are $5.00 for each different block and/or section mentioned in the deed’s legal description. Auditor’s Transfer fees are not to exceed $50.00 for one instrument.
Effective July 1, 2009, the Iowa "Time of Transfer" inspection is required. All properties that are going to be sold and/or transferred that include a private wastewater treatment and/or water supply must have these facilities inspected by a Certified Inspector (listing of certified inspectors may be found at http://www.wastewatertraining.com). Any deficiencies must be addressed before the sale/transfer takes place. The inspections and statements must be recorded with the Tama County Recorder's Office at the time of legal transfer.
by mail without the proper fee will be returned, unrecorded. Therefore, if
you are unsure of the exact fee amount, you should call the Recorder's office
for clarification. A portion of recording fees collected for the county provide
a form of property tax relief.
and Records Management
Your Recorder is responsible for
recording your: Deeds; Contracts; Mortgages; Assignments, Releases; Federal
and State Tax Liens; Plats & Surveys; Section Corner Certificates;
Military Service Records; Easements; Affidavits; Condemnations; Trade Names; Leases; 28E &
Drainage Agreements; Bills of Sale; Articles of Incorporation; Fencing Agreements; Financing Statements;
...plus numerous other documents.
Land record searches are available online 24 hours a day, seven days a week at iowalandrecords.org and real estate documents may be recorded electronically through that portal. We are working to convert our historical paper records to electronic records and make them available for internet searching after they have been redacted to remove sensitive personal information. Search index and view images beginning 1/1/1997. If you need a copy of a document prior to 1997, please call our office at 641.484.3320. No Vital Record or Military information is available online. We will continue to use technology to make the office more accessible to the public
- Registrations - Applications
is responsible for selling or issuing: Boat, Snowmobile, ATV, ORV and ORM Registrations/Titles/Liens; Hunting and Fishing
Licenses; Deer and Wild Turkey Tags; Fur Harvester Licenses; Habitat, Duck
and Trout Fees; Landowner/Tenant Gun & Archery Permits.
NO ATV/SNOWMOBILE/ORV/ORM/BOAT TRANSFERS AFTER 4:00 P.M.
Boat registrations are on a 3-year cycle and may be renewed from January 1 through April 30, 2016
without penalty for 2019 decals.
If renewing by mail, you will need to add $1.00 per item requested for
TYPE OF TRANSACTION - Cost Fees
Renew Registration- Documented Vessel - $29.90
Renew Registration- All Personal Watercraft -
Renew Registration- Any length, without motor or sail - $16.90
Renew Registration- Less than 16 ft (Motor/Sail) - $27.40
Renew Registration- 16 ft to under 26 ft (Motor/Sail) -
Renew Registration- 26 ft to under 40 ft (Motor/Sail) -
Renew Registration- 40 ft and over (Motor/Sail) -
Boat Title -
Boat Lien -
ATV/Snowmobile/ORV/ORM registrations are on an annual cycle and may be renewed from September
1 through December 31 of each year without a penalty. Current cost of a renewal is $17.75.
Snowmobiles also require a User Permit costing $17.75 to use public trails. If renewing by mail, you will
need to add $1.00 per item requested for postage
There is only one acceptance agent in our office so calling 641/484-3320 before coming in is HIGHLY RECOMMENDED. NO
applications will be taken after 4:00 p.m.
WE TAKE PASSPORT PHOTOS IN OUR OFFICE!!!
Office hours for taking passport photos are 8:00 am to 4:00 pm.
Passport photos are $15 for a set of 2 prints.
Traditional book in which countries place their stamp. Must have a book when flying anywhere outside the United States.
Will fit in wallet and allow land or sea passage to Mexico, Canada, the Caribbean and Bermuda. The card cannot be used for flying to a destination.
Requirements for application are as follows:
1. Completed application
form up to line 20 only, typed or legibly printed in CAPITAL LETTERS, using
black ink. Application form must be signed in the presence of the Acceptance
2. One Passport Photo (Full Face, 2”x2”, white background)
3. Valid driver's license.
4. Both parents who
are named on the applicant's birth certificate may apply for a minor under age
16. Both parents must sign application.
5. U.S. born citizens must submit a certified birth certificate or
a previous passport. Certificates must bear the official seal of the state or
county where born. You must submit your original naturalization certificate if
you are a naturalized citizen.
6. AGE 16 AND OVER : (Valid for 10 years)
Passport Book Fee - $110; Execution Fee - $25 = $135
Passport Card Fee - $30; Execution Fee - $25 = $55
Apply for both at the same time = $165
7. AGE 15 AND YOUNGER: (Valid for 5 years)
Passport Book Fee - $80; Execution Fee - $25 = $105
Passport Card Fee - $15; Execution Fee - $25 = $40
Apply for both at the same time = $120
8. Allow 4-6 weeks for processing.
9. EXPEDITE SERVICE : (2-3 week turnaround)
$60 additional fee per application
Overnight service is $43.61 for mailing to and from passport services.
10. NO CASH WILL BE ACCEPTED FOR THE FEE TO BE SENT WITH THE PASSPORT APPLICATION, ONLY CHECK OR MONEY ORDER. You may still pay the processing fees/photo fees by cash, check, money order or credit card.
You may also access the passport website at www.travel.state.gov.
Your Recorder: Issues Marriage Licenses;
Certifies Vital Records; Register Birth, Death and Marriage Certificates
144.43 clearly gives the public the right to inspect and copy vital records (that
have not been sealed) in the custody of county registrars. "Inspection"
can only be done in person by the customer. Copying may be done by hand by the
customer on-site, otherwise a photocopy can be made if the document is in an allowable
condition to do so. Photocopying can only be done by the County Registrar. A reasonable
fee will be charged for this service.
Application for a Certified Vital Record
This link will take you directly to the IDPH
(Iowa Department of Public Health) website.
Scroll down to Popular Links and click Birth, Death & Marriage Certificates.
Select "How to Request a Certified Record", scroll down and select the link
for the vital record you wish to apply for.
The form will appear on the screen and may be printed and filled out.
Please keep in mind that if requesting by mail, your signature needs to be notarized and a photocopy of your driver's license needs to be sent along with a check for $20.00 per certified copy being requested.
Please make checks payable to "Tama County Recorder".
With the implementation of the Iowa Vital Records System, our office has access to all death records
from the state from 1953 and forward. We also have statewide access to birth certificates from 2007
forward and the ability to forward requests for births previous to 2007 to the state.
Application Process: Applications to search for a vital record event for the purpose of obtaining a certified copy must be in
writing, completely identify the record, satisfactorily establish entitlement to the record being
requested and be accompanied by satisfactory photo identification. Entitled persons include the
person names on the record or that person's spouse, children, legal parents, grandparents,
grandchildren, siblings or legal representative or guardian. Representatives and legal guardians must
provide additional proof of representation or guardianship. Applicants must be 18 or older. A $20 fee
is required to search for a record and includes one certified copy. Each additional copy of the same
record is also $20. If the record is not located, the applicant receives a notification to that affect. The
$20 search fee is not refundable. Fees are payable in US funds by check or money order.
copies of vital records may NOT be provided to mail-in requests. Only certified
copies to entitled recipients, at a fee of $20 per record, may be issued through
By law, telephone requests for vital records
can not be accepted.
Marriage License Instructions:
Couple to be married and one Witness, who must be at least 18 years of age, needs to fill out the application at our office or in front of a notary. A photocopy will be taken of each person’s photo ID. The cost for a marriage license is $35.00, payable at the time of the application. The marriage license may be picked up at the Recorder’s Office any time after four days. If the license is not picked up within six months from the date of application, the application is considered null and void.
Application received on:
License ready to issue:
The Recorder's Office does not have Divorce Records. They are handled by the Clerk of Court. 641/484-3721
If you should have additional questions, please do not hesitate to contact our office.
Your Recorder/Registrar also: Collects
real estate transfer tax ($1.60 per $1,000 of consideration - first $500 is exempt)
on conveyances of property, a small portion of which is retained in the county's
the federal and state governments by performing federal and state tax lien searches
and research of current records for the public.
reports auditor's fee on transfer of property.
Emails document requests for various title search companies, attorneys, realtors, etc. for a fee of $2 per document.
Faxes document requests for various title search companies, attorneys, realtors, etc for a fee of $2.00 for the 1st page and $1.00 for each additional page.
Makes records available for genealogy research.
detailed reports monthly, quarterly and annually to the county and to state agencies.