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Frequently Asked Questions
Questions
  1. What are the requirements to record a document in the land records?
  2. How do I obtain a Parcel Identification Number(s) for property located in Loudoun County?
  3. If there is a change or an error on the deed does a new deed need to be recorded?
  4. Can I prepare my own deed?
  5. Can deputy clerks assist or advise with questions regarding drafting a document?             
  6. Is it necessary to remove a decedent's name from a deed?
  7. Where can I research Code of Virginia exemption codes?
  8. Does the Land Records Division provide forms or templates of documents?
  9. What happens when I pay off my deed of trust/mortgage and will I be receiving a new deed?                 
  10. How can I obtain a copy of my deed, certificate and affidavit of satisfaction or other recorded document?                
  11. How do I obtain a house location survey?
  12. How do I check easements, right of ways and deed restrictions on my ground?
  13. Does Loudoun County require Virginia Land Records coversheets?
                
Contact UsKevin Blatchley
Recording Division Manager

Ph: 703-737-8160
Email: Recording Division

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•  Deed Calculator
•  Land Records Copies Request
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Land Records Research
•  Courts Technology
•  Visitor Comment Card 

Answers

1. What are the requirements to record a document in the land records?

For recording standards please visit the Recording Information page. 

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2. How do I obtain a Parcel Identification Number(s) for property located in Loudoun County?

Please visit Loudoun County Commissioner of the Revenue parcel database

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3. If there is a change or an error on the deed does a new deed need to be recorded?

Once the deed is recorded with land records, changes to the current deed can only be done by recording a new/corrective deed. Please consult with an attorney or a title company regarding your specific situation or to have a new/corrective deed prepared and recorded. 

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4. Can I prepare my own deed? 

Yes. However, it is advised that you consult with an attorney. The land records division is unable to confirm  that the document is legally correct. Land records division can only confirm if the document meets recording requirements.

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5. Can deputy clerks assist or advise with questions regarding drafting a document?

Deputy clerks are not attorneys and are unable to provide any legal advice or services.

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6. Is it necessary to remove a decedent's name from a deed?

It is recommended that you contact the Probate Division to discuss the best option to clear the title. 

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7. Where can I research Code of Virginia exemption codes? 

Virginia exemption codes pertaining to transfer taxes can be viewed on Virginia Legislative Information System web-page. For any further assistance with exemptions please consult with an attorney. 

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8. Does land records division provide forms or templates of documents?

Virginia's Judicial System provides the following forms. Below are most commonly used forms:


If unable to locate an appropriate form, please consult with an attorney.

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9. What happens when I pay off my deed of trust/mortgage and will I be receiving a new deed?            

Once the deed of trust/mortgage is paid off, the lender prepares a Certificate and Affidavit of Satisfaction. The lender may record a Certificate and Affidavit of Satisfaction on behalf of the borrower or send the borrower the original to be recorded. Once the Certificate and Affidavit of Satisfaction is recorded, the lien is released of record. A new deed is only required if property is sold/transferred.

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10. How can I obtain a copy of my deed, certificate and affidavit of satisfaction or other recorded document? 

You can obtain a copy of your deed, certificate and affidavit of satisfaction or any other recorded document at the Historic Records and Deed Research Division. The fee is $0.50 per page and an additional $2 for certification, if needed. We accept check, cash, Visa or Master Card. Please note there is an additional convenience fee for using a credit card. If you need any further assistance please contact Historic Records and Deed Research Division at (703) 777-0275. 

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11. How do I obtain a house location survey?

The Clerk's Office and the county and cities do NOT have individual house location surveys. There is no legal requirement that a house location survey be recorded with a deed. Usually, owners are given the house location survey at settlement. If you need a copy of the survey for an addition, deck, fencing, shed, driveway, etc. you may try to contact the surveyor, your settlement agent attorney or lenders to see if they have one available. If you cannot locate one, you may need to have your property re-surveyed. 

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12. How do I check easements, right of ways and deed restrictions on my ground?

This could be difficult since deed restrictions do not have to be spelled out in each new deed. A restriction could be in a deed ten owners back and still in effect. Historic Records and Deed Research Division can assist you with our research tools, however, the staff is unable to provide title services. It is advised that you contact a real estate attorney to have a full title search completed. 

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13. Does Loudoun County require Virginia Land Records coversheets?

Loudoun County does not require Virginia Land Records coversheets.
            

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 Hours of Operation:
Monday - Friday
8:00 a.m. - 4:00 p.m.
Physical Address:
Clerk of the Circuit Court
Attn: Land Records Recording Division
18 East Market St.
Leesburg, VA 20176
 Mailing Address:
Clerk of the Circuit Court
Attn: Land Records Recording Division
P.O. Box 550
Leesburg, VA 20178

Loudoun On
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