To get copies of real estate closing documents, contact the source that actually holds the document you need: the county recorder’s office for the deed and the mortgage or deed of trust, the title or escrow company for the settlement statement and title insurance policy, and your mortgage lender or current loan servicer for the Closing Disclosure and promissory note. If a real estate attorney handled your closing, their office will have copies of what they prepared. Which door to knock on depends on the document, and knowing that in advance saves you several phone calls.
Match the Document to Its Source
“Closing documents” covers a thick stack of paperwork, and no single office has all of it. Here’s who holds what.
- Closing Disclosure (or HUD-1 for closings before October 3, 2015): Lender or current loan servicer. Buyers who financed the purchase receive this; sellers typically do not.
- Settlement statement: The title or escrow company that ran the closing. Both buyer and seller receive a version.
- Deed: County recorder’s office. This is a permanent public record.
- Promissory note: Lender or current loan servicer holds the original.
- Mortgage or deed of trust: County recorder’s office, since it’s recorded like the deed.
- Owner’s title insurance policy: The title company or, better, the title insurance underwriter that issued the policy.
Check Your Own Records First
Before you call anyone, search your email for messages from the title company, lender, or real estate agent around your closing date. Many closing agents deliver documents electronically, and PDFs you forgot about may already be sitting in your inbox. If your lender has an online portal, log in and look for a documents or statements section. Most servicers make the Closing Disclosure and other loan documents available for download there.
Requesting Copies From the Title Company, Lender, or Attorney
The title or escrow company that handled your closing is the best single source for the broadest set of documents. Their file typically includes the settlement statement, deed copies, affidavits, and various disclosures signed at the closing table. Reach them by phone, email, or through their website. If you specifically need a replacement copy of your owner’s title insurance policy, contact the title insurance underwriter rather than just the local agent. Most underwriters have a policy services department that processes copy requests.
Your mortgage lender or current servicer is the right contact for the promissory note, Closing Disclosure, and any loan-related disclosures. Federal regulations require creditors to keep each completed Closing Disclosure and related documents for five years after the loan closes.1eCFR. 12 CFR 1026.25 – Record Retention If your loan has been sold or transferred, the new servicer must retain those disclosures for the remainder of that five-year window. Call the customer service number on your mortgage statement, or check the servicer’s website for a document request process.
If a real estate attorney closed your transaction, contact that office directly. Attorneys generally keep client files for years, though retention periods vary by state.
When Your Lender or Title Company No Longer Exists
Banks merge, lenders get acquired, and title companies close. When the original company is gone, tracking down documents takes extra steps, but the records almost always survive somewhere.
Finding Your Current Mortgage Servicer
The MERS ServicerID system at mers-servicerid.org lets you search by property address, borrower name, or the Mortgage Identification Number printed on your original mortgage document.2Consumer Financial Protection Bureau. How Can I Tell Who Owns My Mortgage3Fannie Mae. Loan Lookup Tool4Freddie Mac. Loan Look-Up Tool Fannie Mae and Freddie Mac both operate free loan lookup tools that identify whether they own your mortgage.
If your original lender was a bank that failed, the FDIC maintains a searchable list of failed banks at fdic.gov that identifies the acquiring institution.5FDIC. Failed Bank List The bank that acquired the failed institution typically took over its loan files.
Tracking Down a Defunct Title Company
Title insurance companies are regulated by state insurance departments. If your title company went out of business, contact your state’s department of insurance to find out whether the company entered receivership and which entity took over its records. The National Association of Insurance Commissioners also maintains a receivership database covering all U.S. jurisdictions. If the title underwriter behind the local agency is still in business, they may have copies of your policy even if the local agent closed.
Using a Federal Request for Information
If your mortgage servicer is slow to respond or claims they can’t find your documents, federal law gives you a formal mechanism to push the issue. You can send a written Request for Information to your servicer, and they are legally required to respond. The servicer must acknowledge your request in writing within five business days of receiving it.6eCFR. 12 CFR 1024.36 – Requests for Information
For most requests, the servicer then has 30 business days to either provide the information or explain in writing why it’s unavailable. If you’re asking specifically for the identity of the loan’s owner, the deadline is shorter: 10 business days. The servicer can extend the general 30-day window by an additional 15 business days if they notify you of the extension and the reason before the original deadline expires.6eCFR. 12 CFR 1024.36 – Requests for Information
Send your request in writing to the address your servicer designates for this correspondence, which is often different from the payment address. Include your name, loan number, property address, and a clear description of the documents you want. Keep a copy of everything you send. The servicer cannot charge a fee for responding to a Request for Information.6eCFR. 12 CFR 1024.36 – Requests for Information
Getting Recorded Documents From the County
The deed and the mortgage or deed of trust become permanent public records the moment they’re filed with the county. In most jurisdictions, the county recorder’s office (sometimes called the county clerk or register of deeds) treats these records as permanent, so they’re available regardless of how long ago your transaction closed. That makes the county recorder a reliable fallback when private companies can’t locate their copies.
Three ways to request a copy:
- In person: Visit the recorder’s office during business hours with the property address and the names of the parties on the document. Staff can usually pull recorded documents while you wait.
- By mail: Send a written request with the property details and a check for the applicable fees. Turnaround typically runs one to three weeks.
- Online: Many counties offer searchable portals where you can find and download recorded documents. Some are free to search; others charge a subscription or per-document fee.
Certified Copies vs. Plain Copies
When you request a recorded document, you’ll usually choose between a certified copy and a plain copy. A certified copy bears the recorder’s official seal and serves as legal evidence that the document exists on the public record. You need a certified copy if you’re presenting the document in court, filing it with another government agency, or using it in a legal proceeding. For personal reference, refinancing, or tax preparation, a plain copy works fine and costs less.
Personal Information on Recorded Documents
Because recorded documents are public, anything on them is potentially visible to anyone who searches. Social Security numbers and financial account numbers occasionally appear on older recorded instruments. Most states now have laws that either prohibit recording documents containing Social Security numbers or allow you to request redaction of sensitive information from publicly accessible records. If you’re concerned about personal data on a recorded document, ask your county recorder’s office about their redaction process. Procedures and timelines vary.
How Long Each Source Keeps Records
Retention periods tell you when to stop calling your lender and head to the county recorder instead.
- Mortgage lenders and servicers: Federal law requires retention of completed Closing Disclosures and related documents for five years after closing. General Truth in Lending compliance records carry a two-year minimum.1eCFR. 12 CFR 1026.25 – Record Retention
- Title companies: Retention depends on company policies and state regulations. Many keep files for seven to ten years or longer, and title insurance underwriters often retain policy records indefinitely. There’s no single federal retention mandate for title companies.
- County recorder’s offices: Recorded documents like deeds and mortgages are generally treated as permanent records.
- Real estate attorneys: Rules vary by state, but most states require or recommend keeping closed real estate files for at least six to ten years.
The practical takeaway: if your closing was more than five years ago and you need loan-specific documents, your lender may no longer have them. The county recorder will still have the deed and mortgage. For everything else, the title company is your best bet.
Fees and Turnaround
Most requests are inexpensive. County recorder offices typically charge per-page fees, with certified copies costing more than plain copies; fees vary by jurisdiction but commonly fall in the range of a few dollars per page. Some counties also charge a search fee if staff must look up the document for you. Online portals may offer free searches with per-document download fees, or charge a subscription for access.
Title companies and lenders often provide copies at no charge, especially for current customers or recent closings. Some charge a flat retrieval fee. Online county and lender portals can deliver documents instantly. In-person visits to the recorder’s office are usually same-day. Mailed requests typically take one to three weeks. A formal Request for Information to your servicer triggers the 30-business-day response deadline described above, though many servicers respond faster.
Information to Have Ready Before You Call
Whichever source you contact, having the right details on hand speeds things up. Collect the full property address, the approximate closing date, and the full legal names of everyone on the deed or loan. For a lender, have your loan number ready (check old statements or your online account). For a title company, knowing the file or policy number helps staff locate your records quickly. For county recorder searches, the property address and grantor/grantee names are usually enough.