Monroe County Clerk (NY): Records, Forms, Fees & Office Details

by
Monroe County, New York Clerk Guide

Monroe County Clerk (NY): Records, Forms, Fees & Office Details

The Monroe County Clerk is the official office many Rochester-area residents use for land records, deeds, mortgages, judgments, liens, Supreme and County Court filings, DBA assumed-name filings, notary services, passport acceptance, naturalization records, sporting licenses, DMV/Auto License Bureau services, and selected county-record copy requests.

This guide explains where to search Monroe County Clerk records online, how to request copies, what fees to expect, which forms matter most, where the downtown office is located, and when your task belongs with the courts, DMV, Vital Records, or another Monroe County department instead.

Official County Clerk Website Search Online Records Open Google Map

Independent guide last reviewed September 2026. Always verify current hours, fees, forms, appointment rules, and access restrictions on the official Monroe County Clerk or New York Courts website before visiting, filing, or paying.

Quick Facts: Monroe County Clerk

Official office Office of the Monroe County Clerk.
County Clerk Jamie Romeo is listed by Monroe County as County Clerk.
Downtown office 39 W. Main St., Room 101, Rochester, NY 14614.
Main phone 585-753-1600.
Public hours Monday through Friday, 9:00 a.m. to 5:00 p.m., excluding posted holidays.
Visitor entry note Monroe County instructs visitors to enter via S. Fitzhugh Street or Irving Place.
Best search details Index number, document type, filing date, party names, business name, book/page, tax ID, or property address.
Important court limit The County Clerk keeps Supreme and Monroe County Court records; federal, city, and town proceedings are not filed with this office.
Simple routing rule: use the Monroe County Clerk for land records, Supreme and County Court filings, felony conviction records filed with those courts, DBAs, notary authentication, passports, and copy requests. Use Monroe County Vital Records for many birth/death records, the town or village for many marriage records, local courts for traffic tickets, and the New York State Department of State for notary renewals.

Request Copies of Monroe County Clerk Documents

Use the Clerk’s online document request form when you need a deed, mortgage, UCC record, lien satisfaction, map, court record, DBA, corporate DBA, naturalization record, DD214, or another document held by the Clerk. The form also lets you identify whether you need a certified hard copy.

For faster processing, provide the most specific details you have. A vague request like “my deed” can take longer than a request with names, property address, filing date, book/page, tax ID, or document number.

Official copy requestMonroe County Clerk Online Document Request Form

After opening this link:

  1. Enter your name, phone number, and email address carefully because the Clerk may need to contact you about cost or delivery.
  2. Choose the document category: Court, Land, or Other.
  3. For court records, provide the case number, case caption, and any filing-year details.
  4. For land records, choose deed, mortgage, UCC, mortgage discharge, lien satisfaction, map, or other document type.
  5. Enter the property address, book/page, tax ID, party names, or other identifiers you have.
  6. Select whether you need a certified hard copy and choose pickup or electronic delivery when available.
  7. Do not send private financial information or sensitive identity details unless the official form specifically requires them.
In-person and phone requests A public court or land-record search can be conducted at the Clerk’s Office, by telephone, or by fax request when appropriate.
Mail-in requests Mail written requests to Monroe County Clerk’s Office, 39 W. Main Street, Room 105, Rochester, NY 14614.
Fax requests Fax written requests to 585-753-1650 and include a telephone number where staff can reach you about charges.
Customer service phone Call 585-753-1600 during normal business hours for copy-request questions.

Monroe County Clerk Google Map, Address, Office Hours, and Visit Tips

The Monroe County Clerk’s downtown filing office is located inside the County Office Building in downtown Rochester. For most Clerk counter services, plan around building entry, security screening, parking, and the specific room listed for your service.

Monroe County Clerk Downtown Office

Address: 39 W. Main St., Room 101, Rochester, NY 14614

Main phone: 585-753-1600

Hours: Monday through Friday, 9:00 a.m. to 5:00 p.m.

Visitor entry: Monroe County states that all visitors must enter via S. Fitzhugh Street or Irving Place.

Bring: photo ID, document details, case/index number, business name, property address, payment method, and any forms already completed.

Open Monroe County Clerk in Google Maps

Official office infoMonroe County Clerk Hours, Location, and Contact Info

After opening this link:

  1. Confirm the current downtown office hours and holiday closures.
  2. Check the building entry instructions before traveling downtown.
  3. Review payment methods accepted by the Filing Office and Auto License Bureau.
  4. Use the linked DMV information if your task is a vehicle or driver-license service.
  5. Call or email first if you need a specific department such as passports, pistol permits, land records, or court records.
Visit tip: if you are recording a document the same day, verify the latest cutoff time before arriving. Same-day recording can depend on office hours, line status, document completeness, and payment readiness.

Land Records, Deeds, Mortgages, Liens, Judgments, and Historical Deed Searches

The Monroe County Clerk is the official registrar of deeds, mortgages, assignments of mortgages, satisfactions of mortgages, judgments, and liens. The Clerk indexes and preserves these records so the public can search ownership, filing, and recorded-document history.

Land-record filings must be complete and properly executed. Deeds must be dated originals and generally need grantor/grantee information, return address, full legal property description, municipality, tax number, property and tax mailing address, grantor signature, acknowledgement, and complete notary information.

Official land recordsMonroe County Clerk Land Records and Court Filings

After opening this link:

  1. Review whether your document is a deed, mortgage, assignment, satisfaction, lien, judgment, civil filing, criminal record, or index-number request.
  2. For deeds, confirm that the document is an original and includes required property, party, notary, and tax-form details.
  3. For mortgages, check the base recording fee, additional page fee, and mortgage-tax rules before preparing payment.
  4. For copies, use the listed copy and certification fee information before ordering.
  5. Use the historical deed search guide if your property search involves older deed records.
Deeds One-page deed filings are commonly listed at $50, with additional page and transfer-related fees when applicable.
Mortgages The base mortgage recording fee is listed at $45 plus page fees and applicable mortgage tax.
Mortgage assignments Assignment and discharge filings can include base fees, page fees, cross-index fees, and additional mortgage-recited fees.
Transfer on Death Deeds New York’s Transfer on Death Deed law took effect in 2024, and Monroe County provides local recording forms and policy guidance.
Recording warning: documents filed with the County Clerk generally must bear original signatures. If your deed, mortgage, discharge, or transfer document is incomplete, handwritten where a computer-generated form is required, missing tax forms, or missing proper acknowledgement, recording may be delayed or rejected.

Monroe County Supreme and County Court Records

The Monroe County Clerk is the Clerk of the Supreme and County Courts and maintains court files for civil and criminal matters filed in those courts. The County Clerk is also the source for criminal records filed by the New York State Supreme and Monroe County Courts.

Only felony convictions are filed in the Monroe County Clerk’s Office. Federal, city, and town proceedings are the responsibility of those separate government bodies and are not filed with the County Clerk’s Office.

Use the Monroe County Clerk for

  • Supreme Court civil filings.
  • Monroe County Court records.
  • Index numbers for Supreme or County Court actions.
  • Criminal records filed by Supreme and County Courts.
  • Felony conviction records filed with the Clerk.
  • Certificates of disposition connected to qualifying Clerk-held records.

Use another office for

  • Federal court cases.
  • Rochester City Court matters.
  • Town and village court cases.
  • Traffic tickets handled by local courts or Rochester’s Traffic Violations Agency.
  • Sealed records unless you are a party, attorney of record, or have a court order.
  • Birth, death, and many marriage records handled by Vital Records or local clerks.

Official court infoMonroe County Clerk Court Filings

After opening this link:

  1. Confirm whether your case belongs to New York Supreme Court or Monroe County Court.
  2. Prepare the index number, year of filing, case caption, party names, and record type.
  3. For criminal records, remember that only felony convictions are filed with the Monroe County Clerk’s Office.
  4. For sealed records, verify whether you are a party, attorney of record, or have a court order for access.
  5. Use New York Courts resources if you need court dates, judge information, small claims, or local court procedure.

Court locationMonroe County Supreme & County Court

After opening this link:

  1. Use this New York Courts page for the Supreme and County Court location, phone, fax, and court hours.
  2. Confirm whether your issue is a court scheduling issue or a County Clerk records issue.
  3. Use the Hall of Justice address for court-location questions, not the County Clerk office address.
  4. For ADA access or court accommodations, follow the court’s instructions rather than the Clerk’s record-request form.

Official e-filingNew York State Courts Electronic Filing System

After opening this link:

  1. Create or sign in to your NYSCEF account if your case type is eligible or required for e-filing.
  2. Select Monroe County and the correct court before filing.
  3. Upload documents in the format required by NYSCEF.
  4. Pay any required filing fee and save the confirmation receipt.
  5. Watch for filing status, rejection notices, correction requests, and service requirements.

DBA / Assumed Business Name Forms in Monroe County

Monroe County Clerk files certificates for people conducting business under an assumed business name under New York General Business Law Section 130. These are commonly called DBA or “Doing Business As” filings.

The Clerk lists three basic DBA filing types: original filings, amendments, and discontinuances. Before filing an original DBA, the Clerk reviews names already assigned to see whether the desired name is available in Monroe County.

Original DBA Used when a person or partnership starts conducting business under a name that is not the legal name.
DBA amendment Used to change the business address, business name, or add/remove partners, with reference to the original or most recent filing.
DBA discontinuance Used when individuals or partners stop conducting business under the assumed name.
City of Rochester note Businesses located in Rochester may also have City business permit requirements separate from the County Clerk DBA filing.

Official DBA formsMonroe County Clerk DBA Instructions and Forms

After opening this link:

  1. Read the DBA instructions before filling out a form.
  2. Search the online records database as a guest to check names currently in use.
  3. Choose the correct form: individual DBA, partnership DBA, or discontinuance.
  4. Complete the form with the exact required business language and owner information.
  5. If mailing the form, make sure it is notarized and includes the proper check or money order payable to the Monroe County Clerk.
  6. If your business is in the City of Rochester, review city permit requirements before assuming the DBA is enough.
DBA fee note: Monroe County lists the original DBA filing cost at $25 for both individual and partnership filings. The Clerk can provide the form for an additional $1, and a certified copy is commonly requested by banks when opening business accounts.

Monroe County Clerk Fees: Copies, Certified Records, Deeds, Mortgages, DBAs, and Court Filings

Fees can change, and real estate filings can include several separate charges. Use this as a planning guide only, then verify the current total with the Clerk before mailing a check, recording a document, or requesting a certified copy.

65¢ / page Copy fee for many Clerk records, with a listed $1.30 minimum charge.
$5.00 Certified copy for a document up to four pages, with additional per-page fees when applicable.
$5 / 2 years Search fee when a records search is involved.
$5.00 Criminal Certificate of Disposition request fee listed by the Clerk.
$210 Index number fee for Supreme or Monroe County Court actions.
$210 Civil action filing amount listed for assigning an index number.
$45+ Base mortgage recording fee, plus page fees and applicable mortgage tax.
$50+ One-page deed filing fee, plus additional page, tax-form, transfer-tax, and other applicable charges.
$25 Original or amended DBA filing fee for individual or partnership DBA filings.
$5 Notarial certificate or authentication of eligible local certificates when requested.

Official fee detailsMonroe County Clerk Recording, Copy, and Filing Fees

After opening this link:

  1. Find the section matching your task: copies, certificates of disposition, mortgages, deeds, index numbers, or civil actions.
  2. Check whether the fee is per page, per document, per search period, per mortgage recited, or based on tax rules.
  3. For deed filings, confirm whether TP-584, RP-5217, transfer tax, residential deed fee, and other charges apply.
  4. For mortgage filings, confirm the mortgage tax before preparing payment.
  5. If you are unsure, call the Clerk before mailing or visiting because incorrect payment can delay recording.

Passports, Notary Services, Apostille Help, and Divorce Records

The Monroe County Clerk acts as a passport acceptance agent for new U.S. passport applications and certain expired-passport renewal situations. The Clerk is responsible for processing and submitting applications to the U.S. Passport Office, while the U.S. Department of State issues the passport.

The Clerk also has notaries on staff, authenticates certain notary signatures, and may authenticate local birth, death, and marriage certificates for documents that need state-level apostille processing. Notary renewals, however, are now processed online by the New York State Department of State, not through the County Clerk.

Official passportsMonroe County Clerk Passport Services

After opening this link:

  1. Read the general passport information and any current U.S. Department of State updates.
  2. Book an appointment if required for your passport service.
  3. Complete the passport application before arriving, but do not sign it until instructed by the Clerk.
  4. Bring proof of U.S. citizenship, proof of identity, passport photos, and separate payment methods for required fees.
  5. For children under 16, review the parental appearance and consent rules before the appointment.
  6. For urgent travel, check current U.S. Department of State processing times and passport-agency appointment options.

Official notaryMonroe County Clerk Notary Public Information

After opening this link:

  1. Use the page for notary services at the Clerk’s Office, notary signature authentication, certificate of official character, and apostille-related guidance.
  2. If you need a notary renewal, follow the New York State Department of State online renewal instructions.
  3. Bring the original document and required payment if you need certificate authentication.
  4. For apostille, follow the New York Department of State process after local authentication is complete.

Divorce recordsMonroe County Clerk Marriage and Divorce Record Information

After opening this link:

  1. Read the divorce-record access rules before requesting a decree.
  2. Remember that divorce files are sealed and generally available only to the plaintiff, defendant, or attorneys of record.
  3. For a divorce decree copy, follow the in-person or notarized mail-request instructions.
  4. For marriage records, contact the town or village where the marriage took place unless the Clerk page directs otherwise.

DMV / Auto License Bureau, Pistol Permit Unit, Sporting Licenses, and Other Clerk Services

The Monroe County Clerk also acts as a motor vehicle agent through Auto License Bureau offices. DMV services are handled through separate DMV locations rather than the downtown Clerk filing counter.

The Clerk also provides pistol permit acceptance and file services, sporting licenses, E-ZPass tag sales, veteran discharge recording, Return the F.A.V.O.R. veteran discount cards, and language-access support. For firearm-related licensing, use official forms and state guidance only.

Rochester Downtown DMV 200 E. Main St., Suite 101, Rochester, NY 14604. Listed hours are 8:30 a.m. to 4:30 p.m.
Greece DMV The Mall at Greece Ridge, entrance #2 near Ruby Gordon. Listed hours are 8:30 a.m. to 4:30 p.m., with late Tuesday and last-Saturday service noted by Monroe County.
Pistol Permit Unit 39 West Main Street, Room 102, Rochester, NY 14614. Phone: 585-753-1642.
Language access Monroe County states that Filing Office and DMV branch visitors have access to telephonic interpreters with dual-handset phones.

Official DMVMonroe County DMV Office Locations and Hours

After opening this link:

  1. Choose the DMV branch closest to your task, not the County Clerk filing office.
  2. Check whether walk-ins, appointments, late Tuesday hours, or last-Saturday service are available.
  3. Bring the correct DMV documents, proof of identity, insurance paperwork, and payment method.
  4. For parking or traffic tickets, read the page’s warning because local courts or the City of Rochester Traffic Violations Agency may handle those matters.

Official pistol permitsMonroe County Pistol Permit Information

After opening this link:

  1. Use only the official County Clerk and New York State links for pistol permit forms, appointments, address changes, transfers, and recertification guidance.
  2. Review whether the task can be handled by appointment, mail, or another listed process.
  3. Prepare identification, permit documents, forms, and payment exactly as the official page instructs.
  4. For legal eligibility or safety-training questions, follow the New York State Police or DCJS links provided by the official page.

Monroe County Clerk vs Courts, Vital Records, Town Clerks, DMV, and FOIL

Several Monroe County services sound similar but belong to different offices. Choosing the wrong office can delay your request, especially for marriage records, birth certificates, traffic tickets, sealed court files, and general county records.

Use Monroe County Clerk for

  • Deeds, mortgages, liens, judgments, and recorded land documents.
  • Supreme and Monroe County Court records filed with the Clerk.
  • Index numbers and qualifying civil-action filings.
  • DBA assumed-name filings.
  • Notary authentication and certificates of official character.
  • Passport acceptance appointments.
  • Naturalization records and DD214 copy requests.

Use another office for

  • New York Courts: court dates, judge calendars, small claims, and local court procedure.
  • Vital Records: many birth and death certificates.
  • Town or village clerk: many marriage records from the place where the marriage occurred.
  • DMV / Auto License Bureau: driver license and vehicle registration service.
  • FOIL Records Access Officer: general Monroe County agency records not held by the County Clerk.
  • City/town/village courts: local traffic and lower-court matters.

Official FOILMonroe County Freedom of Information Law Requests

After opening this link:

  1. Use FOIL for existing county agency records when the record is not a County Clerk land, court, or filing record.
  2. Describe the record as specifically as possible, including department, date range, subject, and record type.
  3. Remember that an agency is generally not required to create a new record in response to a FOIL request.
  4. Review copy fees and appeal instructions before submitting a broad request.

Related Clerk Guides on This Site

These internal links help readers compare other New York county clerk pages and general county-clerk service guides without sending them to unrelated content.

Erie County Clerk (NY): Records, Services & Office Information Onondaga County Clerk (NY): Records, Locations & Clerk Services Nassau County Clerk (NY): Records, Forms, Fees & Office Details Suffolk County Clerk: Public Records, Services & Contact Info Westchester County Clerk: Records, Locations & Clerk Services County Clerk Guide: Records, Services & Offices County Clerk Near Me: Find Offices, Hours & Services County Clerk Marriage License Requirements & Fees

Before You Search, File, Request, or Visit: Practical Checklist

  • Decide whether your task is a land record, court filing, DBA, copy request, passport, notary, DMV, vital record, or FOIL request.
  • Use the online records database first for many records from the 1970s to the present.
  • Bring or provide the index number, document type, filing date, party names, business name, property address, book/page, and tax ID when available.
  • For certified copies, confirm whether a hard copy is required and whether certification fees apply.
  • For deeds and mortgages, confirm tax forms, original signatures, notary acknowledgement, transfer tax, mortgage tax, and page fees before recording.
  • For court records, remember that sealed records may require party status, attorney status, or a court order.
  • For passport appointments, bring original documents and separate payment methods if required.
  • Check Google Maps, building-entry instructions, parking, and current office hours before visiting downtown Rochester.

Official Monroe County Clerk Links Used in This Guide

Use these official links for current records, forms, copy requests, fees, office hours, maps, court filing rules, and service updates.

Monroe County Clerk Official Website Hours, Location & Contact Info Online Records Database – IQS Online Document Request Form Land Records, Court Filings & Fees County Clerk Court Filings DBA Instructions and Forms Passport Services Notary Public Information DMV Office Locations and Hours Monroe County Supreme & County Court Monroe County FOIL Information

Privacy, Accuracy, and Legal Use Notice

Clerk records can include sensitive details, and some records are sealed, restricted, redacted, unavailable online, or maintained by a different office. Public access does not mean every record can be used for every purpose.

This page is an independent informational guide and is not the official Monroe County Clerk website. This website is not a consumer reporting agency, and this page should not be used for employment screening, tenant screening, credit eligibility, insurance eligibility, or any Fair Credit Reporting Act purpose.

Verify before acting: confirm official record status, fees, filing requirements, certified-copy rules, court dates, legal deadlines, and office hours directly with the Monroe County Clerk, New York Courts, DMV, Vital Records, or the responsible agency.

Monroe County Clerk FAQs

1. What does the Monroe County Clerk do?

The Monroe County Clerk records deeds, mortgages, judgments, liens, DBAs, Supreme and County Court filings, notary-related records, naturalization records, and selected copy requests. The office also provides passport acceptance, sporting licenses, DMV/Auto License Bureau services, and pistol permit acceptance services.

2. Where is the Monroe County Clerk located?

The Monroe County Clerk’s downtown office is at 39 W. Main St., Room 101, Rochester, NY 14614. Monroe County states that visitors should enter via S. Fitzhugh Street or Irving Place.

3. What is the Monroe County Clerk phone number?

The main Monroe County Clerk phone number is 585-753-1600. The Pistol Permit Unit is listed separately at 585-753-1642, and DMV telephone service is handled through New York DMV telephone resources.

4. How do I search Monroe County Clerk records online?

Use the Monroe County Clerk Online Records Database through IQS. Search as a guest, then use names, document types, filing dates, index numbers, book/page details, business names, property addresses, or tax IDs to narrow your search.

5. How do I request copies from the Monroe County Clerk?

Use the Clerk’s online document request form or contact the office by phone, mail, fax, or in person. Provide the index number, document type, filing date, party names, business name, property address, book/page, tax ID, and whether you need a certified hard copy.

6. How much are Monroe County Clerk copies and certified copies?

The Clerk lists many copies at 65 cents per page with a $1.30 minimum. A certified copy is listed at $5 for a document up to four pages, plus an additional per-page charge when applicable. Search fees may apply when staff research is required.

7. Does the Monroe County Clerk handle court records?

Yes, the Monroe County Clerk is Clerk of the Supreme and County Courts and maintains court files for civil and criminal matters filed in those courts. Federal, city, and town proceedings are not filed with the County Clerk’s Office.

8. Are Monroe County divorce records public?

Divorce files are sealed. The Clerk states they are generally available only to the plaintiff, defendant, or attorneys of record, unless a court order allows access.

9. How do I file a DBA in Monroe County?

Use the Monroe County Clerk DBA instructions and forms page. Search existing business names first, choose the correct form for an original filing, amendment, or discontinuance, and follow the notarization and payment instructions if filing by mail.

10. Is this page the official Monroe County Clerk website?

No. This is an independent guide. Use the official Monroe County Clerk links in this article for current records, forms, fees, hours, copy requests, maps, appointments, and service updates.

Leave a Comment