Recorder

If you live, work, or own property in Polk County, the County Recorder is the local hub for safeguarding essential documents—from real estate records to certified vital records, passports, and recreational vehicle registrations. This guide explains the Recorder’s responsibilities, how to complete common requests, what to know about hours and cut-off times, and which official online tools streamline your visit. You’ll also find department contact details at the end of the article for quick reference.

Understand the Polk County IA Recorder’s Role and Why It Matters

The Polk County Recorder maintains a permanent, reliable archive of the county’s most important public documents and human event records. In practical terms, that mission translates into several service areas residents rely on throughout life:

Real Estate Recording and Retrieval: Deeds and other real property instruments are recorded to establish public notice and chain of title. The Recorder also provides access to view and print real estate records online and in person.

Vital Records: Certified copies of birth, death, and marriage records are issued for eligible requestors. Same-day service in the Vital Records area ends earlier than the office’s close time, so planning ahead is essential.

Passports: The office serves as a passport acceptance facility by appointment. This local access point helps families and first-time applicants submit applications correctly.

ATV/Boat/Snowmobile Registrations and Renewals: Recreational vehicle services include new registrations and renewals, with county-hosted online options for added convenience.

Military Records and Imaging/Microfilm: Veterans can request access to recorded military documents, and the Recorder’s imaging/microfilm team preserves records for long-term, accessible storage.

A good starting point for an overview of services, news, and departmental links is the County Recorder home page on the county’s official website. You can explore high-level guidance, departmental contacts, and announcements directly from the County Recorder page on the county’s site.

Visit the official County Recorder page for current service highlights and updates.

Navigate Location, Hours, and Building Entry—Arrive Prepared

The Recorder’s Office is located in the Polk County Administration Building at 111 Court Avenue, Suite 250, Des Moines, IA. Office doors open Monday through Friday during regular business hours. Because service areas operate on slightly different schedules inside the office, it’s smart to plan your visit around the type of transaction you need to complete:

General office hours: Open to the public during standard daytime hours on weekdays.

Department-specific timelines:
Real Estate recordings must be presented by 4:00 p.m. for same-day filing.
Vital Records offers same-day service until 3:30 p.m.
Passports are by appointment only; walk-ins are not accepted.

Polk County has also implemented security measures at the administration building. Visitors should enter at the designated entrance on the southwest side of the building facing Court Ave. and 2nd Ave. Arriving a few minutes early makes check-in and wayfinding straightforward—especially if you have a timed passport appointment or are trying to meet a recording cut-off.

For office-wide notices that could affect your visit, including holiday closures and occasional building procedure updates, review the announcements on the Recorder’s site before you head downtown.

Record Real Estate Documents in Polk County—Follow These Steps

Real estate recording keeps the county’s property records accurate and accessible. Whether you’re preparing a deed after a sale or transferring ownership interests with a quit claim deed, the Recorder is the official custodian of these documents in Polk County.

1) Prepare a Recordable Document

Documents presented for recording must be complete and ready for acceptance. If you intend to add or remove a person from title, a Quit Claim Deed is a common instrument. The office does not supply deed forms. You can obtain a form from a private source or work with an attorney to ensure your document meets legal standards. (The Recorder’s Office cannot provide legal advice.)

2) Know the Same-Day Filing Cut-Off

To have a document recorded the same business day, you must present it by 4:00 p.m. Documents delivered after that time are processed on the next business day. This timing matters for transactions tied to financing, contractual deadlines, or time-sensitive property transfers.

3) Pay Recording Fees Using Accepted Methods

The Recorder accepts credit (Visa, MasterCard, Discover), cash, check, or money order. If paying by check, make it payable to the Polk County Recorder. Having payment ready helps speed your visit.

4) Retrieve Copies—In Person or by Email

You can request copies of recorded real estate documents via email. Include your contact details and document request in your message; the office will send an invoice and the copies by email after payment is arranged. Copy fees are $2.00 for the first page and $1.00 for each additional page.

5) Search and Print Real Estate Records Online

Polk County makes it easy to look up recorded property documents from 1992 to present without leaving home. If you’re researching title, validating a legal description, or verifying a deed, the county’s land records portal is the fastest first stop.

Use the Recorder’s Search Records gateway to start from the county website.
Visit Search Records to navigate directly to the county’s research options.

Jump straight to the land records search when you already know the party name or recording details.
Launch the county’s land records search portal to view and print available images.

Because these tools draw from official county data, they’re reliable resources for homeowners, real estate professionals, and anyone preparing for a closing.

Request Certified Vital Records—Plan for Earlier Same-Day Cut-Off

The Recorder issues certified copies of life event records. These documents often support employment verification, travel, school enrollment, Social Security claims, and name changes. Plan your visit with the 3:30 p.m. same-day service cut-off in mind.

Start with the Vital Records overview to understand which records are available and how requests are processed.
Read the county’s Vital Records guidance for details and links to specific record types.

If you need to confirm specifics before you come downtown—such as what to bring, who is eligible to receive a certified copy, or how to request a record not on site—use the Recorder’s official FAQ, which consolidates general answers in one place.
Browse the Recorder FAQ for current, office-approved information.

When timing matters, arrive well before 3:30 p.m. so your request can be processed the same day.

Apply for a U.S. Passport—Book an Appointment Before You Visit

The Polk County Recorder acts as a passport acceptance facility, but appointments are required. This ensures staff can review documents thoroughly and keep wait times manageable.

Use the office’s passport hub to learn what to bring, how to sign forms, and how appointments work.
Go to Passports to prepare your application and schedule.

Because passport demand can surge seasonally, scheduling early is a smart move—especially if you’re planning travel that requires immediate processing after acceptance.

Register or Renew ATVs, Boats, and Snowmobiles—Use County Tools to Save Time

The Recorder’s recreational registrations team issues new registrations, transfers ownership, and processes renewals for ATVs, boats, and snowmobiles. Polk County provides online access points and shares seasonal reminders to help you avoid late fees.

Begin on the department’s main page for in-office instructions and eligibility details.
Start at ATV/Boat/Snowmobile Department for official guidance.

Read the county’s “Online Renewal—Please Read” notice if you plan to transact online so you understand eligibility and required information.
Review Online Renewal – Please Read before you begin.

When you’re ready, go directly to the county’s secure renewal portal to renew eligible vessels and vehicles.
Use Boat Licenses Online to process renewals where available.

Polk County also shares seasonal updates about registration cycles. For example, county news has noted that Iowa boat registrations expire on a specified date and that a $5.00 penalty applies on renewals after expiration. Checking department news on the Recorder’s website keeps you ahead of deadlines.

Access Military Records—Support for Veterans and Next-of-Kin

Military discharges and similar documents can be recorded and retrieved to support benefits and other official uses. The county provides a dedicated page so veterans and eligible next-of-kin can learn how to request these records.

Consult the Recorder’s military records page to understand who can access records and how to request copies.
Visit Military Records for eligibility details and request steps.

The office recognizes the importance of safeguarding these documents while ensuring timely access for those who qualify.

Explore Imaging and Microfilm Services—How Polk County Preserves the Record

Behind every fast lookup and certified copy is a set of careful preservation practices. The Imaging/Microfilm Department converts, stores, and protects official records so they remain accessible decades after they are created. This work underpins everything from online land record searches to in-office retrievals. If you’re researching older materials or have questions about archived formats, the imaging team is the place to start within the Recorder’s Office.

Pay the Right Way—What the Recorder Accepts at the Counter

Knowing accepted payment methods helps you move through the process quickly, especially if you’re recording multiple documents or purchasing several copies:

Credit cards: Visa, MasterCard, and Discover
Cash
Check (payable to Polk County Recorder)
Money order

If you’re requesting emailed copies of real estate records, the office sends an invoice and the documents electronically once payment is arranged. Copy charges are straightforward: $2.00 for the first page and $1.00 for each additional page.

Solve Common Scenarios—Local Answers Backed by the Recorder’s Guidance

Residents often encounter similar questions when they first interact with the Recorder. The office has addressed these directly:

“Do you keep property abstracts?”

No. Property abstracts are not filed in the Recorder’s Office. If your transaction involves an abstract, coordinate with your abstract company or closing professional outside the Recorder’s Office.

“How do I add or remove someone from my property title?”

You can record a Quit Claim Deed with the Recorder. The office does not provide the deed form. Many residents work with an attorney to prepare documents or acquire a form from a private provider; the Recorder then records the completed instrument.

“Can I get real estate copies by email?”

Yes. You can request copies by email with your contact details and document information; you’ll receive an invoice and the copies electronically once payment is processed. Copy charges are $2.00 for the first page and $1.00 per additional page.

“What about divorce records?”

Divorce records are not handled by the Recorder. Contact the Polk County Clerk of Court for assistance.

“What are the office hours and how do department cut-offs work?”

The office is open weekdays during posted hours. For same-day service, remember: Real Estate must be presented by 4:00 p.m., Vital Records same-day service ends at 3:30 p.m., and Passports require an appointment. Arrive early if you’re trying to complete a request before a cut-off.

“Which payments are accepted?”

The Recorder accepts Visa, MasterCard, Discover, cash, check (payable to Polk County Recorder), and money order.

Make Your Visit Efficient—Practical Tips Before You Go

Confirm the right entrance and plan extra time. Security procedures at the Administration Building mean you should budget a few extra minutes to enter and reach Suite 250, especially near opening or lunchtime.

Bring complete paperwork. Whether you’re recording a deed or applying for a passport, complete forms and supporting documentation prevent return trips.

Mind the cut-offs. Aim to arrive well before 4:00 p.m. for recordings and before 3:30 p.m. for Vital Records same-day service. Passport applicants should arrive early for their appointment.

Use official online portals first. If you can look up a document through the Search Records or land records search portal, you’ll spend less time at the counter and may not need an in-person visit at all.

Check for holiday schedules. Before major holidays, consult the Recorder’s page for closures or adjusted hours.

Departments, Addresses, and Phone Numbers

Polk County Recorder – Main Office
Polk County Administration Building, 111 Court Avenue, Suite 250, Des Moines, IA 50309
Phone: 515-286-3160

Real Estate Department
Polk County Administration Building, 111 Court Avenue, Suite 250, Des Moines, IA 50309
Phone: 515-286-3160

Vital Records
Polk County Administration Building, 111 Court Avenue, Suite 250, Des Moines, IA 50309
Phone: 515-286-3781

Passports
Polk County Administration Building, 111 Court Avenue, Suite 250, Des Moines, IA 50309
Phone: 515-286-3160

ATV/Boat/Snowmobile Department
Polk County Administration Building, 111 Court Avenue, Suite 250, Des Moines, IA 50309
Phone: 515-286-3160

Imaging/Microfilm Department
Polk County Administration Building, 111 Court Avenue, Suite 250, Des Moines, IA 50309
Phone: 515-286-3175

Polk County Recorder FAQs

Office hours, daily cut-offs, and service windows

The Recorder’s public counter operates on weekdays, with internal deadlines that affect same-day processing. Real estate documents must be submitted before the daily cut-off to post on that business day, and same-day vital records service ends earlier in the afternoon. Passport acceptance is not a walk-in service and must be scheduled in advance. For the most current timetable details, review the County Recorder – FAQ on the county’s official site: FAQ - Polk County Iowa.

Recording real estate documents and acceptable payment methods

Documents presented for recording must be complete and ready for acceptance; incomplete filings are not recorded. Payment at the counter may be made by major credit card (Visa, MasterCard, Discover), cash, check payable to the Recorder, or money order. Guidance on department processes, forms, and links to online tools are consolidated under Search Records.

Viewing and obtaining real estate records online

Residents and professionals can research Polk County recordings through the county’s official records gateway. The portal provides indexed search and access to images for a large span of years, enabling at-home review and printing where available. Start your search from Search Records.

Passport acceptance: appointments and preparation

The Recorder functions as a passport acceptance facility by appointment. Applicants should review identification, photo, and documentation standards in advance to avoid rescheduling. Schedule and prepare using the official county page: Passports.