Larry Barmore, Chautauqua County clerk, has received calls from residents concerning letters that appear to be invoices for a deed to their property.

The most recent letters are coming from a company called Record Transfer Services out of Westlake Village, Calif. The fee to obtain a copy of their deed from this company is $83, however, other companies have also sent similar letters charging various fees from $59 and up.

“In most cases, property owners already have their deed. It was returned to them after they purchased the property. If they do need a copy, they can get a certified copy from our office for around $2. Under no circumstances should anyone pay these companies anywhere from $50 to $90 for a copy,” Barmore said. “All certified copies originate from our office so these companies pay us $2 and turn around and sell it for an $81 profit. Considering our staff hasn’t received requests for certified copies from this company, I’m not even certain if these companies ever send the customers their deed once the fee is paid.”

State legislation was passed requiring these companies to place a disclaimer on their letter that states: “Certified copies of property deeds are available at the county clerk’s office. The county clerk’s office may charge a small fee for certified copies of such deeds, usually between two and four dollars a page. Since most property deeds are between two and five pages in length, a certified copy can usually be obtained for between four and twenty dollars.”

Even with the disclaimer, local residents are still confused about this solicitation letter as it appears to be an invoice.

“I’m urging residents who get these solicitations to simply throw them out. If you have any questions about getting a copy of your deed, call our office and we’ll be happy to help you,” said Barmore.

The County Clerk’s office accepts cash, check and money orders only. Copies of deeds, mortgages and other documents recorded in the County Clerk’s office can be obtained either in person during normal business hours, Monday through Friday, 8:30 a.m. to 4:30 p.m., at the Mayville office or by sending a request to The County Clerk’s Office, P. O. Box 170, Mayville, NY 14757. For complete information on obtaining a copy, including the exact fee required, please call the County Clerk’s Office at 753-4331.