How to fix incorrect property records in Santa Clara County?

Professional man working at computer in a sunny room - Fixing incorrect property records in Santa Clara County - what do you need, who do you callWhat do you need to do about incorrect property records in Santa Clara County? Sometimes public property records are wrong or have missing information.

Info needed to rectify errors on the public record

What you need to do about incorrect property records in Santa Clara Co depends on what needs correcting. If your square footage is correct but the number of bedrooms is not, you may be able to phone and just tell the person over the phone what the issue is and it will be changed.

If the square footage of the lot size is not right, you’ll need documentation from a surveyor or another professional qualified to measure the parcel and document the calculations. That paperwork will need to be submitted, probably by email, but possibly in person.

In all cases, you need your parcel number for the most efficient help.  More on that below.

Incorrect property records in Santa Clara Co – who to contact

In Santa Clara County (San Jose, Los Gatos, Saratoga, Campbell etc.), you must go through the county tax assessor’s office to address these errors, and specifically, you need to speak with your property’s assigned appraiser. Here’s what you need to do:

  1. First, find your APN or assessor’s parcel number and keep it handy, as you will need it (also paper & pen).  You will find it on your property tax bill.  You can also find your APN online via the Santa Clara County website.
  2. Phone the Real Property & Appraiser Department at (408) 299-5300.  Someone there will ask you for your APN so that the correct appraiser can be contacted – I was surprised to learn that there are several dozen appraisers on staff! You can also try emailing them at RP@asr.sccgov.org
  3. From there, you’ll need to talk with your assigned appraiser and see what needs to be done.  He or she may need some documentation, may ask you some questions – just call and find out.
  4. More info can be found here, on their FAQ page: Santa Clara County Tax Assessor’s Office FAQ page. The phone directory for that office is here. But do yourself a favor and do not phone any other number besides  the -5300 one. I made that mistake myself and was passed from one department to the next, each person not understanding what needed to be done, and it ate up 40 minutes of my time. If you want to fix incorrect property records in Santa Clara County, it’s imperative that you call the appropriate number and get put in touch with an appraiser, or you may have an unpleasant experience, as I did.

Why are the public records on real property sometimes wrong?

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What does a title company do?

What does a title company do? People helping buyers, sellers, real estate professionals with title and escrow work.What is the function of a title company or title insurance company in real estate purchases or refinances? In Silicon Valley, and the San Francisco Bay Area and northern California generally, title companies perform two specific services:

  • provide title insurance for real estate being bought or borrowed against
  • provide escrow services, acting as the neutral third party which takes in the deposit money and holds it during the escrow period, disbursing all funds when escrow closes and having someone go to the county recorder’s office to record the deeds to complete the sale

Title insurance companies research the title history, find out what recorded easements may exist,reveal any encumbrances (leins, clouds on title, etc.). An escrow officer from the title company is usually the professional with a notary’s license who will sign off home buyers and sellers on the final documents, too.

There are many other services that title companies provide. Many people wonder how to hold title, and while neither your Realtor nor your escrow officer can advise you on how to do so, the title companies all have a little 1 page handout explaining the major concepts for each option on how to hold title.

If you need to sign off on the final documents out of town or even out of the country, the escrow officer and her or his support staff will work with you to coordinate it. (It can be a little tricky if overseas and outside of the U.S.).

If you are selling your house or condo and discover that an old loan that you paid off is still showing up in the preliminary title report, the escrow officer at the title insurance company will work to get it resolved and removed.

The customer service department at title companies can research the chain of title, too. Sometimes it’s quite interesting as the chain brings you back to the time of patents and land grants, with hand written deeds in a style of cursive which is somewhat foreign to us today.

There are many other things that title companies do – big and small – and most of them are “behind the scenes” that few of us ever witness directly, but without which no one would be able to close out sales with the safety net of title insurance which we value so much.

Title insurance can be a confusing concept, but I wrote about it elsewhere on this site.

What Is Title Insurance and Who Pays For It?
What is a preliminary title report? Why does it matter?