County Clerk

The Dallas County TX County Clerk maintains official public records, vital records, county court files, probate records, Commissioners Court documents, and funds deposited into the registry of the court. This article explains which County Clerk division handles each service, how to search available records, when certified copies are required, what information applicants should prepare, and which restrictions commonly delay requests.

County Clerk Responsibilities

The County Clerk serves several distinct roles within Dallas County government. The office is the county recorder, the local registrar of certain vital records, the clerk of the county courts at law, the clerk of the county criminal courts, the clerk of the probate courts, and the ex officio clerk of the Commissioners Court.

Because these responsibilities are divided among multiple offices and court buildings, residents should identify the correct division before visiting or submitting a request. A property deed is handled differently from a misdemeanor court record, and a birth certificate request follows different rules from a request for a probate case document.

The official Dallas County Clerk website provides access to division pages, notices, online applications, record-search systems, certified-document services, and County Clerk contact options. Regular office hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., except for court-approved holidays. Central Records currently closes at 4:00 p.m.

Major Clerk Divisions

The County Clerk’s work is organized through divisions that include:

Recording Division for deeds and official public records.
Vital Records Division for qualifying birth, death, and marriage records.
Civil Courts Division for county civil court records.
County Criminal Courts Division for misdemeanor court records.
Probate Courts Division for estates, wills, guardianships, and related matters.
Central Records Division for closed and historical court records.
Accounting and Trust Division for court registry funds and certain collections.
Criminal Collections Division for misdemeanor fines and court costs.
Commissioners Court Division for agendas, orders, meeting records, and official county actions.

Online Record Searches

The Dallas County Online Record Search is the main starting point for many public searches. Available categories include county civil courts, county criminal courts, probate courts, assumed names, marriage information, Uniform Commercial Code records, personal property records, and deeds.

Dallas County and District Court case information is also available through the court portal. Public users do not have to register merely to view available case information. The portal separates County Clerk records from District Clerk records, so users should confirm which court has the case before submitting questions or requesting copies.

County and District Cases

The County Clerk maintains records for county civil, county criminal, and probate courts. The District Clerk maintains records for civil district courts, family district courts, juvenile matters, and other district court proceedings. Family district court results in the public system may provide case information only rather than full document access.

For County Courts case-information questions, the County Clerk provides CC-Inquiry@dallascounty.org. Questions concerning District Courts case information should be directed to DC-Inquiry@dallascounty.org. Sending a request to the wrong clerk can delay a response, particularly when the user provides only a party name without identifying the court or case type.

Useful Search Details

Search results are more reliable when the user has identifying information from the original filing or court notice. Depending on the record type, helpful details may include:

The full legal name of a person or business.
A court case number.
The court number or court type.
The filing year or approximate filing date.
A property grantor or grantee name.
The name of a decedent in a probate matter.
The names shown on a marriage record.
An assumed business name.

Name searches may return multiple people or businesses with similar names. Users should compare dates, court assignments, property information, or other identifiers before assuming that a result concerns the correct person or transaction.

Certified and Uncertified Copies

Dallas County distinguishes between documents displayed through the public record-search system and certified documents purchased from the County Clerk. Documents viewed through the Online Public Record Search are non-certified. A screen image, downloaded search result, or ordinary public copy should not be treated as a certified copy.

The County Clerk offers electronic certified official public record documents and electronic certified court documents for online purchase. Each electronic certified document uses encrypted features, includes a unique County Clerk digital signature, and is designed to show evidence of alteration. Electronic certified documents may be purchased online at any time.

Users should determine what type of copy the receiving organization requires before ordering. A lender, title company, court, government agency, or other recipient may request a certified document rather than an informational copy. Ordering the wrong version can require a second purchase or a separate visit.

Court-Ordered Recording Documents

Documents presented for recording in the Official Public Records as the result of a court action must be certified copies authenticated by the court or clerk that issued them. An ordinary photocopy or a non-certified portal download does not satisfy this County Clerk recording requirement.

This distinction commonly affects judgments, probate orders, divorce-related property documents, and other court instruments intended to affect ownership or an interest in real property. The document must first be obtained in the required certified form before it is presented to the Recording Division.

Property and Deed Records

The County Clerk’s Recording Division serves as the recorder of deeds and Official Public Records. Its responsibilities include recording property deeds and documents associated with a deed, such as liens, transfers, releases of liens, and certain probate documents affecting property.

Recording places the public on notice that a person or organization claims a financial or legal interest in property. The division records approximately 400,000 documents each year. It also handles plats and tax certificates associated with businesses or subdivisions and certain assumed-name filings.

Property Transfer Identification

For documents submitted to the County Clerk that convey property from one person to another, a photo ID has been required under HB 1195 since July 1, 2023. Anyone preparing to record a deed or another qualifying conveyance should account for this identification requirement before presenting the document.

The County Clerk records documents but does not provide legal advice about whether a deed, lien, release, affidavit, or other instrument is appropriate for a particular transaction. The document should be complete and ready for recording when submitted.

Assumed Business Names

The Recording Division files qualifying assumed names, commonly called DBA filings. However, incorporated assumed-name forms have not been recorded locally by the County Clerk since September 1, 2019. Those incorporated filings are made with the Texas Secretary of State.

Before submitting an assumed-name document, applicants should determine whether the business structure requires a county filing. Confusing an unincorporated assumed-name filing with an incorporated entity filing may result in presenting the form to the wrong office.

Property Fraud Alerts

The Recording Division promotes a free property fraud alert system. The service is intended to help property owners monitor recorded activity associated with their information. An alert does not prevent a document from being recorded and does not establish whether a filing is legally valid, but it can help an owner become aware of recording activity.

Birth and Death Records

The Vital Records Division maintains qualifying birth, death, and marriage records for Dallas County. It serves as the local registrar for 31 cities within the county.

The City of Dallas acts as its own local registrar. A birth that occurred within Dallas city limits or a death that occurred within Dallas city limits should be directed to the City of Dallas Bureau of Vital Statistics rather than the Dallas County Clerk.

Birth and death records are confidential. Certified copies are issued only when the applicant meets the applicable eligibility, identification, and documentation requirements.

Birth Certificate Types

The County Clerk’s birth certificate instructions distinguish between short-form and long-form certificates.

Short Abstract Form

A short-form birth certificate contains basic information such as the person’s name, sex, date of birth, county of birth, parent names, state file number, and filing date. The abstract may be used for purposes that include applying for government-issued identification, school or sports enrollment, and certain employment matters.

Long Certificate Form

A long-form certificate is a copy of the actual birth certificate maintained by the registrar for the place where the birth occurred. The Dallas County Clerk cannot provide long-form certificates for births registered by the City of Dallas or in other counties.

Long-form certificates are available through the County Clerk only for specified Dallas County cities. Availability for Carrollton, Grand Prairie, and Richardson begins with 1996 records. The County Clerk also identifies several hospitals for which it does not provide long-form certificates, including major hospitals located within the City of Dallas registrar’s jurisdiction.

Applicants should confirm the city and hospital associated with the birth before requesting a long form. Selecting the wrong certificate type does not result in a refund.

Birth Application Requirements

A birth certificate application may be completed online to expedite an in-person visit, or the application may be downloaded for in-person or mailed submission. The online application used for an in-person visit generates a confirmation number. The applicant should bring that confirmation number to the Vital Records Division, where payment is made and the document is issued.

All birth applications require:

The full name as it appears on the birth record.
The date and county of birth.
The parents’ names, including the mother’s maiden name.
The applicant’s relationship to the person named on the certificate.
The applicant’s mailing address.
The purpose for requesting the record.
The full name of the hospital where the birth occurred.

An in-person applicant must present an original valid government-issued ID. A mailed request must include a notarized copy of the applicant’s valid government-issued ID. The County Clerk does not accept birth certificate requests by email.

Birth Fees and Payment

The cost is $23 for each birth certificate copy. The same amount is treated as a nonrefundable search fee when the requested record is not found.

Mailed requests must be paid by money order payable to John F. Warren, Dallas County Clerk’s Office. Cash should not be sent through the mail, and credit cards are not accepted for mailed applications. Mail processing takes approximately two to four weeks. In-person applicants may pay cash and receive an available record while they wait.

The Matricula Consular Card is not accepted as identity verification for purchasing a birth certificate or obtaining confidential records.

Death Certificate Requests

The County Clerk’s death certificate instructions apply to qualifying deaths registered by the county. Deaths occurring within the City of Dallas are handled by the City of Dallas Bureau of Vital Statistics.

Qualified Death Applicants

A certified death certificate may be requested or picked up by a qualified applicant. Qualified applicants include a spouse, an immediate family member by blood, a legal guardian with supporting documentation, or a legal representative of the family with supporting documentation.

A person who is not a qualified applicant must present an original authorization statement signed by a qualified applicant. The statement must be notarized and must:

Name the person authorized to pick up the certificate.
Identify that person by full name.
Identify the type of certificate to be released.
Contain the qualified applicant’s signature.

Both the authorizing party and the person receiving the certificate must submit valid identification. Missing authorization language, an unsigned statement, or a statement that has not been notarized can prevent release of the record.

Death Application Details

All death certificate applications require the full name shown on the death record, the date and place of death, the applicant’s relationship to the deceased person, the applicant’s mailing address, and the purpose of the request.

Applications may be prepared online for an in-person visit or downloaded for in-person or mailed submission. Requests are not accepted by email. In-person applicants must present an original valid government-issued ID. Mailed applicants must provide a notarized copy of a valid government-issued ID.

Death Fees and Timing

The first certified copy costs $21. Additional copies of the same death certificate ordered at the same time cost $4 each. A nonrefundable $21 search fee applies when the record is not found.

Mailed applications take approximately two to four weeks and must be paid by money order payable to John F. Warren, Dallas County Clerk’s Office. Applicants should not mail cash. Credit cards are not accepted by mail. An available record may be issued during an in-person visit after the applicant meets the requirements and pays the applicable fee.

Marriage License Services

The County Clerk issues marriage licenses and maintains marriage records through the Vital Records Division. The marriage license application page provides the online application and identification information.

Application and Order Number

Marriage license applications must be completed online. After the application is submitted, the system provides an order number. Applicants should save that number because it is required for the walk-in portion of the process with Dallas County.

Completing the online application does not eliminate the need to follow the County Clerk’s in-person procedure. Applicants should bring the order number and an acceptable form of identification.

License Expiration

A marriage license expires if the ceremony has not been conducted before the 90th day after the date the license was issued. Couples should plan the application date with the ceremony date in mind rather than applying so early that the license may expire.

Absent Applicant Limits

Applicants generally must be present for the ceremony. The stated exception applies when an absent applicant is a member of the United States armed forces, is stationed in another country in support of combat or another military operation, and is unable to attend the ceremony. Other applicants must be present.

The County Clerk also offers online ordering for certified copies of marriage licenses. Applicants seeking a copy of an existing marriage record should not confuse that request with an application for a new marriage license.

County Civil Court Records

The Civil Courts Division maintains records for the Dallas County Courts at Law. Dallas County has five county courts at law that hear civil cases.

These courts handle civil disputes, appeals from justice of the peace courts, cases transferred from state district courts, and foreign judgments originating in another county or state. The Civil Division processes approximately 9,200 cases each year through the Odyssey case-management system.

Hearings and E-Filing

A request for a court hearing should be directed to the coordinator of the court to which the case is assigned. The County Clerk does not schedule a hearing merely because a party contacts the general records office.

Technical problems with the e-filing service should be reported to the service provider identified on the eFile website. When a filer cannot view documents submitted in a county civil case through the public access portal, the County Clerk directs inquiries to cc-civilefile@dallascounty.org.

Users should distinguish among filing a document, obtaining a filed document, requesting a certified copy, and scheduling a hearing. Each action follows a different process.

County Criminal Court Records

The County Criminal Courts Division maintains records for 11 county criminal courts that hear Class A and Class B misdemeanors. Dallas County also has two criminal courts of appeals that hear appeals from justice of the peace courts and municipal courts.

The division processes approximately 32,500 cases each year and maintains a substantial number of pending cases. County criminal records should not be confused with felony district court records or jail booking information. A court case number identifies a judicial proceeding, while a booking or jail identifier concerns custody records.

Users seeking a certified misdemeanor court document should request the certified court record through the County Clerk’s available document service or the appropriate courthouse location. A public portal image remains non-certified.

Probate Court Records

The Probate Courts Division maintains records for three Dallas County probate courts. These courts hear matters involving wills, estates, guardianships, mental health proceedings, and mental health assessments.

Probate records have permanent retention. The division processes approximately 5,200 cases each year through the Odyssey case-management system. Estate matters may range from small estates to estates involving substantial assets.

The County Clerk also accepts wills for deposit during the testator’s lifetime. A will held for deposit is different from a will filed in an active probate estate. Searchers should know whether they are looking for a probate case, a filed estate document, or a will held on deposit.

Funds belonging to incapacitated persons may be held in trust through the County Clerk’s court registry. Questions about the underlying probate case and questions about funds held by the clerk may involve different divisions.

Closed and Historical Records

The Central Records Division maintains closed civil, probate, criminal, and truancy records, along with historical deed books, Commissioners Court records, probate books, and records stored on microfilm. County records in the Clerk’s custody extend back to the county’s establishment in 1846.

Temporary Access Restrictions

A temporary service notice effective April 6, 2026, states that Central Records email requests are not being accepted or processed during a facility move. Phone calls and follow-up inquiries are also unavailable during the transition.

During the temporary period, criminal records from 2011 to the present are available online. Certified criminal copies must be obtained in person at the Frank Crowley Courthouse or the George Allen Courthouse.

Probate records from 1985 and earlier and from 2002 to the present are available in person at the George Allen Courthouse. Civil records from before 2004, from 2007 through 2010, and from 2012 to the present are also available in person at the George Allen Courthouse.

Records for years outside those stated ranges cannot be accessed during the temporary service period. A user seeking an older file should identify both the case type and filing year before visiting, because physical access depends on those details.

Court Funds and Collections

The Accounting and Trust Division serves as the registry of the court. It receives judgments, bonds, and other funds that a court orders to be deposited with the County Clerk. The division holds funds for minors who receive money through civil cases, incapacitated people involved in probate proceedings, and other parties whose money is placed in the registry.

The division manages approximately 1,300 accounts for minors and incapacitated persons. It also monitors funds collected and disbursed through County Clerk special funds and audits money-handling procedures in other Clerk divisions.

Misdemeanor Court Payments

The County Criminal Collections Division handles fines and court costs assessed after the final disposition of many misdemeanor cases. Its work applies when a defendant pleads guilty or is found guilty and a final judgment includes financial obligations.

The division offers an online extension-of-payment application. Applicants are instructed to complete the entire application and sign the last page. Payment plans are negotiated after the defendant’s financial profile has been completed, and applicants should be prepared to make a down payment toward court costs and fines.

Western Union service is unavailable until further notice. Payments must be made online or in person. Court-payment questions should be directed to Criminal Collections rather than the general records-search office.

Commissioners Court Records

The County Clerk is the ex officio, non-voting clerk of the Commissioners Court. The Commissioners Court Division records and maintains the court’s official actions, produces and publishes meeting agendas, records votes, registers public speakers, prepares formal orders, and maintains contracts and records resulting from court meetings.

The division also publishes notices of public meetings for Dallas County and other public entities in the county, including municipal governments and school districts. Users looking for a county meeting agenda, formal order, recorded vote, contract, or Commissioners Court action should distinguish those records from civil or criminal court documents.

Public Information Requests

Questions, concerns, general County Clerk inquiries, and Public Information Act requests may be sent to CC-Inquiry@dallascounty.org. A request should identify the type of record, relevant names, approximate dates, case or instrument numbers when known, and the desired copy type.

A Public Information Act request is not necessarily the fastest method for obtaining a document already available through an established court or official-record search system. Users should first determine whether the record can be found through the online portal, purchased through the certified-document service, or requested directly from the responsible division.

Common Request Mistakes

Many delays result from choosing the wrong office, requesting the wrong copy type, or submitting incomplete identifying information. Common mistakes include:

Requesting a City of Dallas birth or death record from the County Clerk.

Treating an online public-record image as a certified copy.

Submitting an uncertified court document for recording in the Official Public Records.

Failing to include a photo ID with a qualifying property conveyance.

Mailing a vital-record application without notarized proof of identity.

Sending cash or attempting to use a credit card for a mailed birth or death request.

Requesting a long-form birth certificate from the county when the birth was registered by the City of Dallas.

Forgetting the order or confirmation number generated by an online vital-record application.

Submitting a marriage application too early and allowing the 90-day license period to expire.

Sending a County Court question to the District Clerk or a District Court question to the County Clerk.

Searching for a court case with a jail booking number instead of the court case number.

Requesting historical records without identifying the record type and filing year.

Before submitting a request, users should confirm the government office that created or maintains the record, whether the record is confidential, whether the receiving party requires certification, and which identification or payment method applies.

County Clerk Department List

Dallas County Clerk’s Office — Records Building, 500 Elm Street, Suite 2100, Dallas, TX 75202 — (214) 653-7099

Recording Division — Records Building, 500 Elm Street, Suite 2100, Dallas, TX 75202 — (214) 653-7099

Vital Records Division — Records Building, 500 Elm Street, Suite 2100, Dallas, TX 75202 — (214) 653-7099

Civil Courts Division — George L. Allen, Sr. Courts Building, 600 Commerce Street, 1st Floor, Suite 101, Dallas, TX 75202 — (214) 653-7099

County Criminal Courts Division — Frank Crowley Courts Building, 133 N. Riverfront Boulevard, 2nd Floor, Room A-1, Dallas, TX 75207 — (214) 653-7099

Probate Courts Division — George Allen Courts Building, 600 Commerce Street, 7th Floor, Suite 400, Dallas, TX 75202 — (214) 653-7099

Central Records Division — George L. Allen, Sr. Courts Building, 600 Commerce Street, B-1, Dallas, TX 75202 — (214) 653-7099

Accounting and Trust Division — Records Building, 500 Elm Street, Suite 2100, Dallas, TX 75202 — (214) 653-7099

Commissioners Court Clerk — Records Building, 500 Elm Street, 3rd Floor, Suite 3200, Dallas, TX 75202 — (214) 653-7945

County Criminal Collections Division — Frank Crowley Courts Building, 133 N. Riverfront Boulevard, 2nd Floor, Room A-8, Dallas, TX 75207 — (214) 653-2979

County Clerk FAQs

Are online search results always complete and current?

No. Dallas County states that its online data may contain errors, omissions, or outdated information and may change without notice. Search results should be treated as a starting point rather than a final determination of a case’s status, property ownership, or legal rights. Review the available details carefully, including filing dates, court assignments, party names, and instrument numbers. For decisions involving deadlines or legal obligations, confirm the information through the appropriate court record or County Clerk division. The official Dallas County Online Record Search provides access to the available county civil, criminal, probate, marriage, assumed-name, UCC, personal-property, and deed indexes.

What should I do if a court record exposes sensitive information?

If a publicly available court record displays a Social Security number or other sensitive personal information, use the reporting form provided through the Dallas County court portal. Identify the specific case and document containing the information rather than submitting a broad request about the entire case. Reporting the exact location of the sensitive data can help the responsible office review the issue more efficiently. Do not repost, distribute, or include the exposed information in ordinary correspondence.

Can a County Clerk search replace a title review?

No. Recorded deeds, liens, releases, and related documents show filings associated with real property, but the online system does not determine whether a filing is valid or establish who legally owns the property. A name search may also miss records filed under variations, former names, business entities, or incorrect spellings. Users researching a property should compare legal descriptions, recording dates, grantor and grantee names, and instrument numbers rather than relying only on a street address.

Where can I verify Commissioners Court actions?

Official agendas, meeting notices, recorded votes, formal orders, contracts, and speaker-registration information are maintained through the Commissioners Court Division. These materials are separate from civil, criminal, and probate case records. Start with the official Commissioners Court Clerk page when checking whether an item was posted, approved, postponed, or formally recorded.