Guide to filing a mechanics lien in Greene County

Where is the Greene County Recorder's Office that files mechanic liens?

You can file your mechanic liens in person at the Greene County Recorder’s Office located at:

69 Greene St.
3rd Floor
Xenia, OH 45385

Phone: (937) 562-5270
Fax: (937) 562-5386

Business Hours
Monday – Friday
7:30 am – 4:30 pm

Recording Hours
Monday – Friday
7:30 am – 3:30 pm

You can send your lien documents by mail or by UPS or FedEx.

Make sure to include a cover page specifying recording instructions and telephone contact information with all recordings sent through the mail. The cover page is for informational purposes only and will not be recorded with the documents.

What is Greene County's Recording Backlog?

The Greene County Recorder’s Office does not publicly disclose information on recording backlog.
However, note that although documents are filed and indexed immediately, the original will be returned in 7-10 days.

Should I file my mechanics lien in Greene County?

If your construction project is located in Greene County, then yes, you should file your lien here.

What are Greene County's requirements for recording a mechanics lien?

The Greene County Recorder’s recording requirements are as follows:

According to the standards set forth in Greene County, all mechanic’s liens and notices of commencement must be checked and approved by the Engineers Tax Map Department and must include:

* Correct and complete property description with plat cabinet and page, which may be obtained from the current deed
* Parcel number
* Current owner of the property, which may be obtained from the current deed

All mechanic’s liens and notices of commencement must be typed. Handwriting is not allowed, except in the notary clause. A legal description is not required in notices of commencement and mechanic’s liens for work performed using public funds.

Other items required on a Mechanic’s Lien are:

* The first date and the last date that work was performed on the property
* The name and address of the lien claimant (the person / company placing the lien)
* The type of work performed on the property
* The amount due / being collected for the work on the property

Since mechanic’s liens are extremely time-sensitive, make sure you send them in plenty of time for the entire process in Greene County. They cannot guarantee that your mechanic’s lien or notice of commencement will be recorded the same day it is received.

You can refer to Ohio Revised Code Chapter 1311 for a complete, up to date list of items that must be included in Mechanic’s Liens and Notices of Commencement here:
http://codes.ohio.gov/orc/1311

Document Format Requirements
House Bill 525 went into effect on July 1, 2009 and was revised by Senate Bill 124 on December 28, 2009. This new law (ORC 317.114) creates standardization guidelines for documents that are recorded in Ohio.

GUIDELINES
* Computer font size 10 point or higher
* Blue or Black ink ONLY
* No use of highlighting
* Minimum paper size is 8 ½ x 11 inches
* Maximum paper size is 8 ½ x 14 inches
* 3 inch margin of blank space on the top of the first page of the document
* 1 ½ inch margin of blank space on the top of each of the remaining pages of the document
* 1 inch margins on each side and on the bottom of all pages

If a document does not conform to these guidelines, an additional recording fee of $20.00 will be collected

Recording Preparation

If your document does not meet the requirements, it will be rejected and returned without being recorded. Below is a brief list of common reasons the office must reject a recording:

* Payment is incorrect
* Copies instead of originals – will only record original instrument with original signatures
* Volume and page reference is missing or incomplete
* Document does not comply with Ohio Document Standardization Guidelines. Refer to our document format requirements page for more information
* Parcel identification number is not listed or incomplete
* Legal description is incomplete or missing
* Needs notary and/or notary clause
* Signature or signatures incomplete
* Did not enclose self-addressed, stamped envelope or postage fee

Include a cover page specifying recording instructions and telephone contact information with all recordings sent through the mail or by UPS or FedEx. The cover page is for informational purposes only and will not be recorded with the documents.

What are the margin & page size requirements to file a lien in Greene County?

The Greene County Recorder’s document standardization guidelines are as follows:

* Computer font size 10 point or higher
* Blue or Black ink ONLY
* No use of highlighting
* Minimum paper size is 8 ½ x 11 inches
* Maximum paper size is 8 ½ x 14 inches
* 3 inch margin of blank space on the top of the first page of the document
* 1 ½ inch margin of blank space on the top of each of the remaining pages of the document
* 1 inch margins on each side and on the bottom of all pages

What are the filing fees to record a mechanics lien in Greene County?

The Greene County Recorder’s recording fees are as follows:

Recording Fees

Standard Recording Fee: $28.00 for the first two pages and $8.00 for each additional page
Notation Fee: $4.00

Non-Standard Documents: $20.00 per document

Lien Fees

Federal Liens; $5.00
Federal Release: $3.00

Copy Fees

Copies (Self Service): $0.10 per page
Copies (Employee Assisted): $2.00 per page
Copies (Certified): $2.00 per page plus $1.00 per seal

How do I get a recorded copy of my lien from the Greene County Recorder's Office?

You can obtain a recorded copy of your lien in person at the Greene County Recorder’s Office located at:

69 Greene St.
3rd Floor
Xenia, OH 45385

Phone: (937) 562-5270
Fax: (937) 562-5386

Business Hours
Monday – Friday
7:30 am – 4:30 pm

Recording Hours
Monday – Friday
7:30 am – 3:30 pm

Records Room

Record Copy Requests
Phone #’s:
(937) 562-5263
(937) 562-5271
(937) 562-5278

You can also obtain copies on the Recorder’s Document Search website here:
https://apps.co.greene.oh.us/recorder/disclaimer.aspx

Note that the images on the Greene County Recorder’s website are provided for informational purposes only. The images are watermarked to external users. Documents or pages received for filing with the watermark on them will not be accepted for recording. Watermarked images cannot be used for any legal purposes.

Official documents and pages without the watermark are available for copying from 7:30 am – 4:30 pm Monday thru Friday inside the Greene County Recorder’s Office. The fee for self-service official copies without the watermark is $0.10 cents per page. The fee for employee assisted official copies without the watermark is $2.00 per page. If you call and order a copy, the fee is $2.00 per page plus the cost of mailing or faxing it to you.

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