Madison County Public Records /Madison County Property Records

Madison County Property Records

How To Search Property Records in Madison County in 2026

MadisonKYRecords.us provides access to publicly available information related to property records in Madison County, Kentucky. Members of the public may find ownership history, assessed values, recorded deeds, tax information, liens, and related documents. Record categories available through official channels include deeds and conveyances, mortgage and lien filings, property tax assessments, plat maps, and building permit records.

Property records in Madison County may be searched through several official resources maintained by county and state agencies. The primary repositories are the Madison County Property Valuation Administrator (PVA), the Madison County Clerk's Office, and the Madison County Sheriff's Office (for tax collection). Each office maintains distinct record sets, and members of the public may access these records online, in person, by mail, or through licensed professionals such as title companies and real estate attorneys.

Official Resources for Searching Madison County Property Records:

Resource	Record Type	Access Method
Madison County PVA	Assessments, ownership, characteristics	Online, in person
Madison County Clerk	Deeds, mortgages, liens, plats	Online, in person, by mail
Madison County Sheriff	Tax bills, payment history	Online, in person
Kentucky GIS Mapping	Parcel boundaries, aerial imagery	Online

Online Search Methods:

1. Property Valuation Administrator Website

The Madison County PVA serves as the primary resource for property assessment information. As noted by the City of Berea, "Assessments are prepared by the Madison County Property Valuation Administrator (PVA)," making the PVA the authoritative source for valuation data.

Free public access with no registration required
Search by property address, owner name, or parcel ID
Information available includes current owner name, mailing address, legal description, parcel number, land use, property characteristics, assessed value, taxable value, exemptions applied, and sales history

How to Search the PVA Database:

Navigate to the Madison County PVA website
Select the preferred search type (address, owner name, or parcel ID)
Enter search criteria in the appropriate field
Review the results list returned by the system
Select a specific parcel to view the full property card
Review ownership details, valuation history, and property characteristics
Print or save the property card as needed

Madison County Property Valuation Administrator
135 W. Irvine St., Suite 103
Richmond, KY 40475
Phone: (859) 624-4703
Madison County PVA

2. County Clerk Official Records Search

The Madison County Clerk's Office maintains the official index of recorded instruments affecting real property. Members of the public may search recorded documents by grantor name, grantee name, document type, recording date range, or instrument number.

Documents available through the Clerk's index include:

Warranty deeds and quitclaim deeds
Mortgages and deeds of trust
Satisfactions and releases of mortgage
Mechanic's liens, judgment liens, and tax liens
Easements and declarations of restrictions
Plats and subdivision surveys
Lis pendens filings
Powers of attorney affecting real property

How to Search Clerk Records:

Visit the Madison County Clerk's Office official website
Select the online records search portal
Choose search type (grantor, grantee, document type, or date range)
Enter the relevant search criteria
Review the results and select a document to view
Note the instrument number or book and page reference for certified copy requests

Madison County Clerk's Office
101 W. Main St.
Richmond, KY 40475
Phone: (859) 624-4703
Madison County Clerk's Office

3. Tax Information via the Madison County Sheriff

The Madison County Sheriff's Office administers property tax collection. Members of the public may search current tax bills, payment history, outstanding balances, and delinquency status by property address, owner name, or parcel number.

Madison County Sheriff's Office
107 N. Second St.
Richmond, KY 40475
Phone: (859) 623-1511
Madison County Sheriff

4. GIS and Mapping System

The Kentucky Division of Geographic Information maintains statewide GIS resources that include Madison County parcel boundaries, aerial photography, zoning layers, and flood zone designations. Members of the public may navigate the interactive map, click on a parcel, and access linked property information.

In-Person Searches:

Property Valuation Administrator Office

Public access computers available on site
Staff assistance with parcel identification
Property cards and plat maps available
Exemption applications processed in person
Hours: Monday–Friday, 8:00 a.m.–4:30 p.m.

Clerk of Court Office

View official recorded documents
Request certified copies of deeds and instruments
Search grantor/grantee indexes with staff assistance
Access to historical record books and microfilm
Hours: Monday–Friday, 8:00 a.m.–4:30 p.m.

By Mail Requests:

Members of the public may submit written requests to the Madison County Clerk's Office for copies of recorded instruments. Requests should specify the instrument by book and page number or instrument number, include the property address and approximate recording date range, and enclose payment for applicable copy fees. Certified copies are available upon request with the appropriate fee.

Through Professionals:

Title companies conduct comprehensive title searches and produce abstracts of title identifying all recorded interests in a property. Real estate attorneys provide legal title opinions and assist with complex ownership disputes. Real estate agents may access MLS data for listed properties and pull comparable sales histories as part of their representation services.

Search Tips:

When searching by owner name, attempt both last-name-first and full-name formats, and consider spelling variations and business entity names
When searching by address, try entries with and without directional prefixes (N, S, E, W)
Very recent transactions may not yet appear online due to recording processing delays
Records predating county digitization efforts may require an in-person visit to the Clerk's Office

What Is Madison County Property Records

Property records in Madison County are official legal documents related to real property — land and improvements — maintained by county government agencies pursuant to Kentucky Revised Statutes § 382.110, which governs the recording of conveyances and instruments affecting title to real estate in the Commonwealth. These records establish legal ownership, document the chain of title, record encumbrances such as mortgages and liens, and provide the foundation for property tax assessment.

Types of Property Records Maintained in Madison County:

Ownership Records

Warranty deeds, quitclaim deeds, and special warranty deeds
Transfer records and ownership history
Life estate deeds and trust documents affecting property
Chain of title documentation from original grant to present owner

Encumbrance Records

Mortgages and deeds of trust
Tax liens, judgment liens, and mechanic's liens
Easements and restrictive covenants
Homeowner association documents
Lis pendens notices

Tax and Assessment Records

Annual property tax assessments prepared by the PVA
Tax bills and payment history maintained by the Sheriff's Office
Homestead, senior, disability, and veteran exemption records
Special assessments and delinquency records

Legal Descriptions and Plats

Subdivision plat maps recorded with the Clerk
Survey plats and metes-and-bounds descriptions
Lot and block information
Condominium declarations

Building and Permit Records

Building permits issued by the Madison County Building Inspection Department
Certificates of occupancy
Zoning classifications and land use designations
Code violation records

Who Maintains Property Records in Madison County:

The Madison County Clerk's Office records and indexes all instruments affecting title to real property. The Madison County PVA maintains assessment records, property characteristics, and ownership information for tax purposes. The Madison County Sheriff's Office administers tax billing and collection. The Madison County Building Inspection Department maintains permit and zoning records.

Under KRS § 382.135, every deed conveying real property in Kentucky must state the consideration paid and be recorded with the county clerk of the county in which the property is situated, ensuring a complete and publicly accessible record of all transfers.

Are Property Records Public Information in Madison County?

Property records in Madison County are public information. Under Kentucky's Open Records Act, KRS § 61.870 et seq., all public agency records are open to inspection by any person, and no special purpose or residency requirement applies. The recording statutes further establish that instruments recorded with the county clerk provide constructive notice to the public of all interests in real property.

Legal Basis for Public Access:

Kentucky Open Records Act (KRS § 61.870–61.884)
Kentucky recording statutes (KRS Chapter 382)
Common law tradition of public land records
Constitutional protections for property rights under the Kentucky Constitution

Why Property Records Are Public:

Transparency in property ownership serves multiple public interests. The public has a right to know who owns real property within the county, enabling accountability in property taxation, prevention of fraudulent transfers, and the orderly functioning of the real estate marketplace. As the Kentucky Department of Revenue notes regarding property valuation, the "property valuation administrator of the county in which the property is located" is responsible for assessing all property subject to taxation, and those assessments are public records accessible to any person.

What Property Information Is Freely Accessible:

Current and historical property ownership
Legal descriptions and parcel identification numbers
Sale prices and transfer amounts from recorded deeds
Mortgage amounts as recorded
Liens and encumbrances of record
Tax assessments and payment history
Property characteristics (size, year built, improvements)
Plat maps and surveys

Privacy Considerations:

Social Security numbers and bank account numbers are redacted from recorded documents under current Kentucky law. Certain individuals — including law enforcement officers, judges, and victims of domestic violence or stalking — may request address confidentiality protections under applicable state statutes. Homestead exemption applications may contain personal financial information and are subject to separate access policies administered by the PVA.

Who May Access Property Records:

Any member of the public — regardless of residency, ownership status, or stated purpose — may inspect and obtain copies of property records maintained by Madison County agencies. Common users include prospective buyers, real estate agents and brokers, title companies, lenders, appraisers, attorneys, investors, genealogists, historians, and journalists.

How Much Does It Cost to Get Property Records in Madison County?

Members of the public may inspect property records at no charge. Fees apply when copies or certified copies are requested. The following fee schedule reflects current charges maintained by the Madison County Clerk's Office pursuant to Kentucky statutes governing clerk fees.

Standard Copy and Recording Fees:

Service	Fee
Certified copy of recorded instrument	$5.00 for first page + $0.50 per additional page
Non-certified copy (paper)	$0.25–$0.50 per page (varies)
Recording a deed or mortgage	$33.00 for first three pages + $3.00 per additional page
Online document viewing	Free (no charge for viewing)
Online document download/print	Free in most cases

Accepted Payment Methods:

Cash (in-person)
Check payable to Madison County Clerk
Money order
Credit/debit card (in-person; availability may vary)

What Is Available at No Cost:

Online viewing of recorded document images through the Clerk's portal
PVA property card information including assessed values, ownership, and characteristics
Tax bill and payment history through the Sheriff's Office online portal
GIS mapping and parcel boundary information

Fee Waiver Provisions:

Certain government agencies and nonprofit organizations may qualify for fee waivers under Kentucky law. Members of the public seeking fee waivers should submit a written request to the Madison County Clerk's Office with documentation of eligibility.

What's Included in a Madison County Property Record?

A complete Madison County property record draws from multiple official sources and encompasses the following categories of information.

Ownership Information:

Current owner name(s) as recorded on the most recent deed
Ownership type (individual, joint tenants, tenants in common, tenants by entirety, trust, LLC, corporation, or life estate)
Acquisition date and deed instrument number
Mailing address for tax billing purposes
Chain of title with previous owners, transfer dates, and historical deed references

Property Identification:

Site address and mailing address
Parcel ID number assigned by the PVA
Legal description including lot and block number, subdivision name, plat book and page reference, and metes-and-bounds description where applicable

Physical Characteristics:

Lot size in square feet or acres, lot dimensions, and frontage
Total living area in square feet
Year built and effective year
Number of stories, building type, and construction type
Exterior wall material, roof type, and foundation type
Number of bedrooms, full bathrooms, and half bathrooms
Garage type and spaces, pool, porch/patio square footage, and additional structures
Condition and quality ratings

Valuation Information:

Land value and building value as assessed by the PVA
Total assessed value and market value estimate
Historical assessed values for prior years
Agricultural classification where applicable

Tax Information:

Current year tax amount, taxable value after exemptions, and millage rate
Breakdown by taxing authority (county, school district, city, special districts)
Payment status, due dates, and delinquency history
Exemptions applied (homestead, senior, disability, veteran, agricultural)

Sales History:

Sale dates, sale prices, and deed types for recent transfers
Grantor and grantee names for each transaction
Documentary stamp amounts and qualified/unqualified sale designations

Encumbrances and Liens:

Recorded mortgages with lender names, recording dates, and original amounts
Tax liens, judgment liens, mechanic's liens, and HOA liens
Easements, restrictive covenants, and lis pendens filings

Maps and Images:

Exterior property photograph
Aerial photograph and GIS parcel boundary map
Plat map and property sketch

What Is Not Typically Included:

Current outstanding mortgage balances (only original recorded amounts)
Interior photographs
Private agreements not recorded with the Clerk
Social Security numbers (redacted under current law)
Actual purchase contract terms beyond the recorded sale price

How Long Does Madison County Keep Property Records?

Property records in Madison County are maintained permanently. Recorded instruments affecting title to real property — including deeds, mortgages, liens, plats, and easements — are never destroyed. This permanent retention is both a legal requirement and a practical necessity for maintaining an unbroken chain of title.

Legal Basis for Permanent Retention:

Kentucky's records retention statutes and the Kentucky Department for Libraries and Archives records retention schedules require county clerks to preserve all recorded instruments permanently. The recording system is designed to provide constructive notice to the public, a function that depends on the perpetual availability of every instrument ever recorded.

Records Kept Permanently:

All recorded deeds (warranty, quitclaim, trustee's, and all conveyance types)
All recorded mortgages, satisfactions, and releases
All recorded liens and lien releases
All plats, subdivision plats, and re-plats
All easements, restrictions, and covenants
All lis pendens and court documents affecting title
Assessment rolls and property cards maintained by the PVA

Format and Storage:

Historical records in Madison County exist in multiple formats depending on the era of recording. Very old records are preserved in handwritten ledger books held in the Clerk's vault. Mid-twentieth-century records are available on microfilm. Records from recent decades are available as digital scans through the Clerk's online portal. The Clerk's Office maintains climate-controlled storage for paper and microfilm records and operates digital backup systems for electronic records.

Online Availability by Time Period:

Time Period	Availability
Recent (last 20+ years)	Fully online through Clerk's portal
Moderate age (20–50 years)	Microfilm and digital at Clerk's Office
Historical (50+ years)	Original books and microfilm; in-person access
Very old (100+ years)	Archive storage; advance notice may be required

Property Appraiser Assessment Records:

The Madison County PVA maintains current and historical assessment records permanently. Online property cards display recent years of assessment history. Historical assessment data for earlier periods is available at the PVA office.

Tax Collector Records:

The Madison County Sheriff's Office retains tax payment records for a minimum of seven to ten years. Tax deed records are maintained permanently by the Clerk's Office. Delinquency records are retained for several years following resolution.

Accessing Historical Records:

Members of the public seeking records predating the Clerk's online database should contact the Clerk's Office directly to arrange retrieval from microfilm or bound record books. Staff can retrieve records on the same day for most requests. Very old records in archive storage may require advance notice. The same public access rights and copy fee schedule apply to historical records as to current records.

Madison County Clerk's Office — Historical Records
101 W. Main St.
Richmond, KY 40475
Phone: (859) 624-4703
Madison County Clerk's Office

How To Find Liens on Property in Madison County?

Liens on property in Madison County are recorded instruments and are therefore searchable through the Madison County Clerk's official records index. A lien search requires reviewing the grantor/grantee index for the property owner's name and the parcel's legal description across multiple lien categories.

Types of Liens Recorded with the Madison County Clerk:

Federal tax liens filed by the Internal Revenue Service
State tax liens filed by the Kentucky Department of Revenue
Judgment liens arising from court judgments
Mechanic's liens filed by contractors and materialmen
Homeowner association liens
Child support liens
Code enforcement liens

Step-by-Step Lien Search Process:

Navigate to the Madison County Clerk's Office online records portal
Search the grantor index using the current property owner's full legal name
Filter results by document type to isolate lien filings (tax liens, judgment liens, mechanic's liens)
Review each result to confirm the lien attaches to the subject property by matching the legal description or parcel number
Note the instrument number, recording date, lien amount, and lienholder for each active lien
Search for corresponding releases or satisfactions to determine whether any identified liens have been discharged
For federal tax liens, cross-reference the IRS lien index maintained by the Clerk under 26 U.S.C. § 6323, which governs the validity and priority of federal tax liens against third parties

Additional Lien Search Resources:

Kentucky Court of Justice: Judgment liens arising from circuit court judgments may be verified through the Kentucky Court of Justice case information portal
Kentucky Department of Revenue: State tax liens may be cross-referenced through the Department of Revenue's records
PACER (federal court system): Federal judgment liens from U.S. District Court proceedings may be verified through the federal PACER system

In-Person Lien Search:

Members of the public may conduct lien searches in person at the Madison County Clerk's Office. Staff can assist with grantor/grantee index searches and retrieval of lien documents. Certified copies of lien instruments are available for the standard copy fee schedule.

Madison County Clerk's Office
101 W. Main St.
Richmond, KY 40475
Phone: (859) 624-4703
Hours: Monday–Friday, 8:00 a.m.–4:30 p.m.
Madison County Clerk's Office

Through Title Companies:

Title companies conducting title searches routinely perform comprehensive lien searches as part of the title examination process. A title search will identify all recorded liens, encumbrances, and clouds on title. Title insurance commitments reflect the results of these searches and provide protection against undiscovered recorded liens.

What Is Property Owner Rule in Madison County?

The property owner rule in Madison County refers to the body of Kentucky law and local regulations governing who may own real property, how ownership is established and transferred, and what rights and obligations attach to property ownership within the county.

Establishment of Ownership:

Under Kentucky law, ownership of real property is established by a recorded deed. Pursuant to KRS § 382.110, every deed conveying an interest in real property must be acknowledged before a notary public or other authorized officer and recorded with the county clerk of the county in which the property is located. An unrecorded deed is valid between the parties but does not provide constructive notice to subsequent purchasers or creditors.

Forms of Ownership Recognized in Kentucky:

Sole ownership: A single individual holds title in fee simple
Joint tenancy with right of survivorship: Two or more persons hold equal undivided interests; upon the death of one owner, the surviving owner(s) take the deceased owner's interest by operation of law
Tenancy in common: Two or more persons hold undivided interests that may be unequal; each owner's interest passes through their estate upon death
Tenancy by the entirety: Available exclusively to legally married couples in Kentucky; provides protection against individual creditors of either spouse
Trust ownership: A trustee holds legal title for the benefit of named beneficiaries
Entity ownership: LLCs, corporations, partnerships, and other legal entities may hold title to real property in Kentucky

Property Owner Rights and Obligations:

Property owners in Madison County hold the right to use, enjoy, lease, sell, mortgage, and devise their property subject to applicable zoning regulations, deed restrictions, and state and local law. Owners are obligated to pay annual property taxes assessed by the Madison County PVA and billed by the Madison County Sheriff's Office. Failure to pay property taxes may result in the property becoming subject to a tax lien and, ultimately, a tax sale pursuant to Kentucky statutes governing delinquent property taxes.

Homestead Exemption:

Kentucky law provides a homestead exemption for owner-occupied residential property. Under the Kentucky homestead exemption program administered by the Kentucky Department of Revenue, qualifying homeowners who are 65 years of age or older, or who are totally disabled, may receive a reduction in the assessed value of their primary residence for property tax purposes. The exemption amount is adjusted periodically by the Department of Revenue. Applications are filed with the property valuation administrator of the county in which the property is located.

Transfer of Ownership:

Real property in Madison County is transferred by recorded deed. The deed must identify the grantor and grantee, contain a legal description of the property, state the consideration paid, be signed by the grantor, acknowledged before a notary, and recorded with the Madison County Clerk. Kentucky imposes a real estate transfer tax at the rate of $0.50 per $500 of consideration (or fraction thereof) on all conveyances of real property, collected at the time of recording.

Adverse Possession:

Kentucky recognizes the doctrine of adverse possession, under which a person who openly, continuously, exclusively, and hostilely possesses another's land for a period of fifteen years may acquire legal title. Claims of adverse possession must be established through a court proceeding, and a judgment quieting title must be recorded with the county clerk to establish record title.

Eminent Domain:

The Commonwealth of Kentucky and its political subdivisions, including Madison County, hold the power of eminent domain — the authority to acquire private property for public use upon payment of just compensation. Property owners subject to condemnation proceedings have the right to contest the taking and the amount of compensation offered through the Kentucky court system.

Lookup Property Records in Madison County

Property Tax - City of Berea — Madison County PVA property tax assessments for Berea properties
Homestead Exemption - Kentucky Department of Revenue — Homestead exemption eligibility and application through the county property valuation administrator