How to check a Phoenix area home's public records before making an offer
The short answer: If a home is in Maricopa County, public records can tell you who the county identifies as the owner, how the Assessor describes and values the property, which documents have been recorded and whether the property taxes appear current. They cannot establish the home's condition, confirm clear title or replace an inspection, seller disclosures or a title commitment.
A quick review before making an offer can surface useful questions about ownership, square footage, improvements, prior sales, taxes and flood exposure. This guide explains where those records live, what they mean and where their limits begin.
Where the records live
Three county offices hold most of the information:
- The Assessor maintains the parcel record, including the owner associated with the property, physical characteristics, county values and tax classification.
- The Recorder preserves documents recorded for or against the property, including deeds, deeds of trust, releases and other instruments.
- The Treasurer bills and collects property taxes and displays the account's payment status.
Two other public sources are also worth checking: FEMA flood maps and, where the relevant city publishes them, building permit records.
What the Assessor tells you
The parcel number
Every property has an Assessor Parcel Number, commonly called an APN. It is usually more precise than a street address when searching county systems because addresses may be abbreviated or formatted differently. Use the APN shown on the current Assessor record, and remember that a parcel split or combination can create a new number.
The owner of record
The Assessor identifies the owner associated with the parcel in its tax records. That may be a person, several people, a trust or a company, and the information may lag behind a recent transfer. It does not establish who occupies the property or, by itself, prove who has authority to sell it.
If the name does not appear to match the seller, ask for an explanation. A trust, estate, company ownership or recent transfer may explain the difference. The title commitment identifies the ownership interest the title company expects to insure and the requirements that must be satisfied before it issues the policy.
The home's characteristics
The parcel record may include the year built, livable square footage, lot size and features such as a pool or garage. Compare those facts with the listing and with what you observe at the property.
A difference can have an ordinary explanation, including a different measurement method or an assessor update that has not yet posted. It can also point to an addition or conversion that needs further investigation. Ask the seller about the discrepancy and check available permit records.
Two values with different purposes
The Assessor publishes two values for each property, and buyers should not confuse either one with an expected sale price:
- Full Cash Value is the Assessor's mass appraisal estimate of market value for the stated tax year. It is the value an owner can appeal, but it is not a property specific appraisal or a prediction of the home's sale price.
- Limited Property Value is the taxable value used to calculate Arizona real property taxes. For most unchanged properties, its annual increase is limited to 5%, and it cannot exceed the Full Cash Value. Different calculations can apply after events such as a parcel split, a substantial addition or deletion, or a change in use.
Some listing sites display a figure drawn from the tax record without making the distinction obvious. Always check which value is being shown.
How the home is classified
The classification indicates how the property is being treated for tax purposes. An owner occupied primary residence is generally Class 3, while a residential rental or second home is generally Class 4. Treat the classification as a clue rather than proof of current occupancy, particularly if the property recently changed ownership or use.
What the Recorder tells you
Deeds and ownership transfers
A recorded deed documents a transfer of an interest in the property and shows when the document was recorded. Common examples include warranty deeds, special warranty deeds and quitclaim deeds.
Not every deed represents an arm's length sale. A transfer into a trust, a transfer between family members or a quitclaim deed may change the name on title without reflecting an ordinary market transaction.
The reported sale price
In Arizona, a deed that transfers property generally must be accompanied by an Affidavit of Property Value, unless an exemption applies. The affidavit reports information including the sale price and date of sale. For this form, the date of sale is the date the transfer agreement or contract was signed, not the date escrow closed.
Some transfers are exempt from the affidavit requirement, so a missing sale price does not necessarily indicate a problem.
Loans and other recorded documents
A deed of trust is a recorded instrument that secures a loan with the property. It can show that financing was placed against the home, but the original amount does not reveal the current loan balance. Liens, releases, easements and other documents may also be recorded.
A recorded document is not necessarily a current obligation. A loan may have been repaid and released through a separate recorded document. Determining what remains open and what must be addressed is part of the title examination and appears in the title commitment.
What the Treasurer tells you
The Treasurer displays the property tax bill and payment status. Maricopa County property taxes are ordinarily payable in two installments. The first is due October 1 and becomes delinquent after November 1. The second is due March 1 and becomes delinquent after May 1. Tax bills of $100 or less are generally payable in full with the first installment. Confirm current deadlines with the Treasurer, particularly when a date falls on a weekend or legal holiday.
Property taxes are commonly prorated between the buyer and seller through escrow. The Treasurer's page shows billed installments and payment status, while the settlement statement shows how the parties allocate taxes at closing.
Other public sources
- Flood maps: FEMA maps show whether a property is within a mapped flood zone. The designation can affect insurance and may trigger a flood insurance requirement for a federally backed mortgage. A property outside a mapped high risk area can still flood, so the map is one risk indicator rather than a guarantee.
- Building permits: Some cities publish permit records online. These records may show whether a permit was issued for an addition, pool or major system replacement. Check the permit description and status because an issued permit does not necessarily mean the work passed final inspection.
- HOA documents: These are not part of the county record. If the home belongs to an association, the governing documents, fees, financial information and other disclosures are generally provided separately during the transaction.
What public records cannot tell you
- The home's condition: Public records do not establish the condition of the roof, plumbing, electrical system, structure or other components. A professional inspection and any appropriate specialist evaluations serve a different purpose.
- Unreported work: The records only contain information reported to the relevant agency. Unpermitted or unrecorded work may not appear.
- A complete and reliable title picture: The title commitment identifies the ownership interest to be insured, requirements that must be satisfied before the policy is issued and exceptions that may remain after closing. Exceptions can include easements, deed restrictions and other matters affecting the property. Certain liens may need to be released or otherwise addressed before closing.
- What the seller knows: Seller disclosures are separate from the county record and should be reviewed on their own terms.
- What the home is worth today: A current value assessment should consider relevant recent sales, the home's condition, its specific features and current market competition.
A checklist before making an offer
- Find the current APN and use it when searching other county systems.
- Check whether the owner associated with the Assessor record makes sense for the proposed seller.
- Compare the year built, square footage, lot size and listed features with the marketing information.
- Identify both county values and use neither one as an expected sale price.
- Review the latest deeds and decide whether the most recent transfer appears to be an ordinary sale.
- Check the reported sale price when an Affidavit of Property Value is available.
- Review the property tax payment status.
- Check the FEMA flood designation and consider broader flood risk.
- Review available permit records for additions, conversions, pools and other significant work.
- Plan to review seller disclosures, the title commitment and inspection findings during the transaction.
How Dwelaro helps: Dwelaro brings together key Maricopa County property facts, recorded sales, flood zone information and other public data for a Phoenix area address. It turns scattered records into a property report that is easier to review and compare. Reports are free with an account. Source records may be incomplete, delayed or inaccurate and should be independently verified.
Dwelaro provides software and general educational information for homebuyers in the Phoenix metro. Dwelaro is not a real estate brokerage, law firm, lender, title company or home inspector. This article provides general information and is not legal, financial, tax or real estate advice.
Sources
- Maricopa County Assessor, Valuation notice questions
- Maricopa County Assessor, Understanding Limited Property Value
- Arizona Department of Revenue, Property tax questions
- Arizona Department of Revenue, Affidavit of Property Value
- Maricopa County Treasurer, Parcel search
- Maricopa County Recorder, Recorded document search
- Arizona REALTORS, Understanding a title commitment
- FEMA, Flood Map Service Center