Intermediate/Advanced Article
Contacting the Clerk of Courts for Genealogy Queries
In 2023, I compiled a newsletter column on the topic of Compiling Successful Genealogical Queries.
I would be happy to send you a free electronic copy via email upon request. The topic of this article is
geared specifically towards researchers submitting queries to the Clerk of Courts. The guidelines
included in this article would apply to most of these departments but as always there may be some
minor variations of policies within given jurisdictions. I also have compiled multiple study guides
related to this topic that are also free upon request. They will be listed at the conclusion of this article.
To contact a Clerk of Courts office for genealogy queries, you should research the specific records,
focus your request, and be polite and professional. If your circumstances involve emotional or
grievance related issues, it is in your best interest to remain calm or get someone else that you trust to
submit the query for you. I say this because I’ve worked with enough people in the law library that I
was employed at during my college days to know some of the major dos and don’ts on this topic. This
topic unfortunately came up often. My goal is to put you in the best position for success.
Clerks' offices maintain records of everything from marriage licenses and property deeds to probate
and criminal cases, which can be invaluable for genealogists. Before you contact the office, you must
do your homework.
- Identify the correct location. County boundaries have changed over time, so confirm which county
your ancestor lived in when the record would have been created. For example, if an ancestor
lived in a certain area in the 1800s, it may be part of a different county today. - Determine what type of record you need. Clerks of Courts handle a variety of documents.
Knowing exactly what you're looking for will streamline your request. Some of the most common
requests found in queries include the following:
a. Marriage records
b. Land and property records (deeds)
c. Probate records (wills and estates)
d. Divorce files and trial transcripts
e. Criminal or civil lawsuits - Do your preliminary research. Gather as much information as possible before reaching out. Vital
details that you must include in your query will include the full name of the ancestor, the
approximate dates (e.g., date of marriage, death, or purchase), specific location and time period
of residence or when the event in question occurred. - Check for online records first. Many counties have digitized historical records and offer an official
records search online. This allows you to view or purchase copies without contacting the office.
Some clerks even have a special genealogy research section on their website.
This section will discuss the best strategies to follow from the standpoint of communicating exactly
what you need in terms of information. Following what I will call your information road map will put you
in the best position to obtain a timely and relevant response.
- Be specific and concise. Do not go into a detailed story about your family history. Provide only
enough information for the clerk to find what you need. A clear request will get a much better and
faster response. - Maintain a polite and professional tone. Clerks are busy with legal matters and are not
professional genealogists. They are there to help you access records, not to conduct research for
you. Being pleasant, friendly, and respectful goes a long way towards a successful outcome. - Understand fees and policies. Before you visit or mail a request, confirm the office's policy on
viewing, searching, and copying records. Some charge fees for copies or for a clerk to conduct a
search. Check for the accepted payment methods, as not all offices take credit cards. - Know how to submit your request. Most offices allow you to submit requests in person, by mail, or
through an online portal. If you plan to visit the office in-person be sure to call ahead to confirm
hours of operation and any visitor policies. Go early in the day when the office is less busy. If you
are mailing your query send a written request with your payment (usually check or money order)
and a self-addressed stamped envelope for the return of your documents. Since most
courthouses have online portals with links to the Clerks of Court, this is an option that
researchers may use and would include a link pertaining to searching and ordering records for a
fee.
To obtain the best results in a timely manner, structure your request to be as helpful to the clerk as
possible.
- Format your request clearly. For a mailed or electronic request, provide a clear, easy-to-read
document with all the necessary details. - Provide specific information. The most popular topics would include the following listed below. If
your query doesn’t involve any of these, you follow the same guidelines of providing as much specific/concise information as possible.
a. Marriage record: Provide the names of the bride and groom and the approximate date of the
ceremony.
b. Deeds or Land records: Provide the name of the grantee or grantor and the approximate date
of the transaction or the property location.
c. Probate records: For a probate record: Provide the name of the deceased and the approximate
date, month, and year of death. - Give credit for helpfulness. If a clerk is particularly helpful, consider sending a thank-you note.
This can foster a good relationship for future requests.
For more information on this topic, please visit the links shown below. The three study guides I have
dealing with Courthouse research are listed below. All three include bibliographies and online sources.
- Courthouse Research 2023
- Courthouse Research – Who Has What Record 2023
- Using Early American Miscellaneous Court Records for Family History: Order Books, Minute
Books, and Related Documents/Papers - 2024
Bryan L. Mulcahy
Reference-Genealogy Librarian
Fort Myers Regional Library
bmulcahy@leegov.com 8/29/2025