About the Coal County County Clerk's Office
Eugina Loudermilk serves as the Coal County Clerk and has held the office since 2005. She is a Republican whose hometown is Coalgate, and Mandy Crites works as the office's First Deputy. The County Clerk is a separate elected office from the Court Clerk, and it sits at the county mailing address on North Main Street in Coalgate.
The County Clerk is the county's registrar of deeds and the custodian of its records. The office records property documents, supports the county boards, manages county claims and payments, and keeps the judgment docket that ties District Court orders to real property. Its hours are short, and the office notes that it stays open over the noon hour.
Coal County Clerk
County Clerk: Eugina Loudermilk
First Deputy: Mandy Crites
1 N Main Street
Coalgate, OK 74538
580-927-2103
Fax: 580-927-4003
countyclerk@coalcountyok.gov
Hours: 8:00 to 4:00, Open Noon
What the County Clerk Does in Coal County
The County Clerk's duties reach across land records, county finance, and the work of the county boards. The office records deeds and other property instruments, then indexes them so the public can find them later. It also prepares the warrants the county uses to pay approved claims. Those payment warrants are financial documents, not arrest warrants, and the two should never be confused.
- Serve as registrar of deeds and custodian of county records.
- Act as secretary to county boards by posting agendas and recording proceedings.
- Review claims, prepare county warrants for payment, and keep the financial ledger.
- Maintain a judgment docket where District Court orders on real property are entered.
- Keep a list of fees charged for copies of documents that are open records.
- Undergo an annual check by the State Auditor and Inspector.
The judgment docket is a useful bridge between the courthouse and the land office. When a District Court enters an order that affects real estate, that entry is recorded here so it appears in a property search. It is one of the few places where a court ruling and a land record meet in the same index.
Searching Coal County Land Records
Coal County land records are searched online through OKCountyRecords, the county-linked portal for the County Clerk's recorded documents. The site carries indexed data going back to January 1999 and scanned images of documents going back to July 1982, with real-time updates as new instruments are recorded. A search can be run by name, by book and page, or through the portal's advanced options.
The portal also supports electronic recording so that title companies, lenders, and others can submit documents for recording without mailing paper. The County Clerk page lists Simplifile as the e-recording service, and the records site carries its own submission links. Anyone who would rather work in person can bring documents to the office at 1 N Main Street during business hours.
A land-record search in Coal County turns up the everyday instruments that move and secure property. Deeds, mortgages, releases, plats, powers of attorney, mechanic's and materialmen's liens, tax warrants, and judgment entries that affect real estate are all recorded and indexed by this office. Each entry typically shows the grantor and grantee names, the document type, the recording date, and a book and page reference that points to the scanned image.
The Coal County land records portal shows the clerk's contact details, the indexed and scanned coverage dates, and the book and page search. Older instruments recorded before the scanned range, or documents that do not appear online, can be confirmed directly with the County Clerk.
Coal County County Clerk Fee Schedule
The County Clerk charges set fees to record documents, copy open records, and run lien searches. Recording fees are charged by the page, with a first-page rate and a lower rate for each additional page. A documentary stamp tax also applies to most real-estate transfers, and a preservation fee is added to each document filed. The schedule below comes from the official county fee page.
| Item | Fee |
|---|---|
| Documentary stamp tax | $0.75 per $500 of consideration or fraction (Title 68 Section 3201) |
| Documentary stamps per $1,000 | $1.50 |
| Preservation fee per document | $10 |
| Real estate, first page | $8 |
| Real estate, each additional page | $2 |
| Plat, one block or less | $10 |
| Plat, two blocks or more | $25 |
| Certified copy per certificate | $1 |
| Copy fee per page | $1 |
| Judgments, small claims, and similar | $8 |
| Judgment additional page | $2 |
| UCC lien search | $5 |
| UCC phone search | $3 |
| State or federal tax warrants and liens, and releases | $8 |
| Power of attorney | $5 |
| Name change | $5 |
The official county fee page also lists notices, fictitious-name partnership filings, medical license filings, and mechanic's or materialmen's lien charges. Because amounts can change, confirm the current figure with the office before recording a large or multi-page instrument.
Conforming Instrument Requirements
Documents presented for recording have to meet formatting rules before the County Clerk will index them. These conforming-instrument standards keep the records legible and consistent so they can be scanned and found later. A document that does not conform may draw an added fee, and the clerk can refuse to record it unless the presenter corrects it during the same business day.
- Present an original or certified copy that is clearly reproducible.
- Keep the text clearly legible without magnification and in English.
- Describe the property by a specific legal description for indexing.
- Use pages no larger than 8.5 by 14 inches unless the law excludes the document.
- Leave a top margin of at least 2 inches, with 3 inches described as ideal, and other margins at least 1 inch.
- Leave blank space for stamps and recording information.
- List the mailing address of the grantee, mortgagee, assignee, or delivery party after recording.
Instruments that carry more than 25 legal descriptions require separate index entries, and those descriptions must be sorted by addition, block, and lot or by township, range, and section. The county conforming instruments page explains the standards in full for anyone preparing a deed, mortgage, or release.
Requesting Copies of Coal County Records
The County Clerk keeps a list of the fees it charges for copies of documents classified as open records under Oklahoma law. Plain copies run by the page, and a certified copy carries its own per-certificate charge. There is no county-specific request form posted online, so most requests are made in person, by phone, or by mail to the office.
A request moves faster when it identifies the document by the names of the parties, the type of instrument, and a recording date or book and page if known. The land records portal is the quickest way to locate that detail before contacting the office. For county board minutes, agendas, or other open records the office holds, a direct written request to the County Clerk citing the Oklahoma Open Records Act is the standard route.
Note: county payment warrants prepared by this office are financial records used to pay county bills and are not the same as the arrest warrants handled by the Sheriff.
What the County Clerk Does Not Handle
The County Clerk does not keep court case files. Lawsuits, criminal cases, divorces, probate matters, small claims, and traffic cases filed in the District Court are kept by the Court Clerk, a separate office in the same courthouse complex. Anyone looking for a case number, a docket, or a certified copy of a court order should start there instead.
The split is simple in practice. Land and property records, county board records, and county finance run through the County Clerk on North Main Street. Court cases and the appearance docket run through the Court Clerk. Marriage, divorce, and probate files are District Court records, so those go to the Court Clerk as well, even though many people expect to find them in the land office.
The two offices do touch in one place. When a District Court enters a judgment that affects real property, that order is carried onto the County Clerk's judgment docket so it surfaces in a land search. A title researcher may still need both counters, one for the court file behind the order and one for the recorded entry against the property, but knowing which office holds which piece keeps the search short.