Fake Mortgage Mail Is Flooding Mailboxes. Here Is How to Protect Yourself.

Last week a past client texted me a picture of a letter. It had their property address, recording information, a document number, and a response deadline. It asked for $98. They almost mailed the check.

They texted me first. That was the right move.

Why new homeowners get these letters

When a deed or mortgage is recorded, some of that information is public. Private companies can use it to sell document copies, monitoring, warranties, insurance, and other services.

That does not make every letter illegal. It does mean the letter can look more official than it is.

The Nashville Davidson County Register of Deeds warned homeowners about mailers that falsely said a deed had been transferred and asked for an $89 payment for a copy. Register Karen Johnson said the office does not send homeowners mail or email requests for payment of that kind.

What makes a property letter look official

These letters often include information that is real. Your address may be right. The recording date may be right. A parcel number or document number may be right. That is why they get your attention.

Look for language such as "official," "certified copy," "final notice," or "respond by." A government-style seal, a deadline, and a form to mail back are not proof that the sender is a government office.

Read the fine print. Many of these mailers say, in small type, that they are not connected to any government agency and that the payment is optional.

Do you need to pay for a copy of your deed?

Usually, no. If you need deed or plat information in Williamson County, the county directs you to the Williamson County Register of Deeds. Use the county website to find the office. Do not use the phone number on a letter until you know who sent it.

Your title company may also have copies from closing. If you are not sure what you need, call the county office or your title company and ask before paying anyone.

Why these mailers work

Closing creates a lot of paper. You are changing addresses, setting up utilities, reviewing insurance, and waiting on mortgage documents. One more envelope can feel normal. That is what makes a confusing letter effective. It arrives when you are busy and it tries to make a quick payment feel easier than asking questions.

The bigger fraud picture is real. The Federal Trade Commission reported more than $12.5 billion in consumer-reported fraud losses in 2024, and $789 million in losses from government imposter scams. That does not mean every property letter is fraud. It does mean you should verify a letter before you send money.

What you should do before you pay anyone

Slow down. A response deadline is a reason to verify the letter, not a reason to rush payment.

• Read the fine print for language that says the company is private or not affiliated with a government office.
• Find your county Register of Deeds, lender, or insurer through a search you start yourself.
• Call a number from an official county page or your mortgage statement, not the number on the letter.
• Save a picture of the letter. You may need it when you speak with the county, your lender, or the FTC.
• If you are a client and something feels off, text me the picture before you pay it.

If the letter says your deed was transferred

Do not panic. A letter is not proof that anything changed with your ownership. Nashville officials warned about mailers that made homeowners think their deed had been transferred. Contact the Register of Deeds through its official website and ask what is actually recorded for your property.

What to keep from closing

Keep your closing disclosure, promissory note, deed of trust, deed, title policy, and the contact information for your title company and servicer in one folder. When a letter shows up, the real documents make it easier to compare.

My job does not end when you get the keys. If you receive a mortgage letter, property notice, insurance request, tax notice, or payment request that does not look right, take a picture and text it to (615) 955-0461. I will tell you whether it looks legitimate, misleading, or worth a call to the right office.