Cooke County Public Records

What Are Public Records in Cooke County?

Public records in Cooke County are documents, files, and data created or maintained by government agencies in the course of official business and made available to members of the public under Texas law. Pursuant to the Texas Public Information Act, Texas Government Code § 552.002, "public information" means any information that is written, produced, collected, assembled, or maintained under a law or ordinance or in connection with the transaction of official business by a governmental body.

The following categories of records are currently available through Cooke County offices:

Court records — Civil, criminal, probate, and family law case files are maintained by the Cooke County District Clerk and the County Clerk. As noted under Government Code Chapter 26, the County Court of Cooke County does not exercise probate or guardianship jurisdiction; those matters are handled at the district court level, and the district clerk maintains the corresponding records.
Property records — Deeds, mortgages, liens, and real property instruments are filed with the Cooke County Clerk.
Vital records — Birth certificates, death certificates, and marriage licenses are issued and maintained by the Cooke County Clerk. Divorce records are held by the Cooke County District Clerk. The Texas Department of State Health Services lists Cooke County vital record offices as the primary local sources for these documents.
Business records — Assumed name (DBA) certificates and related filings are recorded with the County Clerk.
Tax records — Property tax assessments and payment histories are maintained by the Cooke County Appraisal District and the County Tax Assessor-Collector.
Voting and election records — Voter registration data and election results are administered by the Cooke County Elections Administrator.
Meeting minutes and agendas — Records of Commissioners Court sessions and other public bodies are filed with the County Clerk.
Budget and financial documents — Annual budgets, audits, and expenditure reports are available through the Cooke County Auditor's Office.
Law enforcement records — Arrest logs and incident reports, where permitted by law, are available through the Gainesville Police Department and the Cooke County Sheriff's Office.
Land use and zoning records — Plats, subdivision records, and related instruments are recorded with the County Clerk.

Is Cooke County an Open Records County?

Cooke County fully complies with the Texas Public Information Act, which establishes the right of the public to access government records. Under Texas Government Code § 552.021, public information is available to any person, and a governmental body must promptly produce requested records. The Act further provides, under § 552.228, that a governmental body may not charge a fee that is not authorized by the Act or other law.

Texas operates under a strong presumption of openness, often referred to as the state's "sunshine law." Cooke County governmental bodies are required to respond to public information requests within ten business days of receipt, either by producing the records, requesting an extension, or seeking a ruling from the Texas Attorney General regarding any claimed exemptions. The county does not maintain a separate local ordinance governing public records access; state law governs all requests uniformly. Monthly court administration reports are made available in compliance with Texas SB 1369, and members of the public may review Cooke County Office of Court Administration reports through the state's reporting portal.

How to Find Public Records in Cooke County in 2026

Members of the public may obtain Cooke County public records through several channels, depending on the record type sought.

In person — Requestors may visit the appropriate county office during regular business hours and submit a written or verbal request at the public counter. Staff will direct requestors to the correct department if the record is maintained elsewhere.
By mail — Written requests may be mailed to the relevant office. Requests should include the requestor's name, contact information, a specific description of the records sought, and the preferred method of delivery.
By email or fax — Many Cooke County offices accept requests submitted electronically. Requestors should direct inquiries to the specific office that maintains the records in question.
Online — Certain property, court, and tax records are accessible through online portals maintained by the County Clerk, District Clerk, and Appraisal District. The Texas Judicial Branch provides appellate case information through the Second Court of Appeals, which has jurisdiction over appeals originating from Cooke County district and county courts.
Texas Attorney General Open Records Portal — If a governmental body fails to respond or improperly withholds records, requestors may submit a complaint or seek a ruling through the Office of the Attorney General.

When submitting a request, members of the public should identify the record type, approximate date range, and any known case numbers, parcel numbers, or party names to facilitate timely processing.

How Much Does It Cost to Get Public Records in Cooke County?

Standard fees apply to most public records requests in Cooke County, consistent with the schedule established under Texas Government Code § 552.261 and the rules promulgated by the Texas Office of the Attorney General.

Current fees generally include:

Paper copies — $0.10 per page for standard black-and-white copies (8.5" × 11" or 8.5" × 14")
Certified copies — Additional certification fees apply; the County Clerk currently charges $5.00 for the first page and $1.00 for each additional page for certified instruments
Vital records — Birth and death certificates carry a statutory fee of $22.00 per certified copy; marriage license certified copies are $6.00 per copy
Labor charges — When a request requires more than one hour of staff time to locate, compile, or reproduce records, a labor charge may be assessed at the rate established by the Attorney General's cost rules
Postage and handling — Actual postage costs are passed on to the requestor when records are mailed

Accepted payment methods at Cooke County offices typically include cash, check, money order, and credit or debit card, though accepted methods may vary by office. Fee waivers may be available for indigent requestors or when disclosure is determined to be primarily in the public interest, as provided under state cost rules.

Does Cooke County Have Free Public Records?

Free inspection of public records is available to members of the public under Texas law. A governmental body may not charge a fee for allowing a person to inspect records that do not require duplication. The following resources are currently available at no cost:

In-office inspection — Members of the public may inspect original records at the County Clerk's office, District Clerk's office, and other county offices without charge during regular business hours.
Online court records — Basic case information for district and county courts is accessible through the Texas Judicial Branch online case search tools at no cost.
Appraisal district records — The Cooke County Appraisal District provides free online access to property appraisal data, ownership information, and tax estimates through its public portal.
Voter registration records — Certain voter registration information is available for public inspection at the Elections Administrator's office without charge.
OCA court reports — Monthly court administration appointment and fee reports for Cooke County are available at no cost through the state's reporting system.

Who Can Request Public Records in Cooke County?

Any person may request public records from Cooke County governmental bodies. Under the Texas Public Information Act, there is no residency requirement, and requestors are not required to be Texas residents or United States citizens. The Act does not require a requestor to state the purpose for which records are sought, and governmental bodies may not condition access on the disclosure of the requestor's intended use.

Specific provisions include:

Identification — Requestors are generally not required to provide identification to inspect or receive public records, though identification may be required for certain restricted record types, such as vital records, where the requestor's eligibility to receive a certified copy must be verified.
Requesting your own records — Individuals seeking records about themselves may be entitled to access records that would otherwise be restricted to third parties, such as certain law enforcement or personnel records.
Restrictions for specific record types — Certified copies of birth and death certificates are restricted to eligible individuals, including the registrant, immediate family members, legal representatives, and others with a documented legal interest, pursuant to Texas Health and Safety Code provisions governing vital statistics.
Non-residents — Non-residents of Cooke County and of Texas retain full rights to request and receive public records under state law.

What Records Are Confidential in Cooke County?

Certain categories of records are exempt from public disclosure under Texas law. Texas Government Code § 552.101 through § 552.158 enumerates specific exemptions, and governmental bodies must assert applicable exemptions within the statutory response period or seek a ruling from the Attorney General.

Records currently exempt from disclosure include:

Sealed court records — Records sealed by court order are not available for public inspection.
Juvenile records — Records pertaining to juvenile offenders are confidential under the Texas Family Code.
Ongoing investigation records — Law enforcement records related to active criminal investigations are exempt to the extent that disclosure would interfere with the investigation.
Personal identifying information — Social Security numbers, financial account numbers, and similar data are protected under § 552.147 and related provisions.
Medical records — Protected health information is exempt under both state law and the federal Health Insurance Portability and Accountability Act (HIPAA).
Adoption records — Records pertaining to adoptions are sealed and confidential under the Texas Family Code.
Child welfare and protective services records — Records maintained by the Texas Department of Family and Protective Services are confidential by statute.
Personnel records — Certain employee records, including performance evaluations and disciplinary files, are exempt, though basic employment information such as name, position, and salary is generally public.
Trade secrets and proprietary business information — Confidential commercial or financial information submitted to a governmental body may be exempt under § 552.110.
Security plans and critical infrastructure details — Information relating to the security of government facilities and critical infrastructure is exempt under § 552.151.

When a governmental body believes a record falls within an exemption, it must request a ruling from the Texas Attorney General before withholding the information, unless the exemption is mandatory and self-executing under the statute.

Cooke County Recorder's Office: Contact Information and Hours

The Cooke County Clerk serves as the primary recorder of official documents and maintains property records, vital records, court records for the county court, and other official instruments.

Cooke County Clerk 100 S. Dixon St., Gainesville, TX 76240 (940) 668-5420 Cooke County Clerk Public counter hours: Monday–Friday, 8:00 a.m. – 4:30 p.m.

Cooke County District Clerk 101 S. Dixon St., Gainesville, TX 76240 (940) 668-5450 Cooke County District Clerk Public counter hours: Monday–Friday, 8:00 a.m. – 4:30 p.m.

Cooke County Appraisal District 201 N. Dixon St., Gainesville, TX 76240 (940) 665-7651 Cooke County Appraisal District Public counter hours: Monday–Friday, 8:00 a.m. – 5:00 p.m.

Cooke County Tax Assessor-Collector 101 S. Dixon St., Gainesville, TX 76240 (940) 668-5425 Cooke County Tax Assessor-Collector Public counter hours: Monday–Friday, 8:00 a.m. – 4:30 p.m.

Cooke County Sheriff's Office 1005 S. Weaver St., Gainesville, TX 76240 (940) 665-3471 Cooke County Sheriff's Office Public counter hours: Monday–Friday, 8:00 a.m. – 5:00 p.m.