Accessing Land Records
Randolph County offers three options for viewing of our land records.
You may access the land records using our public terminals in the Clerk’s records room. The terminals are open to the public on regular business days from the hours of 8:00 am to 3:30 pm.
The first remote access program is called LAREDO. This program gives you the ability to search and print documents from your computer, as soon as they are recorded. This time-saving program is accessible 24 hours a day/7 days a week for a monthly fee, which is billed on a pre-paid, monthly basis. If you are interested in the LAREDO program, please contact the County Clerk’s office for more information.
The Recorder’s office is the official land records office for Randolph County. Records date back to the early 1800’s. It is our responsibility to maintain accurate and timely indexing and maintenance of documents reflecting the chain of title to land within Randolph County. Our records are indexed and available to view by both bound record books and digital images on the computer.
Instruments filed with the Recorder’s office include deeds, mortgages, releases and assignments, property liens, as well as assorted federal, state and local liens. Other documents included are veteran’s discharge papers, corporation papers, and instruments pertaining to the Uniform Commercial Code. The Recorder’s office is also responsible for the recordation and storage of subdivision plats, land surveys and monument records.
How To Record a Deed
Document recording is accepted in person or via US Mail or courier. Only original documents bearing actual signatures may be recorded. Faxed documents cannot be accepted.
While we are happy to answer your questions about how to record documents, the office cannot give legal advice about transferring property. You are urged to contact an attorney, abstract or title company to transfer real property.
All land transfers must be approved by Randolph County Land Resource Management Office. There is no charge for this service unless the property transfer is deemed to be a parcel split. Upon examination, if it is determined that the property transfer is a split, there will be an additional $25.00 fee. For more information on the Randolph County Land Management Resource Office, please contact them at 618.826.5000 ext. 228.
Original documents will be returned to the customer in a timely manner, in most instances documents are returned the next business day. All recording is time-dated and placed on record in the order it is received. Most documents are recorded the day they are received.
A Real Estate Transfer Declaration (PTAX-203), commonly called the “green sheet,” reports the amount of real estate transfer tax due, and must accompany deeds for recording unless the document includes an exemption paragraph or exemption stamps.
Statutory Content of Recorded Documents
- Legal Description of Property – Legal description (parcel number) must be included in all documents. Also include street address.
- Signatures – Original signatures are required.
- Addresses – Include grantee address for tax billing on deeds.
- Notarization / Acknowledgement.
- Preparer – Must include name and address.
- Document Numbering – Doc number provided by Recorder.
Common Reasons for Rejection of Recording
- Real Estate Transfer Declaration or exemption stamp missing from the deed
- Fees incorrect
- Legal description missing or wrong
- “Prepared by” statement missing
- Notary signature or seal missing
- Document not dated or signed
- Subsequent document missing reference to original document
- Missing information on the Tax Declaration Form
Land Record Fees
- Standard recording fee is $71 for real estate-related documents
- Non-Standard recording fee is $71 for real estate-related documents
Real Estate Transfer Tax
- Real estate transfer taxes are imposed by the state and county for many property transactions, as well as certain trusts and long-term leases. Consult the Illinois Department of Revenue for additional information.
- State and county real estate transfer taxes are declared on the PTAX-203 form and paid along with recording fees.
- State real estate transfer tax: $0.50 per $500 of consideration
- County real estate transfer tax: $0.25 per $500 of consideration
- Copies per document: $0.50
- Faxed copies per document: $5 for the first page and $1 for each additional page
- Certified copies per document: $26 for the first page and $1 for each additional page
- Search, copy & mail per document: $6
Recording Fee Schedule
MINIMUM FEE – for recording most instruments$71
INSTRUMENT - $71
ASSIGNMENTS – $71.00
TAX DEEDS – $71.00
CORPORATION – certificates, annual reports, change of agent etc… First four (4) pages $61.00
Each additional page $1.00
CORPORATION DISSOLUTIONS – $61.00
UCC - Finance Statements $61.00
LIENS – $71.00
LIS PENDENS NOTICE – $71.00
MEMORANDUM OF JUDGEMENT – $61.00
RELEASE OF MEMORANDUM OF JUDGEMENT – $61.00
MONUMENT RECORDING – $61.00
NOTICE OF PROBATE – $61.00
OIL, GAS & MINERAL ASSIGNMENTS – $71.00
ORDINANCES/ PUBLIC ENTITIES –$71.00
Water, Sewer Services ect.
PLATS – *three copies are required* $85.00
RESTRICTIONS & COVENANTS - $71.00
RELEASES – $71.00
*Document Number, Book/Page & Legal Description Required*
CERTIFIED DEEDS - $71.00
TAX LIENS – with one name $11.00
Each additional name $1.00
RELEASE OF TAX LIEN – with one name $11.00
Each additional name $1.00
MOBILE HOME TAX LIEN – with one name $10.00
Each additional name $1.00
MILITARY DISCHARGE – (DD214) N/C