Amy Meyer
Madison County Recorder

Madison County Recorder Document Recording

Document Types Recorded in the Recorder's Office

Administrator’s Deed
Affidavit
Agreement
Agreement for Deed
Appointment
Assignment
Assignment of Beneficial Interest
Assignment of Contract
Assignment of Ground Lease
Assignment of Mortgage
Assignment of Oil & Gas Lease
Assignment of Rents
Assumption
Bond
Bond for Deed
Certificate
Certificate of Amendment
Certificate of Authority
Certificate of Birth
Certificate of Change of Registered Agent & Office
Certificate of Death
Certificate of Dissolution
Certificate of Incorporation
Certificate of Levy
Certificate of Limited Partnership
Certificate of Marriage
Certificate of Merger
Certificate of Organization
Certificate of Purchase
Certificate of Reinstatement
Certificate of Revocation
Certificate of Sale
Certified Copy
Chattel Mechanics Lien
Conservator’s Deed
Continuation Statement
Contract for Deed
Contract for Sale
Declaration
Declaration of Condominium
Declaration of Forfeiture
Deed
Deed in Trust
Discharge
Disclaimer
Easement
Easement Disclaimer
Executor’s Deed
Federal Tax Liens
Fixture Filing Amendment
Fixture Filing Assignment
Fixture Filing Continuation
Fixture Filing Partial Release
Fixture Filing Termination
Financing Statement
Fixture Filing
Guardian’s Deed
Highway Permit
Illinois Financing Statement
Judicial Deed
Lease
Letter
Lien
Lis Pendens
Marshall’s Deed
Mechanics Lien
Memo
Memo of Contract for Deed
Memorandum of Judgment
Mineral Deed
Mobile Home Lien
Monument Record
Mortgage
Mortgage Assumption
Mortgage Extension
Mortgage Modification
Mortgage Subsequent
Note
Notice
Notice of Environmental Disclosure
Notice of Probate
Option
Order
Ordinance
Partial Release
Partial Release of Federal Tax Lien
Partial Release of Judgment
Partial Release of Mechanic’s Lien
Partial Release of Mobile Home Lien
Partial Release of Mortgage
Partial Release of State Tax Lien
Permit
Petition
Plan
Plat
Plat of Survey
Promissory Note
Public Aid Lien
Quit Claim Deed
Release
Release of Chattel Mechanics Lien
Release of Contract for Deed
Release of Federal Tax Lien
Release of Judgment
Release of Lis Pendens
Release of Mechanics Lien
Release of Mobile Home Lien
Release of Mortgage
Release of Public Aid Lien
Release of State Tax Lien
Renewal
Renewal of Mobile Home Lien
Renewal of Public Aid Lien
Resolution
Restrictions
Revocation
Sales Contract
Sewer Lien
Sheriff’s Deed
Special Services Area Sewer Lien
State Tax Lien
Subordination
Tax Deed
Termination of Contract for Deed
Termination Statement
Trust Deed/Mortgage
Trustee’s Deed
UCC Amendment
UCC Assignment
UCC Partial Release
Warranty Deed
Will

ADDITIONAL DOCUMENT INFORMATION:

A. DEEDS, MORTGAGES, RELEASE AND OTHER INSTRUMENTS:

Deed, mortgages, releases are the most common type documents recorded in our office. They make up the greatest percentage of our recordings.

For information on recording a deed or trust document you may refer to the Illinois Compiled Statutes, Chapter 765 ILCS, Property, Chapter 55 ILCS, Article 3, Division 3-5 Recorder, and Chapter 35 ILCS, Revenue. Other chapters not noted may also affect deed recordings

When recording any deed of trust document it must be accompanied by an Illinois Department of Revenue Real Estate Transfer Declaration (PTAX) or a Statement of Exemption. The Real Estate Transfer Declaration is available in our office. The PTAX Declaration requires you to calculate the net taxable consideration subject to transfer tax.

For further information that affect ground leases and transfers of beneficial interest refer to Chapter 35 ILCS, Revenue, Act 200 Property Tax Code, Article 31. Real Estate Transfer Law.

The State of Illinois collects $.50 per $500 or part thereof of taxable consideration

The County of Madison collect $.25 per $500 or part thereof of taxable consideration

When recording a deed with money transferred, the recording fee and the transfer must be paid separately when paying by check.

The list of exemptions is provided in our office, on our website, or in the Illinois Compiled Statues (Chapter 35 ILCS, Section 200/31-45 exemptions).

The Illinois Department of Revenue provides us with the Real Estate Transfer Declaration (PTAX forms). They require that all information be completed before we are allowed to accept the deed and declaration for recording. If you have any questions in regard to the declaration form, you may contact our office or the Illinois Department of Revenue at:

                                    Illinois Department of Revenue
                                    101 West Jefferson Street
                                    P.O. Box 19033
                                    Springfield, Illinois  62794-9033
                                    217-782-4568

All deeds require:
5/3-5020 Name and address of grantee for tax purposes.
In counties of the first and second class, no recorder shall record any conveyance of real estate unless the conveyance contains the name and address of the grantee for tax billing purposes.

Madison County is considered a county of the second class. Meaning "counties containing a population over 25,000 and not exceeding 1,000,000 shall be known as counties of the second class."

PLAT ACT AFFIDAVIT MUST ACCOMPANY ALL DEEDS FOR RECORDING
The Affidavit and Instruction sheet is available on the county web site:  www.co.madison.il.us (Go to County Departments, Maps and Plats, then Plat Act Affidavit)

PER COUNTY BOARD RESOLUTION ALL DEEDS OR DOCUMENTS AFFECTING TRANSFERS OF PROPERTY REQUIRE A PERMANENT PARCEL NUMBER. It would also be beneficial to everyone if the parcel number appears on any documents affect real estate.

HOW TO READ A PARCEL NUMBER

14-2-15-10-20-303-007.001

14 – REPRESENTS TOWNSHIP (OLD)

2 – REPRESENTS LAND OR LOT
(1 LAND – 2 LOT)

15 - REPRESENTS TOWNSHIP (NEW)

10-REPRESENTS SECTION

20 - REPRESENTS MAP #
(15-10-20 – MAP #)

303 - REPRESENTS BLOCK NUMBER

007.001 –  REPRESENTS PARCEL NUMBER
(3 OR 6 DIGITS)
007 – REPRESENTS PARCEL NUMBER
001 – REPRESENTS SPLIT PARCEL NUMBER

*NOTE:  WHEN THE MAP# ENDS WITH (00), THE BLOCK NUMBER WILL ALWAYS BE (000).

POSSIBLE ENDING PARCEL NUMBER CODES:

  • R00 – RESIDENTIAL/FARM ASSESSMENT
  • C00 – COMMERCIAL ASSESSMENT
  • A00 – AGRICULTURAL LEASE PROPERTY
  • D00 – TIF AND ENTERPRISE ZONE

LAND MEASURES

1 MILE – 80 CHAINS, 320 RODS, 1,750 YARDS OR 5,280 FEET
16 ½ FEET – 1 ROD, PERCH OR POLE
1 CHAIN – 66 FEET, 100 LINKS OR 4 RODS
1 LINK – 7.92 INCHES, 7 7/8 INCHES, 0.66 FEET
1 ROD – 25 LINKS, 5 1⁄2 YARDS, 16 1⁄2 FEET
1 SQUARE FOOT – 144 SQUARE INCHES
1 SQUARE CHAIN – 10,000 SQUARE LINKS
1 ACRE – 10 SQUARE CHAINS, 160 SQUARE RODS, 43,560 SQUARE FEET, 208.71 FEET BY 208.71 FEET, 4,840 YARDS, OR 8 RODS WIDE 20 RODS LONG
1 SQUARE ROD – 30 1⁄4  SQUARE YARDS, 272 1⁄4 SQUARE FEET
1 SQUARE MILE OR SECTION – 640 ACRES
36 SQUARE MILES OF SECTIONS – 1 TOWNSHIP
1 SQUARE YARD – 9 SQUARE FEET

5/3-5020.5 Information concerning recorded or filed instruments:
Each instrument recorded with the county recorder must contain the following:

  • The name and address of the person to whom the instrument is to be returned.
  • The recorder's document number of any instrument (s) referred to in the instrument being recorded or filed or relating to the instrument being recorded or filed, such as, the recorder's document number of a mortgage when the instrument being recorded or filed is a release of that mortgage or any other associated document to that mortgage.
  • The book and page, if applicable. Preferably the document number.

5/3-5022 Identification of person preparing instrument affecting title to real estate.

No recorder shall record any instrument affecting title to real estate unless the name and address of the person who prepared and drafted such instrument is printed, typewritten or stamped on the face thereof in a legible manner. An instrument complies with this section of it contains a statement in substantially the following form:

This instrument was prepared by:

Name:__________________________

Address:________________________

               ________________________

This section does not apply to any instrument executed before the effective date of this section, 1/1/90, nor to the following:

  1. An order or judgment or process of any court;
  2. A will
  3. A death certificate; or
  4. An instrument executed or acknowledged outside of this State.

Mortgages-Refer to the following statutes:

  1. Chapter 765 ILCS, Conveyances
  2. Chapter 765 ILCS, Mortgages
  3. Chapter 735 ILCS, Practice

Releases-Refer to Chapter 765 ILCS, Mortgages, Paragraph 905/2

B. PLATS

At the time of recordation, the Recorder's Office requires the original plat and six (6) copies (2 milars, 4 blue lines).

Please refer to Illinois Compiled Statues, Chapter 765, Property, Act 205, and Chapter 55 ILCS, Counties, for further information.

The following is from Division 3-5, Recorder, Chapter 55, Paragraph 5/3-2059.

No person shall offer or present for recording or record any map, plat or subdivision of land situated in any incorporated city, town or village, nor within one and one half miles of the corporate limits of any incorporated city, town or village which has adopted a city plan and is exercising the special powers authorized by Division 12 of Article 11 of the Illinois Municipal Code, as now or hereafter amended, and not included in any municipality unless the map, plat or subdivision is under the seal of a registered Illinois land surveyor and unless it is entitled to record as provided in Sections 11-15-1 and 11-12-3 of the Illinois Municipal Code, as now or hereafter amended. Any map, plat or subdivision of land presented for recording shall have attached thereto or endorsed thereon the Certificate of an Illinois Registered Land Surveyor that the land is or is not within any incorporated, city, town or village, nor within one and one half miles of the corporate limits of any incorporated city, town or village which has adopted a city plan and is exercising the special powers authorized by Division 12 of Article 11 of Illinois Municipal Code, as now or hereafter amended, and not included in any municipality. No person shall offer or present for recording or record any subdivision plat of any lands bordering on or including any public waters of the State in which the State of Illinois has any property rights of property interests, unless such subdivision plat is under the seal of a registered Illinois Land Surveyor and is approved by the Department of Transportation, nor shall any person offer or present for recording or record any map, plat or subdivision of lands, without indicating whether any part of which as shown on the map, plat or subdivision is located within a special flood hazard area as identified by the Federal Emergency Management Agency nor shall any person offer or present for recording or record any map, plat or subdivision of land situated outside any incorporated city, town or village unless the map, plat or subdivision is under the seal of a registered Illinois Land Surveyor, and unless it is entitled to record as provided in Section 25.09 of "An Act to revise the law in relation to counties," approved March 31, 1874, as amended, however, the provisions of this section shall not apply to any street or highway survey map or plat. Any person who records, or offers or represents for recording, which offer or presentation results in a recording of any map, plat or subdivision of land which he knows to be in violation of this section shall pay to the county the sum of $200, to be recovered in the circuit court, in the name of the state, for the use of the county, with costs of suit.

Plat Recording-Letter of Designation

As of January 1, 1992, Public Act 87-705 became effective. The act pertains to obtaining an original letter of designation from the proper party to record plats. Also refer to Chapter 765 ILCS 205/2

EXAMPLE:

"STATEMENT OF DESIGNATION OF PLAT RECORDING"

I,_______________________________________, ________________________
                (name)                                                                                         (title)

___________________________, having duly executed the attached plat of __________

located  in the____________________________________________________________

do hereby designate_________________________________ as my representative to

record said plat.

 

Respectfully submitted,

(original signature)

 

9-1-1 APPROVAL

On April 4, 1989, the County Board of Madison County, approved a resolution authorizing the establishment of a 9-1-1 Emergency Telephone System within the County of Madison. On June 18, 1992 the Madison County 9-1-1 Emergency Telephone System was placed into operation. Under the Madison County land subdivision control regulations section 4-4.3 certificates are required by the Land Use Committee of the Madison County Board, THEREFORE, it is required that the placement of a 9-1-1 coordinator's certificate appear on the face of all subdivision plats and shall be certified prior to recording. The certificate is as follow:

4-4.3 CERTIFICATE REQUIRED

The following certificates shall be executed on the final plat:

(h)                                                                  9-1-1-Coordinator's Certificate

I,___________________________, 9-1-1 Coordinator of Madison County, Illinois, hereby certify that this Plat has been reviewed for 9-1-1 Emergency Services and proper common addresses have been assigned.

                                     __________________________________________
                                                     9-1-1 Coordinator

                                     __________________________________________
                                                     Date

Additional requirements:

Surveyor's Certificate

Legal Description of property being subdivided.

Maps and Plats Approval.

Land Use Committee Approval when applicable.

County Clerk's Statement Certificate

School District Statement required – Example:  I further certify that the property platted here on is within_______________ (name of school district) School District No._______.

Owner's Certificate:  Owners signature

Notary Public's Certificate

Plat requirements include but not limited to above.

C. MECHANIC LIENS
For information, please refer to Chapter 770, ILCS, Lien.

D. CORPORATIONS
The Illinois Secretary of State's Office has a Corporation Department that initially handles the filing of corporate documents.  Their address is:

                                     Secretary of State
                                     Corporation Department
                                     Centennial Building, Room 328
                                     Springfield, Illinois  62756
                                     Chicago Office – 312-793-3380
                                     Springfield Office – 217-782-7880

Further information can be found in Chapter ILCS 805, Corporations.

Information concerning the Revised Uniform Limited Partnership Act of 1986, also administered by the Illinois Secretary, can be obtained from the following office:

                                     Secretary of State
                                     188 West Randolph Street
                                     Room 426
                                     Chicago, Illinois  60601
                                     Phone:  312-793-2872

                                     Secretary of State Corporation Department
                                     Limited Partnership Division
                                     Centennial Building, Room 328
                                     Springfield, Illinois 62756
                                     Phone:  217-785-8960

E. STATE AND FEDERAL GOVERNMENT LIENS
Information concerning state tax liens can be found in Chapter 35 ILCS, Act 5, Article 11, Liens and Jeopardy Assessments.

                                     Illinois Department of Revenue
                                     Willard Ice Building
                                     Attn:  Lien Unit
                                     101 W. Jefferson, P. O. Box 19035
                                     Springfield, Illinois  62794-9035
                                     Phone:  217-782-3336

                                     Illinois Department of Revenue
                                     245 West Roosevelt Road
                                     Building #4
                                     West Chicago, Illinois  60185
                                     Phone:  630-293-8300

                                     Illinois Department of Revenue
                                     Chicago, Illinois
                                     312-814-3500

Information on federal tax liens can be obtained from the Internal Revenue Service.

                                     Internal Revenue Service
                                     Manager Review & Lien Unit
                                     230 S. Dearborn, 17th Floor
                                     Chicago, Illinois  60690
                                     Attn:  Lien Unit
                                     Phone:  312-886-4461

                                     Internal Revenue Service
                                     2001 Butterfield Road
                                     12th Floor
                                     Downers Grove, Illinois  60515
                                     Phone:  630-743-0533
                                     Toll Free Number:  800-829-3676

F. JUDGMENT AND LIS PENDENS
Information on judgments can be found in Chapter 735 ILCS, Act 5, Article XII, Judgments-Enforcement.

Information on Lis Pendens can be found in Chapter 735 ILCS, Act 5, Article II, Part 19, Lis Pendens.

In filing a memorandum of judgment, Illinois Compiled Statutes requires the following: "The terms "memorandum" as used in this section means a memorandum or copy of the judgment signed by a judge or a copy attested by the clerk of the court entering it and showing the court in which entered, date, amount, number of the case in which it was entered, name of the party in whose favor and name and last known address of the party against whom entered. If the address of the party against whom the judgment was entered is not known, the memorandum or copy of judgment shall so state."

G. UNIFORM COMMERCIAL CODE
Information on UCC's can be found in Chapter 810 ILCS, Commercial Code, Act. 5, Article 9, Secured Transactions; Sales of Accounts, Contract Rights and Chattel Paper, Part 4, Filing.

H. MONUMENT RECORD
Information for this type of document can be located in Chapter 765 ILCS, Act 220.  Land Survey Monuments Act.

The monument records shall be recorded with the Recorder or Registrar of Titles and be securely fastened into the entry book as provided for that purpose. The monument records shall be indexed by Section, Township and Range so as to be easily retrievable.

I. MILITARY DISCHARGE
Information on Military Discharge is located in Chapter 55, ILCS, 5/3-5015, Certificates of Discharge or Release from Active Duty.
Click this link for:   DD214 Certified Copy Request Form

J. CONTRACT FOR DEED/SALES CONTRACTS
Information on Sales Contract is located in Chapter 765, ILCS, 86/10-5

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