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The County Clerk and Recorder is responsible for maintaining property records in Ford County.
Recording Fees
STANDARD DOCUMENT FEES $83.00 (FOR ALL PAGES FOLLOWING THE FIRST PAGE)
AFFIDAVITS (WITH REAL ESTATE)
AGREEMENTS/OPTIONS TO PURCHASE
AMENDMENT OF A MORTGAGE (MAKE SURE IT REFERS TO ORIGINAL DOCUMENT)
FORECLOSURES
ASSESSMENT ROLL
ASSIGNMENT OF A MORTGAGE OR ASSIGNMENT OF ASSUMPTION
ANNEXATIONS/ORDINANCES/RESOLUTIONS
CASH FARM LEASE
COAL LEASE
CROSS DEFAULT & CROSS COLLATERALIZATION AGREEMENT
DECLARATION OF CONTENT
DEEDS/CONTRACT OF DEEDS/WARRANTY DEEDS/QUIT CLAIM DEEDS/BENEFICIARY DEEDS/
TRUSTEE'S DEED (SPLIT PROPERTIES NEED A PLAT ACT AFFIDAVIT)
EASEMENTS (OTHER THAN PUBLIC SERVICE/UTILITIES)(if a public service co., $63.00, ex: Nicor, Ameren)
EXTENSIONS
NOTICE OF RECLAMATION
ILLINOIS EPA
LAND LEASE
LEASES
LIS PENDENS
LIENS OR RELEASE OF LIENS
MINERAL DEED
MODIFICATION OF A MORTGAGE
MONUMENT RECORDS
MORTGAGES AND NOTES
MORTGAGE RELEASE
NOTICE OF FORECLOSURE
OIL/GAS LEASE
RELEASE OF ESTATE INTEREST IN REAL ESTATE
RENTS AND LEASES
RESTRICTIVE USE OF COVENANT
ROYALTY DEEDS
SEVERANCE AGREEMENT
SHARED CERTIFICATE OF SALE
SUBORDINATIONS
SUBSTITUTIONS
TIMBER AGREEMENT/LEASE
STANDARD DOCS THAT ARE LEGAL SIZED PAPER - $93.00
PLATS/SURVEYS $93.00 FOR ORIGINAL - 8" X 11") (LARGER THAN 8" X 11" = $106.00)
SPECIAL DOCUMENT FEES $63.00
ALL AFFIDAVITS (WITHOUT REAL ESTATE)
ARTICLES OF INCORPORATION & RELATED DOCUMENTS
CERTIFICATE OF DISCLOSURE & DETERMINATION, ATTORNEY GENERAL W/ LAND
EIEC
JUDGMENTS/MEMO OF JUDGMENTS
NOTICE OF PROBATE OR NOTICE OF TRANSCRIPT
POWER OF ATTORNEY FOR PROPERTY
REGISTERED AGENT (CHANGE OF NAME)
RELEASE OF JUDGEMENT
REINSTATEMENT
TRANSCRIPT (INVOLVING WILLS, DEATH CERTIFICATES, ETC.)
UCC'S W/FINANCING STATEMENT
SPECIAL DOCS THAT ARE LEGAL SIZED PAPER - $73.00
Certified Copy of Document: $20.00
Fees are subject to change without notice. Make sure to confirm current rates with clerk/recorder's office directly.
Document Formatting Requirements
Documents should consist of one or more individual sheets of white paper measuring 8.5 x 11 inches. Individual sheets should not be permanently bound or in a continuous form. Graphic displays measuring up to 11 x 17 inches accompanying a document will be recorded with the document without additional fees. If an attached rider needs to be recorded with a deed, the rider should be permanently attached as an additional page on the back of the deed.
Use legible printing or typing, black ink, and a font size of at least 12 point. Signatures and dates can be in contrasting colors so long as they will reproduce clearly.
Deeds presented to the county recorder should have a blank space measuring 3 x 5 inches in the upper right corner on the first page, set aside for the recorders use. Failure to include this will not affect the validity of the deed, but will incur additional fees. All other margins in the document should be at least .5 of an inch and free from all markings.
When a deed is made a matter of record, it shall have the names of the parties signing the instrument typed or printed below or next to the signatures, including the witnesses, if any, and the names of the parties or officers taking acknowledgment.
Signatures of the parties executing the instrument shall be acknowledged by a notary public.
A deed must contain the name and residence of the grantor, the consideration exchanged for the property, any covenants of warranty, the grantees name and address, and a legal description of the real property, including street address and PIN. In addition, the grantors original signature must be present.
Provide the name and address of the owner to whom subsequent tax bills are to be sent.
Include the name and address of the person who prepared the deed.
Whenever a metes and bound description is used in the legal description of real property, the metes and bounds description should contain the section, township, and range with an identifiable point of beginning.
An affidavit for purposes of the plat act is required to accompany a deed when 1) a metes and bounds legal description is given, 2) when roadway easements and right of way (ingress or egress) are designated, or 3) when a division of land five acres more or less is noted on a deed of transfer.
An Illinois Real Estate Transfer Declaration (PTAX-203) must be filed with deeds and any non-exempt transactions. The information requested on this form is requested by the Illinois Real Estate Transfer Tax law. All parties involved in the transaction must complete the form truthfully. This form is used to collect sales data and to determine if a sale can be used in assessment ratio studies. It is also used to compute equalization factors, which are used to help achieve a statewide uniform valuation of properties based on their fair market value.
If the property transfer is exempt from transfer tax, the PTAX-203 form is not required. A specific exemption number should be noted on the deed presented for recording. The Illinois Department of Revenue webpage has a list of exempt transactions. The form can be completed online or as a hard copy.
Effect of Recording:
Deeds, mortgages, and other instruments of writing that are authorized to be recorded will take effect and be in force from and after the time they are filed for record as to all creditors and subsequent purchasers, without notice. All such deeds and title papers will be judged void as to all such creditors and subsequent purchasers, without notice, until the same is filed for record.
From the time they are filed for record, deeds, mortgages, and other instruments of writing related to real estate shall be deemed notice to subsequent purchasers and creditors, though not acknowledged or proven according to law; but the same shall not be read as evidence, unless their execution be proved in the manner required by the rules of evidence applicable to such writings, so as to supply the defects of acknowledgment or proof.