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The County Clerk and Recorder is responsible for maintaining property records in Macoupin County.
Recording Fees
ALL PROPERTY TRANSACTIONS REQUIRE A LEGAL DESCRIPTION AND PARCEL ID NUMBER.
STANDARD DOCUMENT---Including RHSP-----Exempt
DEED.....................................................$81.00..................$61.00
EASEMENT..........................................$81.00..................$61.00
LEASE....................................................$79.00..................$59.00
MISCELLANEOUS.............................$79.00...................$59.00
MORTGAGE..........................................$86.00..................$66.00
*8" x 11" separate sheets -- if exhibit drawings or plats are attached they can be no larger than 11" x 17"
* Document legibly printed in black ink, by hand, type, or computer - signatures and dates may be in contrasting colors if they will reproduce clearly
* Clear inch margin around the edges of all pages - margins may be used for non-essential notations that will not affect the validity of the document, including but not limited to form numbers, page numbers, and customer notations
* 3" x 5" blank space in upper right corner of first page
* A page may not have anything affixed to it with tape, glue, etc., however, pages may be stapled together
* Document must not create a division of an existing Property Identification Number (PIN)
* Document contains up to five Property Identification Number (PIN) references
* Document contains up to five related document number references
County recording fees are subject to change without notice. We recommend to contact the local recorder's office to verify this information.
Document Formatting Requirements
A document should consist of individual sheets measuring 8.5x11 inches not permanently bound or in a continuous form. Attachments should not be stapled or otherwise affixed to any page of the document. If it is necessary to submit a deed with an attached rider, the rider shall be permanently attached as an additional page on the back of the deed.
The text of the document should be legibly printed or typed in black ink in a font size of at least 12 point. Signatures and dates may be in contrasting colors if they will reproduce clearly; however, highlighting should be not used.
White paper of at least 20 pound weight should be used. Clean margins of at least an inch shall be on the top, bottom, and sides. Margins may be used for non-essential notations that will not affect the validity of the document, including but not limited to, form numbers, page numbers, and customer notations.
The first page should have a blank space of 3x5 inches in the upper right corner.
The grantor must sign the document and must have his/her signature acknowledged. Names should be printed or typed beneath signatures in the document.
A legal description of the real property being conveyed should be given on the face of the deed, or in an attachment to the document. If a metes and bounds description is incorporated, it shall contain the section, township, and range with an identifiable point of beginning.
A parcel ID number is also required, but is not considered sufficient as a legal description.
The name and address of the person to whom subsequent tax bills are to be sent should be endorsed on the face of the deed.
A Plat Act Affidavit must be attached to deeds, leases, and contracts for deeds. This form can be obtained from the Macoupin County Clerks website.
Include the name and address of the person who prepared the deed.
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. This form 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:
The recording act in Illinois is a notice statute, which means that a later buyer who pays fair value for the property and does not have notice of any earlier conflicting interests, wins and will have priority over later recordings.