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The County Clerk and Recorder is responsible for maintaining property records in Stephenson County.
Recording Fees
ALL DOCUMENTS MUST BE ORIGINALS OR CERTIFIED COPIES FOR RECORDING
STANDARD DOCUMENT: $85.00
* 8 " x 11" separate sheets -- if exhibit drawings or plats are attached -- 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, staples etc.
RHSP EXEMPT STANDARD DOCUMENT $65.00
* The Rental Housing Support Program surcharge does not apply to public utility easements and other documents
recorded by Federal, State or local government agencies.
NON-STANDARD DOCUMENT: $95.00
* Any document failing to meet the requirements listed under STANDARD DOCUMENT. Examples of a "nonstandard document" are...
* A document that includes legal-size 8 " x 14") pages unless those pages are exhibit drawings or plats
* A document that creates a division of an existing Property Identification Number (PIN)
* A document with six or more Property Identification Number (PIN) references
* A document with six or more related document number references
RHSP EXEMPT NON-STANDARD DOCUMENT: $75.00
* The Rental Housing Support Program surcharge does not apply to public utility easements and other documents
recorded by Federal, State or local government agencies.
STATE TAX LIENS & RELEASES (additional names $1.00) $12.00
FEDERAL TAX LIENS & RELEASES (additional names $1.00) $12.00
PLATS -- must be at least 8 " x 14", but no larger than 30" x 35" $100.00
(1 original signed Mylar with Certificate of Survey & 3 copies)
Self-Addressed Stamp Envelopes are required with all documents
NO LEGAL ADVICE, OPINIONS, LEGAL DESCRIPTIONS OR SEARCHES WILL BE GIVEN BY THE
RECORDER STAFF EITHER IN PERSON OR BY TELEPHONE
*CERTIFIED COPY SAME AS FOR RECORDING
All other copies $1.00 per page
Please provide a self address envelope for the return of your documents.
No refunds will be given for over payment of recording received by mail. If the over payment is more than $10.00, they will return your documents.
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
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 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.