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The office of the Recorder of Deeds is responsible for maintaining real property records in Cole County.
Recording Fees
To record the first page of a document (sized 8.5x11 inches), the fee is $24. Each additional page is $3.
Number of Pages........Cost to Record
.............1..........................$24.00
.............2..........................$27.00
.............3..........................$30.00
.............4..........................$33.00
.............5..........................$36.00
ETC.
Non-standard fee, if applicable: $25 in addition to recording fee
Any document rejected by a Recorder of Deeds shall be returned to the preparer or presenter accompanied by an explanation of the reason it could not be recorded.
Copies are $1 per page and certification is $1 per document.
Document Formatting Requirements
* Submit documents on 8.5 x 11 inch white paper. Pages should not be larger than 8.5x11 inches. Use white paper of at least 20# weight without watermarks or visible inclusions. Printing should be single-sided only with a font size of at least 8 point. Non-essential information within any margin is exempt from the font size requirement, but it should be noted that the Recorder is not liable or responsible for ensuring that non-essential information is archived. Do not use continuous forms or permanent binding.
* Do not use staple, tape, or glued attachments. Attachment does not refer to an exhibit, but additions to a document page.
* On the first page, provide a top margin of at least 3 inches. All other margins should be at least .75 of an inch.
* All signatures should be in black or dark ink to ensure reproduction from record. Corresponding names should be typed or printed underneath signatures.
* Documents must be signed by the grantor and proved or acknowledged.
FIRST PAGE DESIGNATIONS
Every document containing any of the items listed should have such information on the first page below the 3-inch top margin:
1. The title of the document.
2. The date of the document.
3. All grantors' names.
4. All grantees' names.
5. Any statutory addresses.
6. The legal description of the real property.
7. Reference book and pages for statutory requirements, if applicable.
If there is not sufficient room on the first page for all of the information, the page reference within the document where the information is set out shall be stated on the first page. If one of the required fields begins on the first page and continues uninterrupted to subsequent pages, this will meet the first page requirement.
A cover page is not required, but a submitter may choose to present one and it will be recorded as the first page of the document. It must have the required designations and a 3-inch top margin.
If a document is presented for re-recording, in addition to all other requirements, there must be a new first page or cover sheet with the 3-inch top margin and required designations.
Grantors and grantees must be designated in order to be indexed. There is no limit as to combinations or exclusions, but must include the words "grantor" and "grantee." It is the filer's or preparer's responsibility to make these designations.
Statutory addresses must also be designated, i.e. "grantee's mailing address."
The address of the property will not be accepted as a legal description.
Book and page references required on certain deeds (i.e. release deeds, assignments) need to be designated.
No such instrument in writing shall be valid, except between the parties thereto, and such as have actual notice thereof, until the same shall be deposited with the recorder for record.