Land & Miscellaneous Records

How To Record A Deed

Document recording is accepted in person or via US Mail or courier.  Only original documents bearing actual signatures may be recorded.  Faxed documents cannot be accepted.

While we are happy to answer your questions about how to record documents, the office cannot give legal advice about transferring property.  You are urged to contact an attorney, abstract or title company to transfer real property.

All land transfers must adhere to Williamson County’s Subdivision Ordinance and the Williamson County Illinois Plat Act.  All property transfers outside of city and subdivision lots must be approved by the Supervisor of Assessment to assure compliance.

Original documents will be returned to the customer in a timely manner, in most instances documents are returned the next business day.  All recording is time/dated and placed on record in the order it is received.  Most documents are recorded the day they are received.

Schedule of Current Recording Fees

A Real Estate Transfer Declaration (PTAX-203), commonly called the “green sheet” reports the amount of real estate transfer tax due, and must accompany deeds for recording unless the document includes an exemption paragraph or exemption stamps.

Statutory Content of Recorded Documents

  • Legal Description of Property – Legal description and parcel number.
  • Signatures – Original signatures are required.
  • Addresses – Include grantee address for tax billing on deeds.
  • Notarization/Acknowledgement.
  • Preparer – Must include name and address.

Common Reasons for Rejection of Recording

  • Real Estate Transfer Declaration or exemption stamp missing from deed.
  • Fees incorrect.
  • Legal description missing.
  • “Prepared by” statement missing.
  • Notary signature or seal missing.
  • Document not dated or signed.
  • Subsequent document missing reference to original document.
  • Does not adhere to County Subdivision Ordinance/Plat Act.
  • Williamson County Plat Affidavit missing or incomplete.
  • Exempt statement.

Recording Fee Schedule

Recording Fees for Standard 8-1/2" x 11"

Fee Includes GIS Fee; Type Size Should Be No Smaller Than 10 Point Font on Documents


Your check should be made payable to “Williamson County Recorder”

Real Estate Searches, Miscellaneous Records/Other Misc. Documents, Copies and Certification

This office will perform limited searches of real estate records, but does not guarantee searches.

Statutory Content of Recorded Documents

All deeds must include statement of exemption or transfer tax declaration sheet; preparer’s name and address to receive tax statements, notary date/seal/signature, complete legal description, including parcel identification number, return to address. Originals of real estate documents are always returned after recording (except Torrens if applicable in state).

Contact Us

Williamson County Clerk
407 N. Monroe St, Suite 119
Marion, IL 62959
Phone: 618-998-2110 or 618-998-2112
Fax: 618-993-2071

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