Menard County Recorder

The County Clerk and Recorder is responsible for maintaining records for real property located in Menard County.

FLAT RECORDING FEE (with no additional charges per page)...$77.00
Non-compliance with standardized requirements...$89.00
Documents not subject to RHSP fee ...$67.00

STANDARD DOCUMENTS (any document other than nonstandard)... $77.00
documents included are: Assignment, Agreement/Option to Purchase, Coal Lease, Deed/Contract for Deed, Easement (other than public utility), Extensions, Foreclosures, Land Grants, Leases, LIS Pendens, Lien, Mineral Deed, Monument Record, Mortgage and Notes, Mortgage Releases, Notice of Reclamation, Oil & Gas Lease, Quit Claim Deed, Royalty Deed, Subordinations, Timber Agreement/Lease, & all other Real Estate related documents.

NONSTANDARD DOCUMENTS
State Tax Liens & or Releases (additional names $1.00 each)...$11.00
Federal Tax Liens & or Releases (additional names $1.00 each)...$11.00
Financing Statements (UCC)...$57.00
Terminations ...$57.00
Amendments, Partial Releases, Continuations, Assignments ...$57.00
UCC recorded in real estate records ...$67.00
UCC Search per name ...$10.00
Plats of Surveys (8 x 14, or 11 x 17)...$77.00
Plats of Surveys over the above sizes -- fees will be determined by size of survey)
Plats-Subdivisions (Maximum of 30 x 36)...$99.00
Submit original and 2 copies to be retained by Recorder (at least one 11x17 size required
for scanning & copying purposes. Restrictions/Covenants MUST accompany plat & minimum recording fees apply for the restrictions/covenants.

Documents referencing 6 or more tax parcel identification numbers ...$89.00
Documents referencing 6 or more recorded document numbers...$89.00
Documents not conforming as in paragraphs 1 thru 5 below ...$89.00

1. The document shall consist of one or more individual sheets measuring 8.5 inches by
11 inches, not permanently bound and not a continuous form. Graphic displays
accompanying a document to be recorded that measure up to 11 inches by 17 inches
shall be recorded without charging an additional fee.

2. The document shall be legibly printed in black ink, by hand, type or computer. Signatures
and dates may be in contrasting colors if they will reproduce clearly.

3. The document shall be on white paper of not less than 20 pound weight and shall have a
clean margin of an least one-half inch on the top, the bottom, and each side. Margins may be used for nonessential
notations that will not affect the validity of the document, including but not limited to form
number, page numbers and customer notations.

4. The first page of the document shall contain a blank space, measuring at least 3 inches by 5 inches, from the upper right hand corner.

5. The document shall not have an attachment stapled or otherwise affixed to any page. (pages may be stapled together).

The Rental Housing Support Program fee does not apply to the following: Articles of Incorporation/Dissolution/Change of Registered Agent (State of IL BCA's) and related documents, Birth, Death and Marriage Records (outside of Menard County to be recorded), Judgment/Releases, Memo Judgment/Releases, etc.; Notice of Probate, Power of Attorney, Cemetery Deed, Transcripts (involving a Will, Death Certificate, etc.), UCC, Wills or any document for a State Agency, Unit of Local Government, Federal Government or School District. (These documents will be filed with a $67.00 fee)

COPY CHARGES (of recordings) - $.50 per page/customer makes the copies
$1.00 per page/office staff makes the copies

ACCEPTED METHODS OF PAYMENT FOR RECORDINGS ARE CASH AND/OR CHECK ONLY.
CHECKS SHOULD BE MADE PAYABLE TO: MENARD COUNTY RECORDER

Transfer tax is $1.00 per $1,000 (state) and $.50 per $1,000 (county) and due upon recording.

County recording fees are often subject to change, so contact the local recorder to verify this information.

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.