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County Clerk & Recorder

Responsibilities

  • Maintains the registration files for all eligible voters within Monroe County
  • Conducts all elections for Monroe County voters
  • Issues marriage licenses for couples being married in Monroe County
  • Records all documents and records related to land/structure transactions on properties located in Monroe County
  • Maintains all Monroe County birth records
  • Registers the assumed names of businesses and their owners within Monroe County
  • Registers all Illinois Notary Public Commissions
  • Keeps and preserves all records of deeds
  • Maintains a detailed system of recording all real estate transfers and holders of deeds throughout Monroe County
  • Maintains records of subdivision plats, mortgages and all types of liens against property, as well as the releases of those liens
  • Maintains records of articles of incorporation and dissolution of corporations
  • Maintains records of financing statements

Probate

Notice of Probate (up to 4 pages) is $49.00. If the document to be recorded is more than 4 pages, the fee for recording additional pages is $1.00 for each additional page.

Ordinances of Public or Governmental Bodies

Ordinances of public or governmental bodies (up to 4 pages) is $49.00. If the document to be recorded is more than 4 pages, the fee for recording additional pages is $1.00 for each additional page. Maps attached to ordinances as exhibits, when larger than 8.5″ X 11″, will be reduced to standard size prior to recording. Annexation, de-annexation and/or vacation ordinances requiring plats must submit an original plus 3 copies of the plat. The original will be retained by the Monroe County Recorder, and the cost is $49.00.

Plats of Subdivisions or Other Land Transactions

When recording plats, please submit at least 5 copies of the plat, at least 8.5″ X 14″ in size, but not larger than 30″ X 36″ in size. Three (3) paper copies and one (1) mylar copy will be retained by the Monroe County Clerk’s Office. Copies of plats must be reproducible. The cost for this action is $79.00.Certificates of ownership, reports, or additonal attachments will cost $1.00 per page. The Recorder will file a stamp copy only if requested at the time of recording. Restrictions/covenants must accompany the plat, if so stated on the plat. The cost for filing a recording of restrictions/covenants (up to 4 pages) is $59.00. If the document to be recorded is more than 4 pages, the fee for recording additonal pages is $1.00 for each additional page. No plats will be recorded if there are outstanding tax payments due to the Monroe County Treasurer on the parcel being platted.

Releases

For releases with legal descriptions (excepting State and Federal liens), up to 4 pages, the cost is $59.00. Releases referenced by document number or book and page without legal description will require an additional fee of $1.00. If additional releases are included within the same document, the fee is $11.00.

Special Assessments

Maps/rolls (up to 4 pages) will cost $59.00. If the document to be recorded is more than 4 pages, the fee for recording additional pages is $1.00 for each additional page.

Surveys

No more than 2 lots on up to 4 pages. The cost is $59.00. If the documents to be recorded is more than 4 pages, the fee for recording additional pages is $1.00 for each additional page. For a survey that is an attachment to a deed, the fee is $1.00 each per page.

Veteran's Discharge Filing

One (1) certified copy of the record is provided at the time of filing. There is no charge for this filing.

Approval of Monroe County Mapping and Platting Department

All deeds, real estate transfer declaration transactions and plats must be approved by the Monroe County Mapping and Platting Department prior to recording. Bond for Deed transactions and Memorandums of Recording do not need to be submitted to the Monroe County Mapping and Platting Department prior to recording. A separate check should be submitted with recordings to cover the expenses of the Mapping and Platting Department services.

Copy Charges

Copy of any record is $1.50 per page. Certified copies of real estate records: First copy – $25; Each additional copy – $25.00.

Real Estate Transfer Tax

Real Estate Transfer Tax is required on all deeds (including warranty deeds, trust deeds,quit claim deeds, etc.) where consideration or money is exchanged in an amount that equals or exceeds $100. Transfer forms are required to be completed in full before recording any deed. Deeds will not be accepted for recordation if the Real Estate Transfer Tax form is not completed. The only exception is for transactions exempt under the Real Estate Transfer Tax Act. In those cases, the following statement must be completed on the deed, “Exempt under provisions of Paragraph ____, Section 4 Real Estate Transfer Act.” (The correct paragraph number must be filled in on this statement.)

The sale and financing amounts must be equal on all Real Estate Transfer Act forms. The transfer tax is calculated at 50 cents per $500.00 (State portion) plus 25 cents per $500.00 (Monroe County portion) for a total of 75 cents per $500.00 or $1.50 per $1,000.00 consideration.

No legal advice, legal opinions or legal descriptions will be given by the staff of the Monroe County Clerk and Recorder’s Office, neither in person or by telephone.

Service Opportunity

The Monroe County Clerk and Recorder’s Office is looking for individuals to serve as a Monroe County Election Judge. For more information, call 618-939-8681 ext. 305

Requirements for Recording Documents

  • Only original instruments will be accepted for Recordation, and the text size should be no smaller than 10-point type.
  • The total amount due for services must accompany documents, and must equal the total fees dues.
  • All documents to be recorded must consist of individual sheets measuring 8.5″ X 11″. There will be additional charges for recording non-standard sizes of documents. All documents to be recorded must be printed in black ink on at least 20 lb. paper stock and have a 3″ X 5″ blank space in the upper right hand corner of the document to accommodate the recording stamp.

Recording Fee Schedule

Standard Instruments

The minimum fee for recording most standard instruments (up to 4 pages) is $59.00 each. If the document is more than 4 pages, the fee for recording additional pages is $1.00 per each additional page. If document pages are larger than 8.5″ X 11″, the additional fee for recording non-standard size pages is $85.00 per each instrument.

Mortgage Extensions, Modifications and Subordinations

Assignments of mortgages, leases and liens (up to 4 pages) is $59.00 each. If the document to be is more than 4 pages, the fee for recording additional pages is $1.00 per each additional page. If additional assignments are included with the same instrument, the cost is $11.00 each. For Instruments referenced by number, book and page without a legal description, there will be an additional cost of $11.00 per document.

Assignments of Mortgages, Leases and Liens

Assignments of mortgages, leases and liens (up to 4 pages) is $59.00 each. If the document to be is more than 4 pages, the fee for recording additional pages is $1.00 per each additional page. If additional assignments are included with the same instrument, the cost is $11.00 each. For Instruments referenced by number, book and page without a legal description, there will be an additional cost of $11.00 per document.

Condominium Documents

Condominium declaration of ownership (up to 4 pages) is $59.00 each. If the document to be recorded is more than 4 pages, the fee for recording additional pages is $1.00 each.

Corporation Documents

Corporation certificates, annual reports, change of registered agents, limited partnerships and any other corporate documents (up to 4 pages) are $49.00 dollars each. If the document to be recorded is more than 4 pages, the fee for recording additional pages is $1.00 each.

Financing Statements - UCC Forms

As of January 1, 2002, the following applies to UCC filings: the only UCC filings that will be accepted are as extracted filings, timber filings and fixture filings. Terminations for UCC’s originally filed in this office will be accepted. All filings should be done in the state where the borrower is located, not in the state where the item is located. No filings may be done by fax. If there is no debtor name or the name is undecipherable, the filing cannot be accepted. All documents will be kept for 6 years. As of July 1, 2007, most documents in this office will be purged. No continuations of existing UCC’s will be accepted. Only terminations for UCC’s can be filled from that point forward. The cost for all UCC filings is $26.00.

Liens

For chattel, county or municipal demolition, condemnation, mechanics, mobile homes, etc. (up to 4 pages) the cost is $59.00 each. If the document to be recorded is more than four (4) pages, the fee for recording additional pages is $1.00 each.

Lis Pendens

For Lis Pendens Notices or Lis Pendens Releases (up to 4 pages), the cost is $59.00 each. If the document to be recorded is more than 4 pages, the fee for recording additonal pages is $1.00 for each additonal page.

Monument Records

Monument records (up to 4 pages) is $59.00. If the document to be recorded is more than 4 pages, the fee for recording additional pages is $1.00 for each additonal page.

Judgements

For Memorandum of Judgment or Release of Memorandum of Judgment (up to 4 pages) the cost is $49.00. If the document to be recorded is more than 4 pages, the fee for recording additonal pages is $1.00 for each additional page.

Contact County Clerk and Recorder

Dennis Knobloch, County Clerk and Recorder

100 S. Main St., Waterloo, IL 62298
Tel: 618-939-8681 ext. 302, countyclerk@monroecountyil.gov
Monday – Friday 8 a.m. – 4:30 p.m.