March 19th, 2024 Primary Election in days

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 be approved by Randolph County GIS / Mapping and Platting. There is no charge for this service unless the property transfer is deemed to be a Parcel Split. Upon examination, if it is determined that the property transfer is a Split, they will be an additional $25.00 fee. For more information on the Randolph County GIS / Mapping and Platting Department and procedures please contact them at 618-826-5000 x228.

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.

The Randolph County Recorder of Deeds Office participates in the Illinois Department of Revenue’s MyDec program which allows for the FREE online preparation and submission of real estate property transfer tax declarations. The MyDec program also allows users to track the status of and make corrections to electronically prepared PTAX-203 forms throughout the entire recording process.

Effective JANUARY 1, 2023, ALL property transactions will be processed through MyDec.  Please register to become a MyDec user at  Registered users can submit electronically prepared PTAX-203 forms to any Illinois county that participates in the MyDec program.

A detailed set of instructions for the MyDec program can be found at  

Support is also available by phone (844-445-1114, Monday thru Friday from 8:00AM – 4:30PM) or email ([email protected]).

Benefits of using MyDec include:

  • Fewer rejections and quicker corrections.
  • Declarations can be saved and edited later before they are submitted.
  • Helpful tips are available for many of the lines where common mistakes are made. These tips can be viewed or hidden by clicking on the blue help icon next to the lines.
  • Fields that contain errors are displayed in red, providing a clear indication where changes must be made before the declaration is submitted.

Statutory Content of Recorded Documents

  • Legal Description of Property – Legal description (parcel number) must be included in all documents. Also include street address.
  • Signatures – Original signatures are required.
  • Addresses – Include grantee address for tax billing on deeds.
  • Notarization / Acknowledgement.
  • Preparer – Must include name and address.
  • Document Numbering – Doc number provided by Recorder.

Common Reasons for Rejection of Recording

  • Real Estate Transfer Declaration or exemption stamp missing from deed.
  • Fees incorrect.
  • Legal description missing or wrong.
  • “Prepared by” statement missing.
  • Notary signature or seal missing.
  • Document not dated or signed.
  • Subsequent document missing reference to original document.
  • All PTAX 203 forms must be completed in MyDec.