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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.

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 (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.
  • ‚ÄúPrepared by” statement missing.
  • Notary signature or seal missing.
  • Document not dated or signed.
  • Subsequent document missing reference to original document.
  • Missing information on the Tax Declaration Form