The Macoupin County Recorder's Office is the home for all documents recorded in Macoupin County. The Recorder's Primary responsibility is the accurate and timely recording and indexing of deeds, mortgages, releases, liens, UCC's (uniform commercial codes), military discharges and other documents that have been submitted for recording.
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 your 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.
Original documents will be returned to the customer with document numbering information. All recording is time-dated and placed 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.
A Plat Act Affidavit must accompany any deed, lease, or contract transferring interest in property or any subdivision plats, annexation/de-annexation ordinances and roadway dedication/vacation for the legal description sign off by the GIS manager.
Statutory Content of Recorded Documents
Legal Description of Property - Legal description ( parcel number) must be included in all documents.
Signatures - Original signatures are required.
Addresses - Address that the tax bill should be mailed to.
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.
Legal description missing or wrong.
Parcel number missing.
"Prepared by" statement missing.
Notary signatures or seal missing.
Document not dated or signed.
Subsequent document missing reference to original document.
Does not adhere to County Subdivision Ordinance / Plat Act.