Find Deed Records in Clay County

Clay County deed records are maintained by the County Clerk in Louisville and serve as the official record of all real property transactions in the county, from warranty deeds and quitclaim deeds to mortgages, liens, and easements. This guide covers how to record a deed, what Illinois law requires, what fees apply, and how to search or obtain copies of recorded documents.

The Clay County Clerk as Recorder

The Clay County Clerk at 111 E. Main St. in Louisville handles all deed recordings for the county. Every deed, mortgage, lien, easement, and related instrument affecting title to land in Clay County must be filed here. When a document is presented, the clerk reviews it for compliance with state law, assigns a document number, stamps the date and time of filing, and enters it into the grantor-grantee index. The filing time is the legal priority date, meaning that whoever records first has the stronger claim in a dispute over the same property.

Illinois deed recording is governed by 765 ILCS 5. That statute requires every deed to be notarized, include the property index number (PIN), show the grantee's full mailing address, and carry the preparer's name and address. A blank 3-by-5-inch space in the upper right corner of the first page is required for the recording stamp. Documents that don't comply are returned without recording.

The 765 ILCS 33 electronic recording act authorizes Illinois counties to accept documents submitted digitally through approved eRecording vendors.

Ask the Clay County Clerk at (618) 665-3626 whether eRecording is currently active. Approved platforms like Simplifile, CSC, EPN, Hopdox, and Indecomm allow title companies and lenders to submit, pay fees for, and receive recorded documents without traveling to Louisville.

Recording Fees in Clay County

Clay County's recording fees follow the state schedule in 55 ILCS 5/3-5018. The base fee is $50 for the first four pages and $1 per additional page. The Rental Housing Support Program (RHSP) surcharge adds $18 per document. Real estate transfer taxes are collected at the same time: $0.50 per $500 of consideration for the state and $0.25 per $500 for Clay County.

On a $65,000 property sale, the state transfer tax is $65 and the county portion is $32.50. Combined with the base fee and RHSP surcharge, the total at the clerk's window typically runs over $165 for a standard deed transaction. All fees must be paid when the deed is presented. Documents with underpayment are held until the balance is covered.

Veterans recording DD-214 military discharge papers pay no fee. That is a statewide exemption and applies at the Clay County Clerk's office in Louisville.

Searching Clay County Deed Records

Walk-in searches at the Louisville courthouse are the primary way to access Clay County deed records. The grantor-grantee index is open to the public at no charge during regular business hours. You can search by grantor name, grantee name, or PIN. Staff can assist if you're unfamiliar with the index or need help searching records across a long time span.

Clay County was organized in 1824. Deed records from the 1800s may be in handwritten ledger books or on microfilm. The Illinois Regional Archives Depository (IRAD) at Eastern Illinois University in Charleston holds historical records from southeastern Illinois counties and may have older Clay County deed materials. For deep title work or genealogical research tied to land records, IRAD is worth a call before visiting Louisville.

Call (618) 665-3626 before visiting to confirm hours and ask whether any online index access is available. A quick call can save a drive if remote access turns out to be an option.

The 55 ILCS 5/3-5018 statute sets the fee schedule and the county clerk's authority to charge recording fees and surcharges across all Illinois counties, including Clay.

The statute defines the base fee, per-page charges, and the RHSP surcharge that apply statewide. It also authorizes county clerks to collect real estate transfer taxes and sets out how the proceeds are distributed between the state and the county.

Document Format Requirements

All documents filed in Clay County must comply with the physical standards in 765 ILCS 5. White paper only, between 8.5 by 11 and 8.5 by 14 inches. Text must be at least 10-point and clearly legible. Margins must be at least half an inch on all sides. The upper right corner of the first page must have a blank 3-by-5-inch block for the recording stamp. Signatures must be original and notarized. The notary's seal and commission expiration date must be legible. Exhibits must follow the same paper and margin rules as the main document. Documents that fail these standards are returned without being filed.

Transfer Taxes and PTAX-203

Real estate transfer taxes in Illinois are governed by 35 ILCS 200. The clerk collects both the state and county shares at recording and affixes revenue stamps to the deed. Those stamps are part of the permanent record and confirm that transfer taxes were paid. When searching older deeds, the stamps indicate the approximate consideration at the time of sale.

Most deed transfers require the PTAX-203 Real Estate Transfer Declaration. This form can be filed online through the Illinois MyDec portal at mytax.illinois.gov/MyDec/ before the recording appointment, which speeds up the process at the Louisville courthouse. Even exempt transfers must file the PTAX-203 with the correct exemption code. Common exemptions include transfers between spouses, gifts to family members, and conveyances to revocable trusts.

Getting Copies of Recorded Documents

Certified copies of Clay County deed records are available from the clerk's office in Louisville. A certified copy carries the clerk's seal and signature and is accepted for legal, financial, and court purposes. Plain copies cost less and are fine for reference and research. Request copies in person at 111 E. Main St. or by mail to Clay County Clerk, 111 E. Main St., Louisville, IL 62858. Include the document number or a property description, a check for the copy fee, and a return envelope. Call (618) 665-3626 for the current per-page rate before sending payment.