Madison County Deed Records

Madison County deed records go back to 1812, giving you more than 200 years of land history to search. The Madison County Recorder's Office in Edwardsville maintains these records and provides online access to documents from 1997 forward. Whether you need to look up a property transfer, check an existing lien, or get a certified copy of a recorded deed in Madison County, this page walks you through every step and points you to the right resources.

Madison County Recorder of Deeds

The Madison County Recorder, Linda Andreas, runs the office that keeps all land records for the county. The primary job of this office is to record, index, and maintain every document that transfers or encumbers land in Madison County. That includes deeds, mortgages, liens, easements, and trusts. The office also records DD-214 veteran discharge documents, which are stored permanently alongside the deed records.

The office sits at 157 N. Main St., Suite 211, Edwardsville, IL 62025. You can call at (618) 296-4475 or (618) 296-4775. For copy requests, email recordercopies@madisoncountyil.gov. General questions can go to recorder@madisoncountyil.gov. Office hours run Monday through Friday, 8:30 AM to 4:30 PM.

The recorder's website at madisoncountyil.gov has forms, fee schedules, and recording requirements. It is the best place to start before you come in or send anything by mail.

The screenshot below shows the Madison County Recorder's Office homepage, where you can find links to online records, documents, and contact information.

This page is the main hub for all Madison County deed record services, from recording new documents to searching historical land records going back to 1812.

Search Madison County Deed Records Online

Madison County offers paid online access to deed records through its dedicated portal at madisoncountyrecorderofdeeds.com. Records from 1997 to the present are available in this system. For older records going back to the early 1800s, images are available by book and page number. You will need to know the reference number before requesting a copy from the recorder's office.

Access passes for the online system come in two options. A 1-hour pass costs $30 plus a $1.50 service fee. A 3-hour pass costs $70 plus a $1.75 fee. These passes give you full search access during the time period you purchase. Title companies and attorneys who work with Madison County deed records on a regular basis often find the 3-hour pass more practical for a day of research.

Illinois law requires that deeds comply with the Conveyances Act, 765 ILCS 5/, which sets the standards for how land documents must be prepared and what information they must contain. Madison County deed records that do not meet these standards may be returned unfiled. Knowing the requirements before you search or submit saves time.

The screenshot below shows the Madison County online records portal where you can purchase a time-based access pass and search deed records from 1997 forward.

This portal is the primary way to access Madison County deed records remotely, with images of recorded documents available for land transfers going back nearly three decades.

Recording Requirements for Madison County Deeds

Before recording a deed in Madison County, you need to have several things in order. Every deed must include the Permanent Parcel Number for the property. You also need the grantee's mailing address, the name and address of who should receive the document after recording, and the name and address of the person who prepared the deed. All of these are required before the recorder will accept a document for filing.

A Plat Act Affidavit must be included with all deeds submitted to the Madison County Recorder. This document confirms that the property being transferred meets the requirements of the Illinois Plat Act. If you leave this out, the recorder will send your deed back. The documents page on the county website has this form and others you may need.

The screenshot below shows the Madison County Recorder's documents page, which lists required forms and affidavits for recording deeds in the county.

This page is where you download the Plat Act Affidavit and other required forms before submitting a deed for recording in Madison County.

The Plats Act itself falls under 765 ILCS 45/, which governs recording requirements for subdivisions and plat-related documents. Always verify current requirements directly with the recorder, since documentation standards can be updated.

Transfer Tax and PTAX-203 for Madison County

Every deed that involves a sale in Madison County must include a completed Real Estate Transfer Declaration, known as the PTAX-203 form. Illinois uses the MyDec online system for this. You can complete the form at mytax.illinois.gov/MyDec and get a confirmation number to attach to your deed before you bring it in for recording.

The state transfer tax rate is $0.50 per $500 of value. Madison County adds $0.25 per $500 on top of that. Both are due when you record a deed. There is also an $18 Rental Housing Support Program surcharge that applies to most recorded documents. The Real Estate Transfer Tax falls under 35 ILCS 200/, the Property Tax Code. The Illinois Department of Revenue has full instructions for the PTAX-203 at tax.illinois.gov.

Some transfers are exempt from the transfer tax, including gifts between family members and certain court-ordered transfers. Check the MyDec portal or the state instructions to see if your transaction qualifies for an exemption before you record.

Note: The recorder does not do title searches. If you need a title search in Madison County, you will need to hire a title company or attorney to do that work separately.

Copies of Madison County Deed Records

You can order copies of Madison County deed records by mail or email. Mail copies cost $1 per page. Email copies cost $2 per page. Both have a turnaround time of 5 to 7 business days. When you send a copy request to recordercopies@madisoncountyil.gov, make sure you include the reference number for the document you want. The office does not perform title searches, so you need to know the specific document you are requesting.

In-person visits are another option. If you come to the office during business hours, staff can help you locate records and make copies on the spot. For research going back to the early 1800s, the office has indexed and preserved more than 200 years of Madison County deed records. Genealogists and historians have found this collection particularly useful for tracing land ownership and family history in southwestern Illinois.

Electronic recording is available for those who submit documents through approved vendors. The Uniform Real Property Electronic Recording Act, 765 ILCS 33/, gives counties in Illinois the authority to accept electronically submitted land documents. Madison County uses this framework for eRecording submissions.

Madison County Deed Records: What Gets Filed

The Madison County Recorder's Office handles more than just warranty deeds. The full range of documents recorded there includes quitclaim deeds, mortgage documents, mechanic's liens, easement agreements, release of mortgage, assignments, and trust documents. All of these become part of the public record once filed. The office also keeps records of DD-214 veteran discharge documents, stored alongside land records for permanent safekeeping.

The county's land record system starts in 1812, making it one of the longer-running deed record collections in Illinois. This depth of historical data makes Madison County deed records useful not just for property transactions but also for long-term research on land ownership in the region. The recorder indexes all documents so they can be found by grantor name, grantee name, or parcel number.

The contact page for the Madison County Recorder's Office has mailing addresses, phone numbers, and email addresses for all departments within the office.

Use this contact page to reach the right department whether you need to record a new document, request a copy, or ask a general question about Madison County deed records.

Note: Recorder staff cannot provide legal advice about your deed or property rights. For legal questions about Madison County deed records, contact a licensed Illinois attorney or check resources at Illinois Legal Aid Online.

Recording Fees in Madison County

Standard recording fees in Illinois are set in part by state statute under 55 ILCS 5/3-5018, which governs the fees county recorders may charge. Madison County follows this framework. In addition to the recording fee, the state and county transfer taxes and the $18 RHSP surcharge apply to most deed recordings. Confirm the current fee schedule with the office before you bring in a document, since fees can change by statute or county resolution.

For those who prefer to research fees ahead of time, the Madison County Recorder's website has the current schedule posted. The documents page also lists which forms are required alongside each document type, so you can prepare everything before your visit or mailing.

Nearby Counties

Madison County shares borders with several other counties in southwestern Illinois. If a property sits near a county line, verify the correct county before searching deed records. Each county has its own recorder handling land documents.