Search Sangamon County Deed Records

Sangamon County deed records are maintained by the Sangamon County Recorder of Deeds in Springfield. The office records all land transfers, mortgages, and related instruments filed in the county and provides public access through an online search portal and in-person services at the courthouse.

The Sangamon County Recorder of Deeds

The Sangamon County Recorder of Deeds is the official office responsible for all deed records in the county. Located at 200 S. Ninth Street, Room 103, in the Illinois state capital of Springfield, the office records every deed, mortgage, lien, and related land instrument filed in Sangamon County. Call (217) 747-6699 with questions about recording requirements or to check on a document you have submitted.

The Recorder's main website at sangamonil.gov/departments/m-r/recorder is the best starting point for all deed record services. It links to the land records search portal, recording instructions, and document-specific guidance. The office handles a high volume of activity given that Sangamon County is home to the state capital and a large number of state and county government property transactions.

Document recording information is also available at sangamonil.gov/property-info/document-recording. This page explains what types of documents can be recorded, what format requirements apply, and how to submit documents in person or electronically. Check this page before you bring a deed to the office to make sure it is ready to record without delays.

The screenshot below shows the Sangamon County Recorder homepage, which is the main entry point for deed record services in the county.

The homepage connects to the land records search portal, recording requirements, fee schedules, and contact information for the Sangamon County Recorder's office.

Sangamon County Land Records Search

The Sangamon County Recorder offers a public land records search portal at sangamonil.gov/departments/m-r/recorder/land-records-search. You can look up deed records by grantor name, grantee name, document number, or recording date. The portal covers a broad range of recorded instruments, making it a useful first stop when you need to trace ownership or check for liens on a Sangamon County property.

The screenshot below is from the Sangamon County document recording information page, which outlines what the office accepts and how to prepare your documents.

This page walks through document requirements, accepted formats, and submission options for deed recordings in Sangamon County.

The screenshot below shows the Sangamon County land records search portal where you can look up deed records online.

The search portal lets you search Sangamon County deed records by name, document number, or date range without charge.

The Illinois Conveyances Act, 765 ILCS 5, sets the statewide rules for how deeds must be drafted and recorded. Every deed in Sangamon County must comply with this law. It must be signed and notarized, include the grantee's mailing address, and carry the Permanent Identification Number (PIN) for the property. Documents that fall short of these requirements get returned without recording.

Recording a Deed in Sangamon County

Preparing a deed for recording in Sangamon County starts with the document itself. It must follow 765 ILCS 5 requirements: a notarized signature, legal description of the property, the PIN, and the grantee's address. Leave a 3-inch by 5-inch blank space in the upper right corner of the first page for the recorder's stamp. Documents missing these elements will be rejected at the counter.

Deeds that involve a sale must also include a completed Real Estate Transfer Declaration. Illinois uses the PTAX-203 form for this. The MyDec system at mytax.illinois.gov/MyDec lets you complete and submit the PTAX-203 online. You get a confirmation number to attach to your deed before you file. The Illinois Department of Revenue provides full form instructions at tax.illinois.gov.

Gift transfers and family conveyances sometimes qualify for an exemption from the Real Estate Transfer Tax. The PTAX-203 form has a section for claiming exemptions. MyDec also walks you through eligibility questions. Check this before you record, since claiming an exemption correctly at the start saves time and money.

Electronic recording is available in Sangamon County under 765 ILCS 33, the Uniform Real Property Electronic Recording Act. Approved vendors include Simplifile, CSC, EPN, Hopdox, and Indecomm. eRecording is faster than in-person filing for high-volume submitters and avoids the need to travel to the Springfield courthouse.

Recording Fees in Sangamon County

Sangamon County recording fees follow the statewide structure set by 55 ILCS 5/3-5018. This statute establishes the fee framework that all Illinois county recorders use. Standard fees cover the first page and add a per-page charge for additional pages. Confirm the current fee amounts with the Recorder's office before submitting any document, since fees are subject to periodic changes.

Illinois also collects a Real Estate Transfer Tax on deed recordings that involve a sale. The state rate under 35 ILCS 200 is $0.50 per $500 of value. The county adds $0.25 per $500. The Recorder's office collects both at the time of recording. These taxes are in addition to the standard recording fee and apply to most arm's-length property sales in Sangamon County.

A Rental Housing Support Program (RHSP) surcharge of $18 applies to most recorded instruments. This is a statewide charge collected by the recorder's office on the state's behalf. Veterans who want to record a DD-214 military discharge document do so at no cost. That fee waiver is standard at recorder offices across Illinois.

Copy fees are separate from recording fees. Non-certified copies are cheaper than certified ones. If you only need the copy for your personal records, a plain print works. For legal, financial, or estate purposes, a certified copy with the recorder's seal is likely what you need. Ask the office before you pay.

What Is in a Sangamon County Deed Record

Every deed recorded in Sangamon County names the grantor and the grantee, gives a legal description of the property, and states the date of the transfer. The office stamps the document with a recording number and recording date, which become the official index references for that instrument. Many deeds also state the consideration paid, though some list only a nominal amount.

The Recorder's office also holds mortgages, releases, liens, plats, easements, and other land instruments. All of these are part of the Sangamon County deed records system. Researching a property's full history usually means looking at multiple document types, not just deeds. The online portal lets you search across document types at once.

Chain of title traces ownership from one recorded grantor to the next, going back to the earliest available record. Title companies examine the chain before a sale closes to spot gaps, errors, or unresolved claims. Recording your deed promptly after a transaction closes protects your ownership and keeps the title chain intact for future buyers.

Illinois Legal Aid has a free guide on working with county recorder offices at illinoislegalaid.org. If you need help understanding a Sangamon County deed record or have questions about a filing, this is a good place to start before calling an attorney.

Getting Copies of Deed Records

You can get copies of Sangamon County deed records through the online portal, in person at 200 S. Ninth Street in Springfield, or by mail. The online portal lets you view and print many documents at no charge. In person, bring enough identifying details such as a name, recording number, or date range so staff can locate the document quickly.

Certified copies are available at an additional fee. A certified copy carries the recorder's official seal and signature and is accepted for legal, financial, and court purposes. A plain copy is fine for personal use. If you are using the copy for an estate, a title dispute, or a refinance, confirm that a certified version is what the requesting party needs.

Mail requests take longer than in-person visits. Include enough detail to identify the document, specify whether you want a certified or non-certified copy, and include payment for the applicable fee. The office at (217) 747-6699 can tell you the current copy fees and how long mail requests are taking before you send anything in.

Other Sangamon County Property Resources

The Sangamon County Assessor maintains property tax and assessment records separately from deed records. If you want to check assessed values or ownership for tax purposes, the Assessor's data complements what you find in the Recorder's deed index. Both offices use the same PIN system, so the number that identifies your property is the same in both databases.

Sangamon County GIS maps let you locate parcels visually and verify PIN numbers before you search deed records. Having the correct PIN before you start a search helps you pull the right documents faster. Search "Sangamon County GIS" online to access the current parcel mapping tool for the county.

For legal help with deed disputes, quiet title actions, or recording problems in Sangamon County, Land of Lincoln Legal Aid provides free civil legal services to qualifying residents in central Illinois. They handle issues that go beyond what the recorder's office staff can advise on, including title disputes and questions about forged or fraudulent deed filings.

The MyDec portal at mytax.illinois.gov/MyDec stores previously submitted transfer declarations for Illinois property sales. If you need to confirm the terms of a past transfer recorded in Sangamon County, the corresponding PTAX-203 may be available through MyDec. This is a useful secondary check when the deed itself does not state the full transaction details.