Union County Deed Records

Union County deed records are filed with the County Clerk's office in Jonesboro and cover all real property transfers, mortgages, liens, and related instruments recorded since the county was organized. This guide explains how to find, request, and read those records, including fees, required forms, and online search options available to the public.

Where Deed Records Are Kept

The Union County Clerk serves as the official recorder of deeds for the county. Every deed, mortgage, release, easement, and other instrument affecting title to land in Union County must be filed at 309 W. Market St. in Jonesboro. The clerk assigns a document number, records the date and time of filing, and indexes the document under the grantor and grantee names. That index is the starting point for any title search in the county.

Illinois law under 765 ILCS 5 sets out what makes a deed valid and recordable. Documents must be signed, notarized, and include the property index number (PIN) from the county assessor. A 3-inch by 5-inch blank space in the upper right corner of the first page is required so the clerk can stamp the recording information. Missing any of these items will result in the document being returned unfiled.

The Illinois MyDec portal allows many real estate transfer declarations to be submitted online before closing. This system links with the county clerk's office and can speed up the recording process for standard transactions.

Visit the MyDec portal to see how electronic declarations work before your next transaction.

The MyDec system handles PTAX-203 submissions electronically, which reduces delays at the recorder's window and gives buyers and sellers a cleaner record of the transaction from the start.

Recording Fees in Union County

Fees to record a deed in Union County follow the state schedule set under 55 ILCS 5/3-5018. The base fee for a standard deed is $50 for the first four pages and $1 for each additional page. On top of the recording fee, transfer taxes apply. The state charges $0.50 per $500 of value, and the county adds $0.25 per $500. The Rental Housing Support Program (RHSP) surcharge is $18 per document and applies to most recorded instruments.

These fees must be paid at the time of filing. The clerk accepts cash, check, and in most cases money order. Call ahead to confirm current payment methods if you plan to record in person. Overpayments are refunded; underpayments result in the document being held until the balance is paid.

Veterans recording a DD-214 discharge document pay no fee. That exemption applies statewide and is honored at the Union County Clerk's office.

The PTAX-203 form is required for most deed transfers. The state revenue department's instructions explain what information must appear on that form.

Exempt transfers, such as transfers between spouses or to a trust, still require the PTAX-203 to be filed but do not owe transfer tax. Mark the appropriate exemption box and attach any supporting documentation the county requires.

How to Search Union County Deed Records

In-person searches are the most direct option. Go to the County Clerk's office during business hours and ask staff for access to the grantor-grantee index. Older records may be in bound ledger books; more recent filings are in a computer database. Staff can help you locate documents by owner name, PIN, or document number. There is generally no charge just to look, but copies cost a fee per page.

Some Illinois counties have moved their deed indexes online, but small counties like Union often limit public access to the in-person terminal at the courthouse. Check the county's official website or call (618) 833-5711 to ask whether any remote access option is currently available. Online search capabilities change over time as counties upgrade their systems.

For historical records going back to the county's founding in 1818, the Illinois Regional Archives Depository (IRAD) at Southern Illinois University Carbondale holds microfilm copies of older deed books. This can be a useful backup when courthouse records are hard to read or unavailable.

Document Requirements

Every deed recorded in Union County must meet the Illinois statutory standards. The document must be printed on white paper, not smaller than 8.5 by 11 inches and not larger than 8.5 by 14 inches. The print must be legible, at least 10-point type. Margins of at least one-half inch on all sides are required, except the upper right of the first page, which needs the full 3-inch by 5-inch blank for the recording stamp.

The grantor must sign and have their signature notarized. The grantee's mailing address must appear in the deed. The preparer's name and address must also be shown. These are state requirements under 765 ILCS 5 and are strictly enforced. Documents that don't comply will be returned with a notice explaining the deficiency.

Illinois Legal Aid Online has a plain-language guide for people who need help understanding what to include when filing property documents with a county clerk.

Electronic Recording Options

Union County may accept documents through approved electronic recording (eRecording) vendors. Illinois authorized eRecording under 765 ILCS 33, which allows title companies, lenders, and law firms to submit documents electronically through platforms like Simplifile, CSC, EPN, Hopdox, or Indecomm. Contact the clerk's office at (618) 833-5711 to confirm whether eRecording is currently available and which vendors are approved.

When eRecording is available, it speeds up the process significantly. Documents can be submitted, reviewed, stamped, and returned the same day without anyone driving to Jonesboro. For title companies closing multiple transactions, this is a major time saver.

Property Tax Records and the PIN

Every parcel in Union County has a Property Index Number (PIN) assigned by the county assessor. The PIN must appear on every deed before the clerk will accept it for recording. You can look up a PIN through the county assessor's office or through the state's property tax database. The PIN ties the deed to the tax records and helps ensure the right parcel is being conveyed.

Illinois property transfer taxes under 35 ILCS 200 govern how the real estate transfer tax is calculated and collected at the time of recording. The clerk collects the tax and issues stamps that are affixed to the deed. Those stamps serve as proof the tax was paid and are part of the permanent record.

Getting Copies of Recorded Deeds

Certified copies of recorded deeds can be obtained from the Union County Clerk's office. A certified copy includes the clerk's seal and signature, making it legally acceptable as proof of ownership for most purposes. The fee for a certified copy is typically $1 per page plus a certification fee; call the office to confirm the current rate before you go.

Plain (uncertified) copies cost less. Most people only need a plain copy for reference. If you're using the copy to prove title, refinance, or resolve a legal dispute, get the certified version. Mail requests are accepted if you include the document number or a clear description of the property, a self-addressed stamped envelope, and a check for the appropriate fee.