St. Clair County Recorder Search: Deeds & Records

The most useful search depends on what information you already have. St. Clair County separates recorded instruments from property-assessment and tax records.

The Recorder partners with Fidlar Technologies to provide AVA, a free online search for recorded-document index information.

AVA is useful when you want to identify a deed, mortgage, release or lien before purchasing its image.

Step-by-step deed search

1. Open the AVA search portal.

   Use the county’s Fidlar-hosted search, not a private background-check or people-search website.

2. Choose your search criteria.

   Start with the recorded party’s name. If available, a document number or parcel number can give a more precise match.

3. Enter the information carefully.

   For a name search, try the current or former owner. For a parcel search, follow the county’s required PIN format.

4. Check the recording-date range.

   Expand the dates when you do not know when the property was purchased or the mortgage was released.

5. Review the results.

   Compare recorded parties, document type, recording date and document number.

6. Save the document reference.

   Keep the document number or book-and-page information before requesting a recorded image or certified copy.

Understanding the result

An index entry confirms that a document was recorded. It does not guarantee that the instrument establishes valid ownership or that the property is free of liens.

The Recorder offers three online search options. Choosing the correct one can prevent unnecessary charges.

Laredo subscription levels

The county publishes monthly plans starting at $75 for up to 250 minutes, with higher tiers through an unlimited $400-per-month plan.

Additional time may incur overage charges. Contact the Recorder to establish a Laredo account.

Search land records in person

The Recorder also provides seven public research workstations at the Belleville office.

Public inspection is free during business hours. Copies printed at the workstations cost $2 per page.

The Recorder’s search works best with recorded names, PINs or document numbers.

When you only know a street address, use the county’s Property Tax Inquiry first.

1. Open the property-search website.

   Select Address Search, Basic Search or another available property-search option.

2. Enter the location.

   Search by house number, street name and city. Use the city field to narrow similar addresses.

3. Select the matching parcel.

   Confirm the property address, owner information and parcel identification number.

4. Copy the parcel number.

   Keep the full PIN, then format it as required for the AVA land-record search.

5. Continue with the Recorder.

   Search by PIN or recorded owner name. Compare the document against the parcel rather than relying on a common name alone.

What the property-search system provides

St. Clair County’s property database includes available ownership information, parcel assessment data, tax information and property-search fields.

The county also offers a Parcel Map Viewer for geographic research.

The Recorder offers several ways to obtain documents. Fees depend on whether you need a homeowner copy, a standard reproduction, an online print or certification.

Published copy charges

The county’s standard $2-per-page charge does not negate its separately advertised free deed-copy assistance for homeowners.

Requesting an unavailable or older document

1. Locate the recording reference.

   Use AVA or historical index research. The Recorder requires a correct document number or book-and-page reference for copy fulfillment.

2. Choose the copy type.

   Ask whether an ordinary copy is sufficient or a certified copy is required.

3. Contact the Recorder.

   For fewer than 10 non-certified copies unavailable online, the office accepts appropriate requests by phone or email.

4. Use mail when required.

   Certified-copy requests and requests involving 10 or more documents must be mailed with the full required payment.

Make checks payable to Recorder of Deeds. Confirm the amount before mailing payment.

St. Clair County has an unusually long land-record history. The Recorder reports that its records extend back to the late 1790s.

However, the full historical collection is not identical to the online image collection.

The county’s copy-request guidance states that images of most documents recorded from January 1986 forward are available through its online copy services.

For much older instruments, you may need to research historical books or indexes at the Recorder’s office.

Researching an older family deed

Bring the family surname, approximate years, known owner names and any available legal description.

Recorder staff can explain where the public indexes are, but the office does not conduct genealogical or complete title research for visitors.

Recording a deed requires a properly prepared document, an approved legal description, required transfer documentation and the correct payment.

The Recorder cannot prepare the deed or determine whether the legal language is suitable for your situation.

1. Prepare the deed.

   Check the grantor and grantee names, complete legal description, property PIN, signatures and notarization.

2. Include required addresses.

   The county’s deed guidance calls for the grantee’s address, preparer information, return address and taxpayer mailing address.

3. Obtain Mapping & Platting approval.

   St. Clair County Mapping & Platting approves legal descriptions on deeds before they are recorded.

4. Complete the transfer declaration.

   Prepare the applicable Illinois real-estate transfer declaration or legally valid exemption documentation.

5. Check transfer taxes.

   A taxable conveyance may require state and county transfer-tax stamps. Municipal requirements may also apply.

6. Submit the deed.

   Present it in person, mail it to the Recorder, or use an accepted eRecording process.

7. Keep the recording reference.

   Save the recorded copy and document number. These help with future transactions and title research.

Before submitting the deed, check:

Mapping & Platting approval

The St. Clair County Mapping & Platting Department reviews legal descriptions on deeds before recording.

It also maintains parcel numbering, mapping and certain tax-database information associated with property transfers.

PTAX-203 transfer declaration

Illinois uses Form PTAX-203 to report qualifying real-estate transfer information.

Certain transfers also require supplemental forms. Exempt transactions must be supported by the appropriate exemption information.

MyDec electronic filing

MyDec is the Illinois Department of Revenue’s electronic real-estate transfer declaration system.

St. Clair County specifically warns that, for an electronic deed recording, the MyDec status must read “closing completed.”

St. Clair County publishes separate recording rates for documents with and without the applicable Rental Housing Support Program (RHSP) surcharge.

These are document-recording charges, not the complete cost of transferring property.

Published county recording fees

Other county-listed categories include municipal liens, judgments, state and federal liens, UCC filings and qualifying no-fee military discharge recordings.

When does the RHSP surcharge not apply?

The county publishes exceptions for specified instruments, including certain government filings, UCC documents, judgments, public easements and other qualifying recordings.

Do not assume an exemption applies just because a transfer is between family members or involves no cash payment.

A taxable real-estate transfer in St. Clair County may involve state and county transfer taxes in addition to the Recorder’s document fee.

The rates apply per $500, or fractional part, of the applicable taxable value. The tax base and exemptions are governed by law.

Are municipal transfer taxes separate?

Yes. Certain Illinois municipalities may impose their own real-estate transfer taxes or related pre-recording requirements.

If the property is within a municipality, confirm the applicable local rules before closing.

What if the transfer is exempt?

Some transactions qualify for statutory exemptions. The deed and transfer declaration must contain the required exemption information.

Exemptions depend on the transaction’s legal facts, not simply on whether consideration is zero.

Regular USPS mailing address

Overnight and express delivery

Mail the complete recordable document with the required supporting information and payment. Confirm return instructions before sending originals.

Electronic recording

St. Clair County accepts eRecording through supported professional submission vendors.

The Recorder lists Simplifile, CSC Global, Indecomm, EPN and Hopdox among its providers.

When will my document be recorded?

The Recorder’s public hours are 8:30 AM–5:00 PM, Monday through Friday.

Documents received after 3:00 PM are recorded the following business day.

The Recorder says original documents may be collected the next business day after 10:00 AM, or returned by mail.

Before visiting the Recorder

The office is on the fifth floor of the St. Clair County Building in downtown Belleville.

Bring the document number when requesting copies, or your complete signed instrument and supporting paperwork when recording a deed.

Confirm holiday closures, filing procedures and current payment requirements before visiting.

St. Clair County offers free Property Fraud Alert notifications for recorded documents matching a registered name.

Depending on the service configuration, notifications may be available by phone, text message or email.

How to enroll

1. Open the county’s fraud-alert enrollment site. Sign Up for Property Fraud Alert
2. Enter the name to monitor.

   Use the name that appears in the property’s recorded documents.

3. Choose an available notification method.

   Follow the provider’s instructions to complete enrollment.

4. Investigate unfamiliar alerts.

   Search the recorded document, obtain a copy and seek legal advice if the filing appears unauthorized.

Watch for paid deed-copy solicitations

Some private companies mail official-looking offers to sell homeowners copies of their deeds.

The St. Clair County Recorder says homeowners can contact its office for a free copy of their own deed.

Property research can involve several St. Clair County offices. Each maintains different types of records.

Illinois counties use different search portals, copy services and recording procedures. These related guides help compare county-specific requirements.