Madison County IL Recorder: Deeds, Land Records, Copies, Fees & Office Help
The Madison County Recorder in Edwardsville, Illinois records, indexes and maintains land records for property in Madison County. The office handles documents connected to land ownership and rights, including deeds, mortgages, liens, trusts, easements, subdivision plats, releases, UCC filings and other recorded instruments.
This guide explains how to search Madison County deed records through Laredo or Tapestry, how to request copies, where the Recorder’s Office is located, what commonly causes document rejection, and which office to contact when the issue is assessment, GIS, property taxes, court records or legal title advice.
Where Do You Search Madison County IL Deeds?
Start with the official Madison County Recorder page, then use the county’s Land Record Search page. Madison County links users to Laredo access for subscription users and to Tapestry for land records via the internet. If you only need assessment or parcel information, use Madison County Real Estate Assessment lookup instead of the Recorder land-record search.
Search Land Records
Use Laredo if you are a frequent searcher and have subscription access. Use Tapestry for online public land-record searches when you need occasional deed, mortgage, release or lien document access.
Best for: deeds, mortgages, releases, liens, trusts, easements and recorded land instruments.
Request Copies
Madison County says copy requests can be made in the office or by email. The FAQ lists counter copies at $1 per page and emailed copies at $2 per page, with payment needed before emailed documents are sent.
Copy email: recordercopies@madisoncountyil.gov
Visit the Office
The Recorder’s Office is in the Madison County Administration Building at 157 N. Main St., Suite 211, Edwardsville, IL 62025. Call before visiting if you need recording, copies, Laredo help or document-rejection guidance.
Main phone: 618-296-4475
Recorder vs Assessment, GIS, Treasurer, Circuit Clerk and Title Company
Madison County property users often mix up Recorder records, assessment records, tax records and court records. Use the correct office first so you do not search the wrong database.
| Need | Correct Office / Tool | Why It Matters | Practical Tip |
|---|---|---|---|
| Search a deed, mortgage, release, easement or recorded instrument | Madison County Recorder / Laredo / Tapestry | The Recorder maintains documents that transfer, encumber or affect land. | Search by owner name, document type, recording reference or known parcel details. |
| Find parcel number, assessed value or property description | Chief County Assessment / Real Estate Assessment Search | Assessment data is not the same as the recorded deed image. | Use assessment lookup to verify the permanent parcel number before preparing a deed. |
| Map a property or locate the parcel visually | Madison County GIS Mapping | GIS helps with mapping and parcel context, but it does not replace legal descriptions or recorded documents. | Use GIS to confirm parcel location, then use Recorder records for recorded-document history. |
| Pay or research property taxes | Madison County Treasurer / Property Tax Search | Tax payment status is separate from deed recording. | Use tax search for tax bills, receipts and payment questions. |
| Search court records, judgments or lawsuits | Madison County Circuit Clerk / Court Records | Court cases and recorded land instruments are different systems. | Do not rely on a deed search alone for litigation, foreclosure or judgment research. |
| Know if title is clear | Title company or real-estate attorney | The Recorder records documents but does not issue legal title opinions. | Use professional title search when buying, refinancing or resolving ownership disputes. |
How to Search Madison County IL Deed Records Online
The Recorder search is a recorded-document search. It is different from the assessment lookup, property-tax search and GIS viewer. Use this workflow before paying for copies or requesting help from staff.
Open the Official Madison County Recorder Page
Start with the county Recorder page so you can verify current notices, copy instructions, fee links, common errors, eRecording vendors and office contact information before using third-party search screens.
Choose Laredo or Tapestry
Use Laredo if you have or need subscription access and search Madison County land records regularly. Use Tapestry for land records via the internet when you are an occasional searcher.
Use Assessment Lookup Only for Parcel Data
If you do not know the permanent parcel number, start with Madison County Real Estate Assessment lookup or GIS. Once you have the parcel and owner clues, return to the Recorder search for deed images and recorded instruments.
Search by the Strongest Identifier
A document number, book/page reference or exact party name usually works better than a broad address-only search. Try grantor, grantee, prior owner, subdivision name and recorded date range when results are unclear.
Check the Document Type
Madison County records many document types, including deeds, mortgages, releases, liens, lis pendens, plats, UCC filings, quit claim deeds, trustee’s deeds, tax deeds, subdivision plats and military discharge records.
Do Not Treat Every Online Copy as Certified
If a lender, court, title company or government agency asks for a certified copy, contact the Recorder before relying on a downloaded image. Save the reference number before emailing or calling.
Request Copies With Reference Numbers
Madison County asks copy request users to include reference numbers when emailing recordercopies@madisoncountyil.gov. The county says the office does not do title searches, so reference numbers help staff locate the document.
Use a Title Company for Full Title or Lien Assurance
A Recorder search can show recorded documents, but the county says a title company is the way to guarantee whether there are no liens against a property and to issue title insurance.
How to Record a Deed or Land Document in Madison County IL
A deed can be delayed or rejected even when the parties signed it correctly. Madison County publishes common recording errors, margin guidance, self-help forms and fee links that should be checked before delivery, mailing or eRecording.
Before Recording
- Confirm the property is in Madison County, Illinois.
- Use a complete legal description, not only a street address.
- Include the permanent parcel number when required.
- Add prepared-by, return-to and future-taxes-to name and address information.
- Check whether a Plat Act Affidavit is required for the deed.
- Prepare MyDec / PTAX-203 transfer declaration when required.
- Use the current Madison County recording fee schedule.
- Use the county margin guidelines before printing or mailing.
Common Madison County Rejection Risks
- Incorrect recording fees.
- Incomplete legal description.
- Missing or incomplete permanent parcel number.
- Missing Plat Act Affidavit on deeds.
- Missing prepared-by, return-to or future-taxes-to information.
- Incorrect margins or nonstandard document formatting.
- Expecting the Recorder to prepare the deed or give legal advice.
- Submitting private identifying information without legal review.
Madison County Recorder Fees, Copy Costs, PTAX and Document Rules
Madison County’s Recorder fee page links to the current Document Fee Schedule, Top Reasons for Rejection, Document Requirements and Fee Distribution Breakdown. Use the county’s fee page the same day you record because fees, state surcharges and document categories can change.
| Item | Official Local Detail | What It Means for You | Before You File |
|---|---|---|---|
| Document fee schedule | The Recorder fee page links the county’s Document Fee Schedule and Fee Distribution Breakdown. | Do not rely on old copied fee tables from another website. | Open the current fee schedule before mailing, hand-delivering or eRecording. |
| Copy requests | The FAQ lists counter copies at $1 per page and emailed copies at $2 per page. The Recorder page also says copy emails should include reference numbers. | Staff can help with known documents, but the office says it does not do title searches. | Email recordercopies@madisoncountyil.gov with the document reference number when possible. |
| Copy turnaround | The Recorder page mentions a 5–7 business-day turnaround for copy requests, though the office tries to complete them sooner. | Do not wait until a closing deadline to request a copy. | Request early and confirm payment method before expecting emailed documents. |
| Paper size and margins | Margin guidance says standard paper is 8.5 x 11 inches, white paper, at least 20-pound weight, half-inch margins, 10-point type or larger, and a 3 x 5 blank space at top right for Recorder use. | Formatting errors can create delay or extra cost. | Check margin guidelines before printing a deed or mortgage. |
| Legal description | The common-errors page says a complete legal description includes lot/block, subdivision and plat book/page; tracts require section, township and range numbers. | A street address alone is usually not enough for deed recording. | Use the legal description from prior deed, survey or title work. |
| Permanent parcel number | The county says missing or incomplete permanent parcel number is a common error and points users to Maps and Plats / GIS. | The parcel number helps connect recorded documents to county land records and tax maps. | Verify the permanent parcel number before recording. |
| Plat Act Affidavit | Madison County says Plat Act Affidavits are required on all deeds recorded in the county and must be notarized. | This is a local must-check item for deed recording. | Use the county self-help forms / Maps and Plats resources. |
| PTAX-203 / MyDec | Illinois DOR says MyDec is used by individuals, title companies and settlement agencies to submit, approve or reject real property transfer declarations, and PTAX-203 is used for many real-estate transfers. | Transfer declarations are separate from the deed itself but can be required with recording. | Use MyTax Illinois / MyDec or current IDOR guidance before recording a transfer deed. |
Madison County Laredo, Tapestry, eRecording and Property Fraud Alert
Madison County’s Recorder services include online search access, electronic recording options and a property fraud alert sign-up link. These tools are helpful, but they do not replace title insurance, legal advice or careful document review.
Laredo Access
Laredo is the county-linked subscription option for users who search Madison County land records frequently. The county asks users who want Laredo subscription access to complete an agreement and email it back to the listed contact.
Laredo phone: 618-296-4467
Tapestry Search
Tapestry is linked by Madison County for land records via the internet. It is generally more useful for occasional searches where a user needs to locate or view a recorded deed, mortgage, release or related document.
Tip: confirm the document is correct before paying to download or print.
Property Fraud Alert
Madison County links to Property Fraud Alert sign-up from the Recorder page. A recording alert can warn you when a document matching your registered name is recorded, but it does not decide whether fraud occurred.
If alerted: review the document, then contact the Recorder or a legal professional if it looks unfamiliar.
Which Madison County Recorder Link Should You Use?
Pick your task and this simple guide will point you to the right Madison County page or office before you waste time in the wrong system.
Use the official Madison County Recorder Land Record Search page. Choose Laredo if you have subscription access or Tapestry for internet land-record searching.
Madison County Recorder Office in Edwardsville, Illinois
The Recorder’s Office is located in the Madison County Administration Building in Edwardsville. Use this office for recording questions, deed copies, document references, Laredo help and general Recorder services.
Madison County Recorder’s Office
Address:
Madison County Administration Building
157 N. Main St., Suite 211
Edwardsville, IL 62025
Main number: 618-296-4475
Alternate number: 618-296-4775
Laredo information: 618-296-4467
Email: recorder@madisoncountyil.gov
Copy requests: recordercopies@madisoncountyil.gov
Hours: Monday–Friday, 8:30 a.m.–4:30 p.m. Central Time, except holidays.
Open Contact Page ↗Official Madison County Recorder Links
Use these official links for deed search, copies, fees, recording rules, forms, eRecording, property fraud alerts and Illinois transfer declarations. Each link includes what to do after opening it.
Madison County Recorder Home
Official Recorder page with the welcome letter, land-record history, contact notes, deed-scam warning and copy-request guidance.
- Confirm you are on the Madison County, Illinois Recorder page.
- Read the copy-request note before emailing for documents.
- Use the sidebar links for Land Record Search, Recording Fees, Common Errors and Office Hours.
- Call 618-296-4475 if your document reference is unclear.
Madison County Land Record Search
Official search page linking users to Madison County Real Estate Assessment lookup, Laredo agreement and Tapestry land records.
- Use Real Estate Assessment lookup only when you need parcel or assessment details.
- Open the Laredo agreement if you need subscription access.
- Open Tapestry for internet land-record searching.
- Save the reference number before requesting a copy from the Recorder.
Madison County Recording Fees
Official county page linking to the Document Fee Schedule, top rejection reasons, document requirements and fee distribution details.
- Open the current Document Fee Schedule from the page.
- Match your exact document type before writing a check.
- Review Top Reasons for Rejection and Document Requirements.
- Do not rely on old fee amounts copied by third-party sites.
Madison County Common Errors
Official local checklist of mistakes that commonly delay or prevent recording.
- Check your recording fee.
- Confirm the legal description is complete.
- Confirm the permanent parcel number is present and correct.
- Attach the notarized Plat Act Affidavit for deeds when required.
- Confirm prepared-by, return-to and future-taxes-to information appears where needed.
Madison County Margin Guidelines
Official format guidance for paper size, blank recorder space, margins, paper weight and type size.
- Use standard 8.5 x 11 inch paper unless you accept extra charges.
- Leave the required 3 x 5 blank space at the top right.
- Use white paper, at least 20-pound weight.
- Use half-inch margins and type no smaller than 10 point.
Madison County eRecording
Official page listing eRecording benefits and vendor contacts for electronic document recording.
- Review the listed vendors before sending documents electronically.
- Contact the vendor to confirm account setup, fees and eligible document types.
- Confirm the document still meets Madison County recording rules.
- Keep your eRecording confirmation and document number.
Madison County Self-Help Forms
Official page with links such as quit claim deed forms, Plat Act Affidavit, PTAX-203, MyTax Illinois, Maps and Plats deed policies and Transfer on Death Deed materials.
- Download only the form that matches your situation.
- Use MyTax Illinois / MyDec for PTAX when required.
- Read Maps and Plats deed policies before preparing a deed.
- Use legal help if ownership, estate, trust or tax consequences are unclear.
Illinois DOR MyDec and Transfer Declarations
State guidance for Real Property Transfer Tax Declarations, including MyDec and PTAX-203 forms.
- Review whether the transfer requires PTAX-203 or exemption notation.
- Use MyDec at MyTax Illinois when applicable.
- Check whether supplemental forms apply.
- Confirm final local filing requirements with the Recorder or your closing professional.
Common Madison County Recorder Mistakes
Mistakes That Waste Time
- Searching assessment records when you actually need a recorded deed image.
- Using Tapestry or Laredo without first confirming the property is in Madison County, Illinois.
- Emailing for copies without a document reference number.
- Assuming the Recorder can do a full title search.
- Recording a deed without a permanent parcel number.
- Forgetting the Plat Act Affidavit on deeds.
- Using the wrong fee schedule or outdated third-party fee list.
- Missing prepared-by, return-to or future-taxes-to information.
- Using nonstandard margins or paper size.
- Expecting the Recorder to change a name on a deed without a new deed.
Better Local Workflow
- Start at the official Madison County Recorder page.
- Use Real Estate Assessment or GIS for parcel details.
- Use Laredo or Tapestry for recorded land documents.
- Save reference numbers before requesting copies.
- Open the current fee schedule before payment.
- Check common errors and margin guidelines before printing.
- Use MyDec / PTAX guidance for transfers when required.
- Use a title company or attorney for legal title questions.
What to Do Next Based on Your Madison County Recorder Task
| Your Situation | Best Next Step | Office / Tool |
|---|---|---|
| You need to see a deed, mortgage or release. | Open the official Land Record Search page and use Tapestry or Laredo depending on your search frequency and access needs. | Madison County Recorder / Tapestry / Laredo |
| You only know the street address. | Use Real Estate Assessment Search or GIS first to find parcel and owner clues, then search Recorder records. | Assessment / GIS, then Recorder |
| You need a copy by email. | Email recordercopies@madisoncountyil.gov with the reference number and confirm the page count and payment before expecting delivery. | Recorder copy request |
| You are recording a new deed. | Check legal description, parcel number, Plat Act Affidavit, prepared-by, return-to, future-taxes-to, MyDec/PTAX and current fee schedule. | Recorder + Maps/Plats + Illinois DOR |
| You want to eRecord. | Contact a listed eRecording vendor and confirm the document type, account setup and county requirements. | ePN, CSC, Simplifile, Indecomm or Hopdox |
| You want proof there are no liens. | Use a title company or attorney. The Recorder cannot guarantee a property is free from liens. | Title company / attorney |
| You want your mortgage payoff reflected. | Search for a release of mortgage or contact the lender/title company if a release has not been recorded. | Recorder search + lender/title company |
Madison County IL Recorder FAQs
Where is the Madison County Recorder located?
The Madison County Recorder’s Office is located at the Madison County Administration Building, 157 N. Main St., Suite 211, Edwardsville, IL 62025. The main phone number is 618-296-4475, and the Recorder email is recorder@madisoncountyil.gov.
What are the Madison County Recorder office hours?
The official office-hours page says the Recorder’s Office is open Monday through Friday from 8:30 a.m. to 4:30 p.m. Central Time, except holidays.
How do I search Madison County IL deed records online?
Use the official Madison County Recorder Land Record Search page. The county links Laredo for subscription access and Tapestry for land records via the internet. If you only need parcel or assessment data, start with the Madison County Real Estate Assessment lookup instead.
How far back do Madison County land records go?
The Madison County Recorder page says the county’s land record begins in 1812. Older records may require careful name, book/page or reference-number searching, and the Recorder may need a reference number to help with copy requests.
How do I request a copy of a recorded document?
The county FAQ says you can obtain a copy in the office or submit a request by email to recordercopies@madisoncountyil.gov. The page lists counter copies at $1.00 per page and emailed copies at $2.00 per page, with payment needed before emailed documents are sent.
Can the Madison County Recorder change the name on my deed?
No. The county FAQ says changes to title require recording a new deed and that the office cannot provide forms or legal advice. A deed should be fully prepared before it is brought to the Recorder for recording.
What are common reasons Madison County recording documents are rejected?
Common issues include incorrect recording fees, incomplete legal description, missing or incomplete permanent parcel number, missing Plat Act Affidavit, missing prepared-by / return-to / future-taxes-to information, and incorrect margins.
What margin rules does Madison County list for recording?
The margin-guidelines page says standard paper is 8.5 x 11 inches, documents must contain a 3 x 5 blank space in the top right for Recorder use, paper should be white and at least 20-pound weight, margins should be half an inch on all sides, and type should be at least 10 point.
Does Madison County IL accept eRecording?
Yes. Madison County’s eRecording page describes electronic recording and lists vendor contacts including ePN, CSC eRecording Solutions, Simplifile, Indecomm Global and Hopdox. Users should confirm account setup, eligible documents and fees with the vendor and Recorder before submitting.
Can the Recorder prove my property has no liens?
No. Madison County’s FAQ says the only way to guarantee there are no liens against a person or property is through a title company that can perform a full title search and issue title insurance.
Independent Educational Guide
County-Appraisal-District.org is an independent informational website. It is not affiliated with Madison County Government, the Madison County Recorder, Madison County Chief County Assessment, Madison County Treasurer, Madison County Circuit Clerk, Illinois Department of Revenue, Fidlar, Tapestry, Laredo, ePN, CSC, Simplifile, Indecomm, Hopdox, Property Fraud Alert, any title company or any law firm.
Search availability, recording fees, copy charges, copy turnaround, eRecording acceptance, PTAX/MyDec requirements, Plat Act Affidavit rules, margin requirements, office hours, staff procedures and document acceptance are controlled by official county/state offices and vendors. Always verify current rules before filing, paying or relying on a document.
Property and recorded-document information should not be used for employment screening, tenant screening, credit eligibility, insurance underwriting or other regulated consumer-reporting purposes. This website is not a Consumer Reporting Agency.