Tips for You to Have “GOOD RECORDINGS” and a Fast, Continuous Turnaround Time…

Perform a “quality control check” to ensure all documents are correctly completed and legible, including Illinois Real Estate Transfer Declaration Forms (PTAX-203, etc.)

Do not use excessive white-out or tape legal descriptions on documents or PTAX forms; as this will result in a double charge.

A completely clear 3”x5” space in the upper right-hand corner is required for the bar-coding system.

If in doubt, add a cover sheet to your document and count it as a page to save you a double-charge.

Provide a self-addressed, stamped envelope for return of original documents and copies. Please do not send individual envelopes for each document submitted, but send a properly-sized envelope to accommodate all documents recorded.

Bound or thick documents must be unbound or unstapled to print recording information; a paper clip is best.

Send no more than 10 documents, per folder.

Provide one (1) blank check per folder; all other checks should be paper-clipped to their appropriate document.

Re-ink your stamps frequently; rubber stamps used for mail-to (MT) addresses and case numbers are often stamped too lightly or are partially visible.

Do not use highlighters other than yellow – all other colors scan as a black mark, making information unreadable and are double-charged.

Make sure a McHenry County document number is being released, assigned, subordinated, modified or amended on your document - example: 2010R0000000.

There must be a note attached to any assignment (immediately following the mortgage) with direction in order for us to insert a mortgage document number. 

We are unable to insert mortgage numbers on subordinations.

On subordinations, only the mortgage being subordinated is indexed by our Computer Department.

Deliver documents prior to 4:00 p.m., if possible.

Title Companies – please pick-up original documents promptly and on a regular basis.

Check all documents for the following:

Signature(s) - required on both documents and checks.

Notary - not required but recommended for protection of person signing.

Prepared by - name and address of person preparing document (double-charged if on a label).

A mail-to (MT) name and address is required on every document (preferably on the first page to enable quick indexing by our Computer Department).

Legal description must be in McHenry County and complete; legal should include recording information of subdivisions.

Check all deeds for the following:

A complete Grantee’s Address including street, city & state is required on all deeds.

A Plat Act Affidavit must accompany the deed if the legal description is metes and bounds and be properly completed, signed, and dated.

A completed exemption paragraph with date & signature or completed Illinois Real Estate Transfer Declaration Form (PTAX-203, etc.) must accompany all deeds. If a deed is exempt under paragraph B, K, or M, a PTAX-203 is also required.

Thank you, your cooperation is greatly appreciated by the Recorder’s Office!