Recorder of legal documents pertaining to real estate. Local registrar for all deaths, births, and marriage records. Election official - responsible for conducting all elections held in White County. Secretary to the White County Board.

BASIC INFORMATION
Local Organization: 102 counties; one recording office per county
Head Official Title: Recorder
Latest Amendments to Real Estate Code Effective: January 1, 1995
Place Names in City/County Cross Reference: N/A
Types of Real Estate Liens: Mortgage/Deed of Trust - Release

Click here for the statue of the duties of the White County Clerk

FORMAT OF DOCUMENTS

Format is specified by statute, except items with an asterisk (*). See fees for nonstandard formats. Paper:

Quality: White. 20 lb.
First Page:|
Size: 8 1/2" by 11"
Margins: 3" top margin; right hand 5" blank (reserved for recorder); name and address of preparer and return-to address in left hand 3 1/2"*;
other margins.
Other Pages:
Size: 8 1/2" by 11"
Margins: 1/2" all margins
Print: Typed or computer generated
Minimum Size: 10 point
Color: Black ink
Binding: No staples or continuous forms allowed
Title/Caption: Include a caption briefly stating the nature of the instrument*
Legibility Standard: Photographically reproducible*


STATUTORY CONTENT OF DOCUMENTS

Legal Description of Property: Legal description (parcel number) must be included in all documents to avoid penalty fee. Also include property street address. Include original names as well as book & page on subsequent recordings.
Signatures: Original signatures in dark blue ink are generally accepted. Type names under signatures. Addresses: Include grantee address and tax billing address on deeds.
Notarization/Acknowledgement: Notarial certificate required with all documents, including seal or scrawl. Witnesses: None required.
Preparer: Must include name and address.
Other: A Torrens land title system is being phased out through January 1, 1997. It is not included in this Guide.
Document Numbering System: Book & Page

Common Reason for Rejection
1. Document format does not meet statutory requirements
2. Real Estate Transfer Declaration or exemption stamp missing from deeds
3. Fees incorrect
4. Legal description missing or wrong
5. "Prepared by" statement missing
6. Notary signature or seal missing
7. Document not dated
8. Subsequent document missing reference to original document
9. Signatures missing

FEE STRUCTURE

• 8 1/2" x 11" - $38.00 for the first four pages and $1.00 for each additional page. ($12.50 recording fee, $4.50 document storage fee, $12.00 GIS fee and $9.00 rental housing support program fee).
• 8 1/2" x 14" - $50.00 for the first four pages and $1.00 for each additonal page. ($24.50 recording fee, $4.50 document storage fee, $12.00 GIS fee and $9.00 rental housing support program fee).

An additional $1.00 will be charged for documents containing more than one name as the Grantor/Grantee or Assignor/Assignee or Mortgagee/Mortgagor. (Husband and Wife are considered one name.)

An additional $1.00 fee will be charged for Book and Page used for cross reference, the first Book and Page will be free. (Example Assignment of Oil and Gas and the document contains the original oil and gas leases that you're assigning the interest in. You are recording a release of mortgage and the original mortgage book and page are listed on the release.)

• Exceptions: The following documents will have a filing fee of $28.00 for the first four pages and $1.00 for each additional page if it is on letter size paper. If the document is legal size paper it will cost $30.00.
  Articles of Incorporation, Judgements and Memo of Judgements, Notice of Probate, Power of Attorney for Property, Transcript (involving Will, Death Certificate, etc.), Ucc's and Wills.
  Documents recorded for a state agency unit of local government, federal government or school district will be subject to the lower fee along with in public utility easements.

State Real Estate Transfer Tax is $0.50 per $500 or fraction thereof of value, which includes outstanding liens, but not the amount of an assumed mortgage. Deeds of trust related to the purchase of principal residence are exempt.

County Real Estate Transfer Tax is $0.25 per $500 or fraction thereof of value, which includes outstanding liens, but not the amount of an assumed mortgage. Deeds of trust related to the purchase of principal residence are exempt.

A Real Estate Transfer Declaration (PTAX-203), called the "green sheet," which includes both taxes, must accompany deeds for recording unless the document includes an exemption paragraph or exemption stamps. This form may be completed online and printed at your location by going to Interactive Property Deed Recording Form. The exemption paragraph should read:

Certification of Documents: Fees vary widely; the statute requires a charge of the same amount for certification and copies as for filing the document, not including the $3.00 record storage fee.

VITAL RECORD FEE

Certified Birth Records: $7.00 for the first copy and $4.00 for each additional
Certified Death Records: $7.00 for the first copy and $4.00 for each additional
Certified Marriage Records: $7.00 for the first copy and $4.00 for each additional

* When requesting copies for genealogical interest the fee is $4.00 for each copy.
Birth must have been on file 75 years
Death must have been on file 20 years

** When requesting a certified birth or death record an application for such must accompany the request along with a photo ID.

The mailing address for requesting birth and death certificates and/or other fees is:

White County Clerk
301 E Main Street
P.O. Box 339
Carmi, IL 62821
Ph: 618-382-7211 ext. 1
fax: 618-382-2322
Checks or money orders should be made payable to Paula Dozier, White County Clerk

You may register in person at the County Clerk's office (8 a.m. to 4 p.m., Monday through Friday 618-382-7211, ext. 1)

Bring with you some identification with a photograph (a driver's license) and an envelope or other piece of mail delivered by the postal service to you at the address where you intend to register (a utility or credit-card bill).

If you cannot visit this office during business hours, please call the County Clerk's office (618-382-7211, ext. 1). Don't forget to bring your identification.

You may also request the documents to register to vote by mail; write to the
White County Clerk
301 E Main Street
P.O. Box 339
Carmi, IL 62821

In order to register to vote you must: be a native-born or naturalized citizen of the United States be 18 years of age at the time of the next election have lived at the address where you register for at least 30 days before the next election