Recording Guidelines

If any of the following items are missing from a document at the time of Recording (when applicable), a Document may not be Recorded. Please call our office at 815-740-4637 with questions or for specific requirements for document types not listed below.
All Documents

Prepared By Name & Mailing Address Required
[55 ILCS 5/3-5022]

Document Return Name & Mailing Address
[Required for Recorder’s Office to Return Document to Owner]
[55 ILCS 5/3-5020.5]

Document Standardization Compliance *
(* Non compliant documents may be recorded, but at an additional charge.)

[Public Act 87-1121, ILCS 55 5/3-5018]

Documents Pertaining To Real Estate

Permanent Index Number
[55 ILCS 5/3-5027 & Will County Board Resolution 89-74]


All Items Above

Legal Description (Notarized Metes & Bounds Affidavit for Non-Subdivision Legal Descriptions)
[765 ILCS 205/5a & 765 ILCS 5/1 & 765 ILCS 5/9]

Notarized Deeds or instruments of conveyance
[765 ILCS 5/35c]

Grantee Name & Address
[55 ILCS 5/3-5026 & 765 ILCS 5/1]

Tax Bill To Name & Mailing Address
[55 ILCS 5/3-5020 & 765 ILCS 5/35c]

Property Address (Commonly Known As) 
Must be physical address or nearest cross streets and properly designated.

Municipal Transfer Tax Stamps
(Aurora, Bolingbrook, Channahon, Joliet, Naperville, Park Forest, Romeoville, University Park, Woodridge)
[55 ILCS 5/3-5021]

Real Estate Transfer Tax Declaration or Exemption Properly Completed
[35 ILCS 200/31-1 et seq. & 35 ILCS 200/31-45 (Exemptions)]

Deed Must Be Original, Not Copy
[55 ILCS 3-5010 & Mack vs. McIntosh, 181 ILL633 (1899) “Copy of contract is not entitled to be recorded, but original alone is…”]

Subdivision Plats

Recordation by Surveyor
Plat must be recorded by the surveyor, or by an individual designated in writing by the surveyor to record in his/her stead.

Legal Description(s)

Permanent Index Number(s)

The North Point of the Property

Owner Certificate:

  • Notarized
  • Owner’s Current Address Included

Surveyor’s Certificate:

  • Signature & Seal
  • FEMA Flood Hazard Information
  • Amount of Acreage
  • Statement of Whether or Not in a Municipality or Within 1.5 Miles of Municipality

Public Utility Easements:

  • Electric
  • Phone
  • Natural Gas
  • Cable Television

Access to State Roadways & Public Waterways
Requires Illinois Department of Transportation (IDOT) signature.

Access to County Roadways
Requires Will County Highway Commissioner’s signature.

Signatures Within 90 Days
County signatures must not be more than 90 days old at the time of Recording.

Owner Statement:

  • Signature of Owner
  • Notarized
  • Indicating High School & Elementary School Districts for each lot, block, tract, or parcel in the subdivision lines. (765 ILCS 205/1.005)

Required Signature (County Subdivision) **:

  • Supervisor of Assessments
  • County Clerk with Seal
  • Plat Committee & Meeting Date
  • Subdivision Engineer
  • County Zoning Department
  • Superintendent of Schools
  • Health Department

Required Signatures (Municipal Subdivision)**:

  • Supervisor of Assessments
  • County Clerk with Seal
  • Municipal Planning Committee and/or Meeting Date
  • Municipal Clerk and Seal
  • Mayor/President
  • IDOT (If applicable)
  • County and/or Township Highway Commissioner (If applicable)

** NOTE: Unincorporated areas within 1.5 miles of a municipality require ALL SIGNATURES in the above two lists combined.

Physical Requirements for Submission:

  • Must be on Mylar, Linen, or Velum and prepared in BLACK INK.
  • Must be at least 24” x 36”, but no larger than 30” x 36”.
**PLATS must be submitted for recording NO LATER THAN 3:30 PM due to the time needed to complete the process. Plats submitted after 3:30 PM must be returned for recording on the next business day.