Recorder of Deeds

When you buy, sell, refinance, inherit, or transfer real estate in Cook County, your paperwork eventually runs through one place: the office that handles the Recorder of Deeds functions within the Cook County Clerk’s Recordings Division. This article walks you through what that office does, how to use its property records search tools, how to spot and address problems on your deed, how to guard against property fraud, what to expect in recording fees, and where to turn for help if you get stuck. The goal is simple: give homeowners, buyers, sellers, and professionals a clear, practical guide to using the Cook County Recorder of Deeds services with confidence.

Understand how the Cook County Recorder of Deeds function works

In Cook County, the traditional “Recorder of Deeds” duties are handled by the Cook County Clerk’s Recordings Division. That division is responsible for accurately recording, storing, and maintaining land records and other official documents affecting real estate.

What the Recorder of Deeds actually does

At a high level, the Recorder of Deeds function:

Receives and records real estate documents such as:
Deeds (warranty, quit claim, trustee’s deeds, and others)
Mortgages and trust deeds
Releases and satisfactions of mortgage
Easements
Transfer on death instruments
Liens and certain court orders affecting real property

Indexes these documents by:
Property Index Number (PIN)
Grantor (seller or transferor)
Grantee (buyer or transferee)
Document type
Document number and other key details

Makes the records available to the public for research, purchases, and verification

Administers specialized programs like property fraud prevention and electronic document verification

The Recordings Division keeps standard weekday office hours, and in-person customers are accepted until shortly before closing time, so it’s smart to arrive earlier in the day if you plan to record in person.

How Recorder of Deeds services fit with other county offices

It helps to know what the Recorder of Deeds function does not cover:

Vital records (birth, death, and marriage records) are handled by the Clerk’s Bureau of Vital Records, not the recordings department.

Divorce decrees, wills, and foreclosures fall under the Clerk of the Circuit Court of Cook County, not the Recorder of Deeds function.

Property tax billing and payment are managed through the Cook County Treasurer, while property valuation and assessment are handled by the Cook County Assessor.

If your question involves ownership changes, liens, or the public record of who owns a property, you’re in the right place: those topics go through the Recorder of Deeds role within the Clerk’s Recordings Division, which you can access via the official Cook County Clerk recordings page at Cook County land records and recordings.

Use the Recorder of Deeds online search for Cook County property records

One of the most important tools offered by the Recorder of Deeds function is online access to land records. You can search, view, and purchase copies of real estate documents without leaving home.

Start with the official property records search portal

The Clerk operates a dedicated online system for land records. To begin, go to the Clerk’s Recordings System search portal at the official property records search site.

On that portal you can:

Perform a full search

Search by address or PIN

Use advanced search options for more detailed queries, such as:
Grantor/grantee names
Document type
Document number
Trust name
And more

The portal indicates through which date documents have been indexed, so you can see how current the database is.

Why searching by PIN is usually best

For the most reliable results, the Clerk strongly recommends searching by Property Index Number (PIN). Names and addresses can be misspelled or changed over time, but the PIN is the unique identifier attached to the parcel.

Typical search paths include:

Search by PIN only for maximum accuracy.
Combine owner name with street address if you don’t have the PIN.
Search by document number if a deed or mortgage references a specific instrument.

You can also learn more about search options and purchase rules from the Search Recordings section of the site at Cook County Clerk land records search information.

What years are available online

Real estate documents from 1985 to the present can be searched via computer. For that timeframe:

You can view indexed information online.

Many documents can be purchased as:
Non-certified electronic downloads
Certified or non-certified paper copies

Documents recorded before 1985 are stored in older tract books organized by subdivision and are only available by visiting the downtown records facility. The office does not perform historical research for the public, so if you can’t visit in person you may need to hire a title researcher.

Check your deed and chain of title for irregularities

Many people first interact with the Recorder of Deeds function when they’re trying to verify that their deed was recorded correctly or that there are no unexpected documents against their property.

Steps to review your deed

Here’s a practical way to check your records:

Gather your information
Property Index Number (PIN)
Current owner names
Property address
Any recent closing documents or the last recorded deed

Search for your property
Use the PIN on the property records search portal.
Locate the most recent deed or title document (warranty deed, quit claim deed, etc.).

Compare the recorded deed with your copy
Confirm spelling of names for all grantors and grantees.
Confirm the legal description of the property.
Check the PIN on the recorded document against the tax bill or closing paperwork.
Make sure the grantee names reflect the current owner(s) as you expect.

Look for unexpected or suspicious documents
Mortgages, liens, or releases you don’t recognize
Documents recorded after your purchase that you didn’t authorize
Transfers or changes that don’t match your understanding of the chain of title

The Clerk’s office offers additional step-by-step guidance and glossary definitions in the Recording FAQs page, which is especially useful if you’re new to land records or investigating irregularities. You can review those details at Recording frequently asked questions.

Fixing indexing errors

Sometimes the issue is not the document itself, but the way it was indexed. For example:

Your name is spelled correctly on the deed, but appears incorrectly in the index.
The property address shown in the search results is slightly off.

In these situations:

You may be able to request an indexing correction using a specific database correction form referenced in the Clerk’s materials.

If the underlying property address maintained by the Assessor is wrong, you may also need to contact the Cook County Assessor’s Office and follow its process to update the property location address.

If the taxpayer-of-record information needs updating, that is handled through the Cook County Treasurer’s Office.

Because recording requirements are grounded in state law, the Clerk’s office cannot tell you which legal document to use in every situation. You may need to consult a private attorney if you’re unsure which corrective document is appropriate.

Protect your property with Recorder of Deeds fraud prevention tools

Property fraud is a growing concern in many counties across the country, and Cook County has built specific tools inside the Recorder of Deeds function to help property owners protect themselves.

What the Property Fraud Unit does

The Clerk’s Property Fraud Unit focuses on preventing and investigating property fraud tied to land records. Here’s why it matters:

Fraudsters can forge deeds or other instruments and record them against your property.

Once a fraudulent document is recorded, it sits in the public record until a court orders it removed.

Fraud can make it difficult or impossible to:
Sell the property
Refinance or obtain a mortgage
Prove clear title

If you receive an alert (explained below) or suspect a fraudulent recording:

The Property Fraud Unit can help research what was recorded.

When appropriate, they coordinate with law enforcement.

Ultimately, you may still need to appear in court, but having a specialized unit on your side is a major advantage.

You can read the county’s explanation of this work on the Property Fraud Unit information page at Cook County property fraud prevention.

Sign up for free Property Fraud Alerts

Cook County offers Property Fraud Alert, a free notification service tied to the Recorder of Deeds records:

You enroll by identifying the name and/or PIN you want monitored.

Any time a document is recorded against your property (or the property of a loved one you’ve registered), you receive a phone call or email alert.

If the recording is legitimate, you simply ignore the warning.

If the recording looks suspicious, you can contact the Property Fraud Unit for help.

To take advantage of this protection, visit the official enrollment portal and sign up for the free Property Fraud Alert service at Property Fraud Alert registration.

For many homeowners—especially seniors, people owning fully paid-off homes, or those managing property for relatives—this is one of the simplest and most powerful tools the Recorder of Deeds function offers.

Understand basic recording requirements before you file documents

If you are preparing to record a deed, mortgage, lien, or other land document, it’s crucial to meet the Recorder of Deeds requirements so your document can be accepted and indexed correctly.

Standard document design rules

Under Illinois law and county ordinance, most real estate documents must follow standard formatting guidelines, including:

Paper and size
White paper, at least 20-pound weight
Pages measuring 8.5 by 11 inches
No permanent binding or continuous forms

Margins
Clean margins of at least ½ inch on top, bottom, and sides
A blank area on the first page, at least 3 inches by 5 inches in the upper right corner, reserved for recording information and stamps

Legible printing
Text printed in black ink by hand, typewriter, or computer
Signatures and dates can be in a contrasting color that reproduces clearly (blue is common; red often does not reproduce well)

No attachments stapled to the pages
Any separate pages you attach will be considered additional pages and charged accordingly
Attachments that don’t meet format requirements may result in your document being treated as “irregular”

If a document does not meet these standards, it may still be recorded, but it can trigger additional fees for irregular documents.

Basic content requirements for real estate documents

Depending on the type of document, the Recorder of Deeds expects to see certain key information, for example:

For real estate related documents in general:

Full name and address of the document preparer
Complete legal description of the property (with limited exceptions)
Property Index Number (PIN) when required
Common property address
“Mail To” address for return of the recorded document or tax bill

For deeds (quit claim, warranty, etc.):

Proper city/county/state transfer tax declarations and stamps, or a valid transfer tax exemption

Full name and address of all grantees

Grantor/grantee affidavit when applicable, including exempt transfers and MyDec transfers

Name and address for future tax bill mailings

For mortgages and trust deeds:

All required signatures and notarizations

An Anti-Predatory Lending Certificate of Exemption or Compliance, if applicable under Illinois law

Any other required disclosures and affidavits

Court documents, such as judgments and certain orders affecting real property, generally must be recorded using a certified copy or original signed by the judge.

Because these requirements are grounded in state statutes, the Clerk’s office cannot advise you on which legal document best accomplishes your goals. When in doubt, consult your own attorney about the content of your deed, mortgage, or other instrument before you attempt to record it.

Choose how to record: in person, by mail, or electronically

Cook County offers several ways to get your document into the Recorder of Deeds system, each with its own pros and cons depending on your situation.

Mail-in recording

If you choose to record by mail:

Prepare your documents following all formatting and content rules.

Include payment for recording and, if applicable, mail return service.

Mail to the Recording Division at the address listed in the contact section at the end of this article.

When mailing:

Make sure your documents are complete and properly signed and notarized.

Double-check that the legal description, PIN, and address are correct.

Include a clear “Mail To” address for where the original recorded document should be returned.

In-person recording

Recording in person is often best when:

You only have one or a few documents.

You’re not familiar with the process and want to ask basic procedural questions at the counter.

You are on a tight timeline and want to know immediately whether your document was accepted or rejected.

The downtown recordings office is located in the central Cook County government complex in Chicago. The office maintains standard weekday hours, but the last customer is accepted shortly before closing—so come earlier in the day if possible.

E-recording through approved submitters

Cook County also supports electronic recording (e-recording) for many real estate documents, especially for frequent filers such as title companies, attorneys, and lenders.

Key points about e-recording:

You must have an account with an approved submitter that is configured to work with the Clerk’s e-recording system.

Deeds and conveyances with consideration (where transfer tax is owed) require:
Use of MyDec through the Illinois Department of Revenue to prepare and transmit transfer tax declarations.
Authorization to obtain and transmit revenue stamps and pay transfer taxes by ACH.

Fully exempt deeds and non-conveyance documents (like many mortgages, liens, and releases) are generally easier to e-record once your submitter account is set up.

In summary:

For one-time, simple recordings, many people find it easier to record in person or by mail.

For high-volume filers, the upfront effort of setting up e-recording can save time over the long term.

Know the cost: how Recorder of Deeds recording fees work in Cook County

Recording fees in Cook County are set by state statute and county ordinance. The Clerk’s office has updated the fee structure to make it more predictable and easier to understand.

Document classes and standard fees

As of April 1, 2024, most recordings fall into one of several document classes, including:

Deeds (Document Class 1)
Leases and similar transfers (Class 2)
Mortgages and releases of mortgage (Class 3)
Easements (Class 4)
Miscellaneous real estate documents (Class 5)
Irregular documents (Class 6)
Blanket recordings affecting multiple PINs (Class 7)

For many commonly recorded documents—such as standard deeds, mortgages, and certain miscellaneous instruments—the base fee is the same amount. That fee includes multiple components: county recording fee, GIS fee, document storage fee, a state rental housing support fee, and a small non-government filer fee. Government filers are not charged some of these components.

Irregular documents (those that don’t meet formatting requirements or affect many PINs) are charged at a higher rate. Blanket recordings that affect more than a limited number of properties also incur additional charges.

Copy fees and online purchases

If you want copies of recorded documents:

You can purchase e-certified and non-certified documents online for documents recorded after 1985.

Older documents must be purchased in person at the downtown office.

Copy fees differ depending on whether you need:
Certified or non-certified copies
Paper copies or digital PDF files
Downloads through the online system

Note that when you buy documents online, the Clerk’s office does not mail them to you. You must download and print the documents yourself.

Because the exact fee may depend on the number of pages, document class, and whether the document is irregular or affects multiple PINs, the Clerk does not give binding fee quotes by phone. Instead, the office publishes detailed guidance on its official recording fees schedule, which you can review at Cook County recording fees.

Use Recorder of Deeds services for research and historical questions

Beyond recording new documents, the Recorder of Deeds function is also a key resource for researching ownership, historical chains of title, and genealogical information connected to land records.

Finding the current owner of a property

To identify the current owner:

Search real estate documents from 1985 to present online.

Look for the most recent title document—typically a deed.

The names listed as grantees on that most recent deed are usually the current property owners.

If you need to research back beyond the mid-1980s:

You must visit the downtown office to use tract books organized by subdivision.

Staff can guide you to the right books, but the office does not perform the research on your behalf.

For deep historical or complex chains of title, many people choose to engage a professional title researcher or attorney.

What the Recorder of Deeds office cannot provide

Some records simply do not live in the Recorder of Deeds system, including:

Birth, death, and marriage certificates
Divorce judgments
Wills and probate files
Court case documents and foreclosure case files

Those records are handled by other county or state agencies, so you’ll need to contact the appropriate office depending on your situation.

Get legal guidance from the Recorder of Deeds Legal Help Desk

Real estate law can be complex, and many property owners in Cook County need help interpreting what to do with deeds and other land records. To support residents, the Clerk operates a Recordings Legal Help Desk specifically focused on Recorder of Deeds issues.

What the Legal Help Desk can help with

Through the Legal Help Desk, qualifying Cook County residents can receive free legal assistance on questions such as:

Deed counseling:
Understanding what your existing deed means
Exploring possible options when a deed needs to be updated

Grantor/Grantee affidavits

Disclaimer of interest forms

Surviving tenant affidavits

Transfer on Death Instruments (TODI)

Indexing correction request forms

General questions about how land records interact with your ownership rights

The Help Desk is staffed by legal aid attorneys working in partnership with the Clerk’s office. While they cannot represent you in court or handle every problem, they can often clarify your options and help you understand which document or process may be appropriate to discuss with your own attorney.

Appointments are typically scheduled in advance for customers using the Recording Operations counters. You can find procedural details, eligibility information, and updates on the Recordings Legal Help Desk page at legal help for land records.

Verify documents with the Recorder of Deeds electronic certification tool

When you purchase electronic certified copies from the Clerk, you want to be sure anyone receiving them—lenders, title companies, courts, or buyers—can confirm they are authentic. The Recorder of Deeds function addresses this through its Verified Recordings service.

How Verified Recordings (E-Certify) works

The Clerk’s E-Certify tool lets you:

Enter a unique reference code printed on your electronic certificate.

Complete a simple verification step (such as a CAPTCHA).

Confirm that the document:
Matches the county’s records
Was in fact certified by the Clerk’s office

This is particularly useful if you are emailing documents to a lender or title company. They can independently verify authenticity without needing to contact the office directly.

You can access this verification service from the Verified Recordings E-Certify page at verify Cook County recorded documents.

Where Recorder of Deeds services live inside the Clerk’s office

All of the functions described above—recording deeds, searching land records, fraud protection, legal help for recordings, and document verification—operate within the Cook County Clerk’s Office in downtown Chicago.

If you’re unsure which unit to call or visit, a good starting point is the recordings section of the Clerk’s website. From there you can branch into search tools, fraud prevention, document requirements, fee schedules, and help desk information, all focused on Recorder of Deeds services.

Recorder of Deeds related departments, addresses, and phone numbers

Recordings and Recordings Legal Help Desk – 118 N. Clark St., Room 120, Chicago, IL 60602 – Phone (312) 603-5050

Property Fraud Unit – Cook County Clerk’s Office, 118 N. Clark St., Chicago, IL 60602 – Phone (312) 603-4000

Real Estate & Tax Services – 118 N. Clark St., Room 434, Chicago, IL 60602 – Phone (312) 603-5645

Cook County Recorder of Deeds FAQs

How do I look up Cook County property records online?

You can search deeds, mortgages, and other land records using the Clerk’s online Property Records Search system. The quickest way to find the right property is by Property Index Number (PIN), but you can also search by owner name, address, or document number. Once you locate the record, you may be able to purchase certified or non-certified copies as a digital download for documents recorded after 1985. To get started, visit the online Property Records Search portal.

How can I protect my property from fraudulent deeds or liens?

Cook County offers a free monitoring service that alerts you whenever a new document is recorded against your name or PIN. If a fraudster files a forged deed or lien, an early alert gives you a chance to investigate and, if needed, work with law enforcement and the courts to challenge it. You can enroll for this service and manage alerts through the Property Fraud Alert signup page linked from the Clerk’s recordings section.

What should I know about recording fees for deeds and mortgages?

Recording fees in Cook County are set by state law and county ordinance and vary by document class (such as deeds, mortgages, easements, or irregular documents). Some recordings cost more if they cover many PINs or don’t meet standard formatting rules, and copy fees are different for certified vs. non-certified documents and paper vs. digital formats. Before you file, review the current fee chart and examples on the Clerk’s official Recording Fees page.

Where can I get help with deed or title questions in Cook County?

If you’re unsure how to handle a deed change, chain-of-title problem, or indexing issue, the Clerk’s Recordings Legal Help Desk connects eligible residents with legal aid attorneys for one-on-one guidance on land-record questions. They can’t represent you in court, but they can help you understand which recording forms or corrective steps you may need to discuss with your own lawyer. Details on eligibility and how to schedule a visit are available on the Recordings Legal Help Desk page.

How do I confirm an electronic certified copy from the Clerk is authentic?

If you receive a digital certified copy of a recorded document, you can verify it through the Clerk’s Verified Recordings system. By entering the unique reference code and completing a quick verification step, lenders, title companies, or courts can confirm that the certificate matches the Clerk’s official records. You can access this tool directly from the Verified Recordings service page.