Dekalb County Recorder: Deeds & Records

The DeKalb County Clerk & Recorder is a combined office. Its Recorder’s Division handles land records, while other divisions manage vital records, elections and tax extension services.

For recording questions, contact Chief Deputy Recorder Judy Butler at 815-895-7153 or jbutler@dekalbcounty.org.

DeKalb County runs its own Land Records Search (LRS) system. Visitors can search by recorded party, subdivision, document number and other available criteria.

You do not need to create an account for ordinary public searches. The portal limits each search to 1,000 returned records, so a narrower search can help you find the right document.

1. Open the official Land Records Search.

   Use the county’s Recorder-hosted search portal, not an unrelated paid people-search website.

   Open Land Records Search ↗
2. Choose the search method.

   Use Grantor/Grantee if you know a person or business name. Subdivision and document-number searches are also available.

3. Enter the grantor or grantee.

   A grantor generally transfers an interest. A grantee generally receives it. Try both sides when researching a sale.

4. Narrow the results.

   Add a filing-date or document-number range when you know the approximate purchase, refinance or release date.

5. Review the indexed document.

   Compare the names, document type, recording date, legal description and references before relying on the result.

6. Save the recording reference.

   Keep the instrument number or book-and-page information. It is useful when requesting an official copy.

Search by subdivision or associated document

The county offers separate search pages for subdivisions and previously associated instrument numbers. These can help when a name search produces too many matches.

What if you only know the address?

First obtain the owner’s name and the property’s PIN through the county’s assessment resources. Then use those details to locate the recorded deed.

This is especially helpful for a house owned by a trust, a property with several past owners or a deed filed under a different surname.

Researching older DeKalb County deeds

The county’s land-record system includes historical document books, deed books, grantor indexes, grantee indexes and plat books.

If a modern search doesn’t find the instrument, use the historical collections or contact the Recorder for guidance on the correct book and period.

The Recorder’s Division is on the second floor of the Administration Building at the Sycamore Campus. The Assessment Office and Treasurer’s Office are also in the building.

DeKalb County applies Illinois document-recording rules. A deed should be properly prepared, executed and acknowledged before it is presented to the Recorder.

For real estate transfers, the county also uses Illinois Department of Revenue’s MyDec system for transfer declarations.

Recorder’s document checklist

MyDec is now required for PTAX processing

Effective December 1, 2025, DeKalb County stopped accepting paper PTAX forms. All PTAX submissions must use the Illinois Department of Revenue’s MyDec portal.

MyDec is used to prepare real estate transfer declarations, calculate applicable transfer taxes and submit transaction information electronically.

For instructions specific to DeKalb County, read the Recorder’s MyDec-only announcement.

Does the Recorder prepare deeds?

The Recorder provides record access and filing guidance but cannot determine which deed is legally appropriate for your situation.

Transfers involving inheritance, trusts, survivorship, divorce or adding a co-owner may have legal and property-tax consequences. Seek appropriate legal or title advice.

The county uses an Illinois predictable fee schedule. Its 2025 statutory update did not increase the standard $74 recording fee.

What makes a document nonstandard?

Illinois’ predictable fee law distinguishes standard and nonstandard recordings. Nonstandard charges can apply to documents with formatting problems or too many PINs or referenced recorded documents.

DeKalb County’s current fee notice lists $94 for qualifying nonstandard recordings, compared with $74 for a standard document.

Illinois state and county real estate transfer taxes

For a taxable transfer, county guidance lists a state tax of $0.50 per $500 and a county tax of $0.25 per $500 of value.

Municipal taxes or exemptions may affect the total. The consideration amount, debt assumptions and statutory exclusions also matter.

Accepted payment methods

The Recorder’s published guidance lists cash, checks and most major credit or debit cards. Confirm any card processing charge or mailing-payment requirement before submitting.

Use the public online search to find the deed’s recording reference. For an official certified copy, contact the Recorder’s Office.

Noncertified copies are listed at $1 per page. The county says certified copies of most documents use the applicable recording-fee schedule, so confirm the cost before ordering.

1. Search the deed index.

   Locate the correct grantor, grantee and recorded instrument.

2. Save the record reference.

   Note the filing date, document number and book/page if available.

3. Determine the copy type.

   Ask whether the receiving party requires an ordinary or certified copy.

4. Submit a request.

   Provide the recorded party names, date range, PIN and contact details when available.

5. Confirm payment.

   Call the Recorder at 815-895-7156 for the exact copy or certification cost.

What about filed plats and surveys?

Map copies and certification use separate fees. The county lists a $10 charge for certified plats or maps.

Check the fee schedule and recording reference before ordering a survey, plat or subdivision map.

DeKalb County offers a free email notification service through its official Land Records Search website.

Property Watch helps owners notice documents recorded in connection with monitored names or property information. Unlike an ordinary search, it requires free registration.

Starting August 3, 2026, DeKalb County began accepting eligible real estate documents electronically.

The service is designed for authorized title companies, attorneys, lenders and other professional submitters. Paper recording by mail and in person remains available.

Historical land-record indexes

DeKalb County maintains a Tract Index as well as Grantor and Grantee indexes. These can help trace a property’s recorded ownership and encumbrance history.

Historical research may involve earlier document books, deed books and associated plats. A professional title examination may be necessary when legal ownership or lien priority is in question.

DeKalb County’s Administration Building contains several of these offices, making in-person follow-up convenient. However, each department has its own responsibilities.