WINNEBAGO COUNTY, ILLINOIS • DEEDS & LAND RECORDS • OCTOBER 2026
Winnebago County Recorder: Deeds, Records Search, Filing Fees & Office Guide
The Winnebago County Recorder maintains deeds, mortgages, liens, plats, surveys and other recorded land documents for Winnebago County, Illinois.
The Recorder’s Office is located in Rockford. You can search records online, request copies, record eligible documents and register for property fraud alerts.
If you only know a property’s address, begin with the county’s parcel search. If you need the actual deed or recorded mortgage, use the Recorder’s search system.
START HERE
Winnebago County Recorder Quick Facts
This guide covers Winnebago County, Illinois, including Rockford, Loves Park, Machesney Park, Roscoe and other communities in the county.
Winnebago County, Wisconsin also has land records, but that office is called the Register of Deeds and operates from Oshkosh.
ONLINE RECORD SEARCH
How to Search Winnebago County Recorder Deeds Online
Winnebago County provides three main online Recorder search options: Direct Search, Tapestry and Laredo.
Each serves a different need. You do not have to pay for a professional subscription if you only need basic index information.
Step-by-step: Find a recorded deed
Open the official Records Search page
Select Direct Search for free basic information or Tapestry when you need paid document-image access.
Official Records Search ↗Enter a person’s or company’s name
Search using the owner, seller, buyer or another party named in the document.
The county specifically recommends leaving out the comma when searching by party name.
Filter the matching records
Use document type, recording date or other available filters to narrow your search.
Deeds, mortgages and releases may appear as separate documents.
Verify the correct document
Compare the grantor, grantee, date, legal description and recording reference.
A matching name does not always mean the document relates to your property.
View or request the document image
Direct Search provides basic information without images. Use the county’s paid image-search service or request a copy from the office.
Save the recording reference
Record the document number, recording date and parties.
This makes future copy requests and title research easier.
PROPERTY LOOKUP
Find Winnebago County Property Records by Address or Parcel Number
The Recorder searches recorded documents. Property addresses and tax parcel numbers are often easier to locate through the Supervisor of Assessments.
The county’s Parcel Details Inquiry allows searches using a parcel identification number, property location or owner name.
Search current parcel information and historical assessment information going back to 2003.
Choose Parcel Identification Number, Parcel Location or Owner’s Name.
Enter the available information, submit the search and open the matching parcel.
Save the property identification number and owner information before returning to the Recorder’s search.
Using WinGIS
WinGIS provides geographic and parcel-related mapping for Winnebago County properties.
It can help identify a parcel or its location, but GIS mapping alone does not replace a recorded deed or boundary survey.
Open WinGIS Property Mapping ↗OFFICE ADDRESS & CONTACTS
Winnebago County Recorder Office, Phone, Hours & Google Map
WINNEBAGO COUNTY RECORDER’S OFFICE
Lori Gummow, Recorder
Physical address:
Winnebago County Administration Building
404 Elm Street, Room 405
Rockford, IL 61101
Telephone: 815-319-4325
Office hours:
Monday–Friday, 8:00 AM–5:00 PM
Services: recorded land documents, document searches, copies, recording, property fraud alerts and eRecording.
Official Recorder Homepage ↗Google Map to the Recorder’s Office
The Recorder’s Office is in Room 405. The County Clerk uses Room 104 and the Supervisor of Assessments uses Room 301 in the same administration building.
Related Winnebago County offices
Supervisor of Assessments
Property assessments, tax-exemption applications and parcel records.
Thomas Hodges
404 Elm Street, Room 301
Rockford, IL 61101
Winnebago County Clerk
Elections, vital records, tax extension and County Board records.
Lori Gummow
404 Elm Street, Room 104
Rockford, IL 61101
Winnebago County Treasurer
Property-tax payments, tax bills, payment status and collection.
Property Tax Services ↗17th Judicial Circuit Clerk
Court filings and cases rather than the Recorder’s ordinary deed index.
Circuit Clerk ↗LAND DOCUMENT TYPES
What Records Does the Winnebago County Recorder Maintain?
The Recorder preserves land documents dating back to the county’s early history in the 1830s.
Not every historical instrument has identical online-search or image availability.
Property deeds
Warranty deeds, quitclaim deeds and other instruments transferring property interests.
Mortgages and releases
Recorded mortgages, assignments, releases and related loan documents.
Liens
Eligible liens and notices affecting real property.
Plats and surveys
Subdivision plats, surveys and recorded land descriptions.
UCC filings
Eligible Uniform Commercial Code filings maintained in Recorder records.
Military discharges
Military discharge records maintained under applicable access restrictions.
How to read a recorded document
FILING WORKFLOW
How to Record a Deed in Winnebago County, Illinois
Recording a deed requires a properly prepared document and compliance with Illinois recording and real estate transfer declaration requirements.
The Recorder does not prepare deeds or recommend which type of deed to use.
Prepare the legal instrument
Check the grantor, grantee, property description, required signatures and notarization.
An attorney or title professional can help determine the correct deed form.
Review formatting requirements
Standard documents generally use 8.5-by-11-inch white paper with legible printing.
The Recorder requires adequate margins and a blank upper-right recording area on the first page.
Complete the MyDec transfer declaration when required
Winnebago County requires eligible transfers involving consideration of $100 or more to use the Illinois MyDec electronic PTAX-203 process.
The MyDec status must read Closing Completed before the county accepts the declaration.
Open Illinois MyDec ↗Confirm transfer taxes and applicable exemptions
The amount owed can depend on the property transfer and applicable state or local rules.
Review the current county forms and tax requirements before recording.
Calculate the correct Recorder fee
A qualifying standard document costs $54.
Nonstandard documents, plats and other special categories can cost more.
Submit the original or use eRecording
The Recorder accepts eligible documents through its office and approved electronic recording providers.
Include a return-to name and address with the recording.
Confirm the recording
Retain the recording reference and verify that the recorded instrument reflects the intended transaction.
County guidance covering document formatting, MyDec and downloadable deed forms.
Review Statutory Requirements first.
Open MyDec if the transfer requires a declaration. Use deed forms only after determining which legal instrument is appropriate.
DOCUMENT ACCEPTANCE
Winnebago County Recorder Document Requirements
Illinois law and Winnebago County’s filing rules establish document formatting and submission requirements.
The county states that copies are not accepted for recording.
Nonconforming documents may be subject to additional fees or other filing requirements.
Review Official Recording Standards ↗COUNTY RECORDER COSTS
Winnebago County Recorder Recording Fees and Copy Charges
Winnebago County’s published predictable fee schedule took effect on January 1, 2025.
The county continues to list $54 for a qualifying standard document.
Other fees apply to certain nonstandard instruments, government recordings, plat services and searches. Check the complete county schedule before preparing payment.
Recording fee example
This example does not include real estate transfer taxes, title-company charges, attorney fees or other transaction-specific costs.
Payment methods
The Recorder accepts cash, checks and credit cards.
The county notes that credit-card service fees may be charged to the customer. It also says bills larger than $50 are not accepted.
Open Official Filing Fees ↗Select the applicable document category and check whether it meets the standard-document criteria.
For plats, nonstandard documents or unusual instruments, calculate the charge from the complete fee schedule.
GET A RECORDED DOCUMENT
How to Obtain a Winnebago County Deed Copy or Certified Copy
You can obtain copies through an in-person visit, the available online search services or the Recorder’s request process.
Ordinary copy
The published Recorder fee is $0.50 per page, capped at $35 per document.
Ordinary copies are useful for general reference.
Certified copy
The Recorder’s published certification fee is $35 per document.
Use a certified copy if the requesting institution specifically requires one.
Online copy
Tapestry provides paid online document-image and printing options.
Review the charges before completing a purchase.
Information to have ready
Document or instrument number, if known.
Grantor and grantee names.
Approximate recording date.
Property legal description or parcel details.
Whether an ordinary or certified copy is required.
If you have none of these references, begin with a free online index search or visit the office.
STAFF-ASSISTED RESEARCH
Recorder Search Requests by Mail, Email or In Person
Winnebago County offers paid research for people who cannot locate documents themselves.
The county limits paid mail research requests to five searches per request.
You must provide a self-addressed stamped envelope or an email address for the results.
The county asks users to allow up to two business days for staff-assisted email searches, though actual processing can vary.
Read Official Research Request Instructions ↗Find the Mail-in Records Searches section.
Follow the county’s current submission and payment instructions before sending a request.
PROFESSIONAL RECORDING
Winnebago County eRecording
Winnebago County accepts eligible electronic recordings through approved submission partners.
The county reviews electronic documents daily, with a last review time of 2:30 PM.
Submissions received after that time are reviewed on the next business day.
EPN
Electronic recording network for eligible submitters.
CSC
Electronic document recording services.
Indecomm
Professional document recording services.
Simplifile
Electronic real estate recording submission.
Hopdox
Electronic recording services for participating organizations.
Vendor account requirements and service charges are separate from county recording fees.
Official eRecording Providers ↗PROPERTY PROTECTION
Winnebago County Property Fraud Alert and 2026 Fraud Review Rules
The Recorder offers a free Property Fraud Alert service.
You can register your name and select phone, email or text notifications when a matching document is recorded.
Voluntary alerts for matching names in new county recordings.
Select Illinois and Winnebago County if prompted, then follow the enrollment instructions.
Register the names you wish to monitor and choose your available notification method.
2026 Illinois fraud review requirement
Illinois Public Act 104-0382 requires counties to establish a property fraud referral and review process.
Winnebago County published notice on June 1, 2026, describing its intended review process for potentially fraudulent recorded instruments.
The county anticipated implementation on or after September 8, 2026, or a later date determined by the Recorder.
Contact the office to confirm the process’s current operating status and how a suspected fraudulent instrument should be reported.
OTHER RECORDER SERVICES
Military Records, Notary Alerts and Veteran Services
Military discharge records
The Recorder records eligible DD-214 military discharge documents at no charge.
The county’s fee schedule also lists certified DD-214 copies at no charge, subject to applicable eligibility and access rules.
Notary Fraud Alert
Winnebago County also links to a Notary Fraud Alert program.
This service helps participating notaries monitor recorded documents associated with their information.
Open Recorder’s Additional Services ↗COMMON PROBLEMS
Winnebago County Recorder Search and Filing Troubleshooting
I only know the property’s street address
Use the Supervisor of Assessments Parcel Details Inquiry first. Search by location and confirm the property owner or parcel number before researching recorded documents.
Direct Search does not show the deed image
Direct Search is the free index-only option. Use Tapestry, Laredo or a Recorder copy request if you need an image.
My party-name search returns no result
The county recommends leaving commas out of party names. Try alternate name formats and confirm the spelling.
I paid off my mortgage but do not have a deed
The deed is generally recorded when the property is purchased. A mortgage payoff is normally reflected by a separate Release of Mortgage document.
I want to add my spouse to the deed
A new deed generally must be prepared and recorded. The Recorder cannot recommend a legal form or prepare the instrument.
My spouse died and the deed still lists both names
Ownership consequences depend on how title was held and other legal circumstances. Obtain legal advice before preparing a new instrument.
I need proof that a lien is no longer active
Search for the original lien and any recorded release or satisfaction. A title professional can help examine all relevant records.
My document was rejected for recording
Review formatting, signatures, notarization, return-to information, MyDec status and the required filing fee.
I received a costly property-record letter
Check the sender carefully. The Recorder warns about private solicitations offering property profiles that may be available through county services for far less.
CHOOSE YOUR NEXT STEP
Which Service Should You Use?
FREQUENTLY ASKED QUESTIONS
Winnebago County Recorder FAQs
Where is the Winnebago County Recorder’s Office?
The Illinois Recorder’s Office is at 404 Elm Street, Room 405, Rockford, IL 61101. Office hours are Monday through Friday, 8 AM to 5 PM.
Who is the Winnebago County Recorder?
Lori Gummow is the Recorder listed on the official Winnebago County, Illinois website.
Can I search Winnebago County deeds online for free?
Yes. Direct Search offers limited free index searching, but no document images.
What is the difference between Direct Search, Tapestry and Laredo?
Direct Search provides free basic information. Tapestry is a pay-per-search service for occasional users. Laredo is designed for professional subscription use.
How much does it cost to record a deed?
The county lists $54 for a qualifying standard recorded document. Other fees can apply.
How much does a certified deed copy cost?
The published county fee is $35 per certified recorded document.
Can the Recorder search records over the phone?
No. The county says record searches cannot be performed by phone. Online, in-person and paid request options are available.
Can I find a property owner by address?
Yes. Use the Supervisor of Assessments Parcel Details Inquiry, which supports searches by parcel number, property location or owner name.
Does Winnebago County require MyDec?
Eligible property conveyances with consideration of $100 or more require an electronically completed MyDec transfer declaration. The county requires the status to show Closing Completed.
Does Winnebago County have property fraud alerts?
Yes. The Recorder offers free alerts by phone, email or text for matching names in recorded documents.
Is this the Illinois or Wisconsin Recorder?
This guide covers Winnebago County, Illinois. Wisconsin uses a Register of Deeds office in Oshkosh.
OFFICIAL RESOURCES
Winnebago County Recorder and Illinois Government Links
Use these official resources to verify fees, search records, prepare filings and contact county offices.