Departments

Coles County Clerk

Public Notice

In response to Public Act 103-0884 and 55 ILCS 5/3-5018.2 Coles County will consider a Resolution which will be discussed and voted upon by the County Board at its November 12, 2024 meeting. Public Act 103-0884, if approved, will go into effect on January 1, 2025.

Public Act 0884 103RD GENERAL ASSEMBLY

What's On Record

Over a quarter million documents, including deeds, mortgages, military records, surveys, plats of subdivisions, release mortgages, state and federal liens, judgements, and miscellaneous documents.

Time Period

Beginning in 1830 and continuing to the present. The Coles County Clerk's Office records nearly 12,000 valuable records in an average year.

Public Access

Coles County records are open to the public. Free access to indexes from December 1978 to the present is available to those searching Coles County Records. Actual copies of documents from April 25, 1996, to the present are available for purchase.

Laredo

This is a subscription based service that allows users to search in much the same way they would at the terminal in the Recorder's Office.

Users: Frequent Searchers (Title Companies, Banks, etc.)

Features

  • Search Multiple Fields
  • Party Name
  • Document Number
  • Recording Dates
  • Document Types
  • Subdivisions
  • Tract
  • Associated Documents
  • Search with Multiple Party Names
  • Save Search Criteria
  • Printable Search Results
  • Print Images of Recorded Documents
  • Receive Messages from the County upon login

How To
Laredo User Agreement

To download Laredo go to www.fidlar.com. Select the Products dropdown. Select Laredo from the list. Choose State and County.

Tapestry

For years, Tapestry has been provided as a service for the quick, remote access of the official public record. The time has come for this version of the service to retire, but a new and improved tool – Tapestry EON – is already available for you to start using. Check out that information to the right! We are thrilled to share that Tapestry EON is now available to the public for remotely searching the official public record. Tapestry EON will provide more tools for reliable searching, an updated user experience, and additional search criteria.
www.LandRecords.NET www.LandRecords.COM
Retiring at the end of 2024 LIVE NOW!
IMPORTANT REMINDERS:
  1. If you made a prepay account, please make an effort to use all funds before the end of the year. If you are unable to do so, Fidlar Technologies will communicate a refund process.
  2. Questions regarding the retirement of Tapestry should be directed to the Fidlar Technologies Support Team at Support@Fidlar.com or (563) 345-1283
 IMPORTANT REMINDERS:
  1. Tapestry EON will still allow for non-member searching with your credit card. Membership is not required.
  2. All prepay users are asked to create a new Tapestry EON account. This will ensure the most updated information and a clean transition for all users.
  3. If you are interested in additional training on the new features in Tapestry EON, please visit https://fidlar.com/Tapestry.aspx to sign up for one of several free, live webinars. You will also be able to find recordings of previous webinars and help documents.
How To:
Go to www.LandRecords.com
Search by Party Name, Start Date, Legals and more for $8.75
In addition to $8.75 per search, a $1.00 per page fee is applied.
To inquire please contact Support at (563)345-1283.

Requirements & Fee Schedule

All instruments presented for recording must meet the requirements set forth in Illinois Statutes. Standard documents must be on 8 1/2" X 11" paper; individual sheets and/or front and back will be accepted. Print must be legible. First page must have 3" X 5" blank space in upper right corner with 1/2" clean margins on sides and bottom, as well as on all other pages. Maximum document size is 8 1/2" X 14". Fees are as follows:

"Classification of documents to be recorded is the Sole Discretion of the Coles County Clerk/Recorder"


General Recordings
Current Fees
Recording Fees Effective January 1, 2025 Below:
All Recording Fees are $70 with the Noted Exceptions:
Resolution dated May 9, 2023
Documents that are exempt from rental housing are $51

  • AFFIDAVIT W/O LEGAL
  • ARTICLES OF INCORPORATION
  • MEMORANDUM OF JUDGMENT
  • RELEASE OF MEMORANDUM OF JUDGMENT
  • CITY ORDINANCE
  • POWER OF ATTORNEY W/O LEGAL
  • PROBATE
  • CEMETERY DEED
  • BIRTH/DEATH CERTIFICATE
  • STATE LIENS/RELEASE OF STATE LIENS

FEDERAL LIENS/RELEASE OF FEDERAL LIENS $18.00
NON STANDARD DOCUMENTS $85.00
ANY DOCUMENT THAT CREATES A DIVISION OF LAND (PLAT ACT WILL BE MARKED "B")
ANY DOCUMENT MAKING SPECIFIC REFERENCE TO MORE THAN 5 TAX PARCEL ID NUMBERS
ANY DOCUMENT MAKING SPECIFIC REFERENCE TO MORE THAN 5 DOCUMENT NUMBERS

Property Recordings
SUBDIVISION PLATS $85.00
ALL UCCS (NEW, AMENDED, TERM, ETC) $51.00
COPIES $1.00 Per Page
CERTIFIED COPIES $10.00 per document
PLEASE NOTE:
ALL Land Related Documents must have parcel ID Numbers and Plat Act Affidavit.
PLEASE NOTE:
Upper 3x5 right-hand corner must be clear for our recording information. Cover sheet required if corner is not free.
 


Please include a self-addressed, stamped envelope and make checks payable to:

Coles County Recorder
651 Jackson Ave., Room 122
Charleston, IL 61920

For Further Information Contact Us at (217) 348-7325

Plat Act Affidavit

You may download the required Plat Act Affidavit here. Recording fees and revenue tax stamps are payable to the Coles County Recorder in the form of cash, check, or money order.

Subdivision Plats: The maximum size is 30" X 21". Plats must include one mylar and four blueprints; file covenants and restrictions as separate documents. Plats must include school district, flood zone, and parcel ID number.

UCC Filings: Each UCC Filing must be marked "to be filed in real estate records" and include legal description. Amendments and terminations must include original document and UCC numbers.

E-Recording Services

Simplifile

Coles County is now ready to electronically record your documents.
For more information or to get started, contact Simplifile:
By Phone: 800.460.5657
Website: www.simplifile.com

Indecomm Global Services

Electronic real estate recording systems make it possible for county recorders and registrars of title to serve their customers more effectively and efficiently than with traditional paper-based recording systems.