Forms & Downloads

Statutory Requirements

  1. The document shall consist of one or more individual sheets measuring 8.5 inches by 11 inches, not permanently bound and not a continuous form. Graphic displays accompanying a document for recordation may measure up to 11 inches by 17 inches in size without causing the document to be non-standard.
  2. The document shall be legibly printed in black ink, by hand, type, or computer. Signatures and dates may be in contrasting colors as long as they will reproduce clearly.
  3. The document shall be on white paper of not less than 20 pound weight and shall have a clean margin of at least one-half inch on the top, the bottom, and each side. Margins may be used for non-essential notations which will not affect the validity of the document. Examples of non-essential items may be, but not limited to, form number, page number and customer notations.
  4. The first page of the document shall contain a blank space, measuring at least 3 inches by 5 inches, from the upper right corner.
  5. The document shall not have any attachment stapled or otherwise affixed to any page. 

The Recorder shall charge an additional fee for recording a document that does not conform to the standards listed above. Documents which do not comply with these standards shall not be recorded except upon payment of the additional fee required. This paragraph only applies to documents dated after January 1, 1995 (55ILCS 5/3-5018.2).

MyDec PTAX-203        (Illinois Dept. of Revenue MyDec service)

Quit Claim Deed

Warranty Deed

Warranty Deed Joint Tenancy

Warranty Deed Tenancy by the Entirety

Plat Act Affidavit



Effective July 1, 2023

Transfer Declarations - MyDec Requirement

In an effort to maintain clarity and consistency, all Winnebago County property conveyance instruments with consideration of $100 or more must be accompanied by an electronically-completed Real Estate Transfer Declaration using the Illinois Department of Revenue’s MyDec portal, located at . We will no longer be accepting any other versions of the PTAX-203 form after July 1, 2023.

Customers must have their MyDec Transfer Declarations completed in advance before submitting your document to record. The status must read “Closing Completed” in order to be accepted by our office. This declaration can be completed using any computer with an internet connection.

More information and assistance in completing the forms can be found using the link above or the MyDec Preparer Access Procedures manual provided by the Illinois Dept. of Revenue.