Is Your Document Ready to be Recorded?
Please make sure all of the following items are correct:
- Pages must be white, standard weight, and either letter or legal sized. No hinged pages. Ink must be black.
- The entire document must be legible and reproducible with no thick, black lines or areas that would interfere with scanning the images properly.
- There must be a blank 3" by 3" space in upper right-hand corner for the register's recording stamp.
- The return address must be located either directly under the recording area or on the left within the top 3" of the page.
- All pages must have a minimum 1/2" margin across the top. The first page must have minimum 1/4" margins on sides and bottom.
- Signatures are notarized. Notary commission date stated.
- The proper fee must accompany the document.
- The name of the document drafter must be present.
- Deeds, Land Contracts and any other conveyance documents require the electronic Wisconsin Real Estate Transfer receipt to accompany the document at time of recording.
- Parcel Identification Numbers (PIN) are required on documents that reference specific parcels of land. The PIN should be placed on a line under the return address.
- A completed SWIFT Agreement form so you can receive the email link of your recorded document (see info below regarding Tag-less recording*).
We will review your documents for these items but the ultimate responsibility for a complete and correct document is yours. We will do our best to answer any questions you may have but we are unable to give any legal advice.
* Tag-less Recording - As of May 1, 2023, Winnebago County Register of Deeds moved to a tag-less recording process. A tag-less system means a paper document submitted for recording no longer has a recording stamp placed on it and is electronically returned. Since most documents recorded in Winnebago County have been electronically recorded for many years, the tag-less recording process is not new. As of May 1, 2023, the tag-less recording process was expanded to include paper documents. Signing the "Swift" agreement allows our office to give you access to the official copy of your document after it is recorded. You will be sent a link (valid for 7 days) allowing you to print up to 3 copies of your document(s). Beyond the 3 copies or 7 days, regular copy fees apply.
What if I don't sign the Agreement? - Without the signed agreement, the Register of Deeds office won't be able to provide you with the link allowing you to download the official (electronic) copy of your document. You would need to purchase a copy from the Register of Deeds office or online at www.landrecords.com.
What happens to the original document? - The original document is shredded 30 days after recording. If you want the original document, you will need to provide a self-addressed stamped envelope with sufficient postage at the time you submit the document or pick up the document from the Register of Deeds office within 30 days after recording (available the 2nd business day after recording). Remember, the original document will not have a recording stamp and will not be an official document.
If you have any further questions, please contact the Register of Deeds office at 920-232-3390.