Department Posts Archive - Page 2 of 2

Office Hours

Monday-Friday: 8 AM – 4:30 PM
Occasionally this office is closed from 12-1 for lunch, please call ahead to ensure availability.

APPLICANTS FOR A MARRIAGE OR CIVIL UNION LICENSE NEED TO BE HERE BY 4:00 PM., AS IT TAKES APPROXIMATELY 30 MINUTES TO COMPLETE THE PROCESS.

ALL RECORDING RECEIVED AFTER 4:00 p.m. will be recorded on the next business day.

Voter Registration

Use the following link to check your voter registration status:

VOTER REGISTRATION STATUS

VOTE BY MAIL INFORMATION

Recording Fees

***ALL RECORDINGS RECEIVED AFTER 4:00PM WILL BE RECORDED THE NEXT BUSINESS DAY.***

Standard Recordings: $100.00

Deeds, Mortgages, Releases, Leases, Easements, Other Documents Pertaining to Real Property

Non-Standard Recordings: $131.00

See Provisions listed below to determine Non-Standard Process

Plat/Survey

Any Plat/Survey: $162.00

Non-Land Documents: $81.00

Non-Land Documents, Vitals, RHS Exempt, Finance, Terminations, Miscellaneous

UCC Documents: $78.00

THE FEE CHARGED UNDER THIS SECTION SHALL BE INCLUSIVE OF ALL COUNTY AND STATE FEES THAT THE COUNTY MAY ELECT OR IS REQUIRED TO IMPOSE OR ADJUST, INCLUDING BUT NOT LIMITED TO, GIS FEES, AUTOMATION FEES, DOCUMENT STORAGE FEES AND THE RENTAL HOUSING SUPPORT PROGRAM STATE SURCHARGE.

Non-Standard Recordings: $131.00

Paper size legal size of bigger
8 ½ x 11 with 5 legal descriptions or more
A document that creates a division of a then active existing tax parcel ID#
A document recorded pursuant to the uniform commercial code
A document which is non-conforming, as described in paragraphs 1 through 5 of Section 3-5018.
- The document shall consist of one or more individual sheets measuring 8.5 inches by 11 inches, not permanently bound and not a continuous measure up to 11 inches by 17 inches shall be recorded without charging an additional fee.
- The document shall be legibly printed in black ink, by hand, type or computer. Signatures and dates may be in contrasting colors if they will reproduce clearly.
- 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 that will not affect the validity of the document, including but not limited to form numbers, page numbers and customer notations.
- The first page of the document shall contain a blank space, measuring at least 3 inches by 5 inches, from the upper right corner.
- The document shall not have any attachment stapled or otherwise affixed to any page.
A state lien or federal lien.
A document making specific reference to more than 5 tax parcel identification #’s in the county in which it is presented for recording.
A document making specific reference to more than 5 other document numbers recorded in the county in which it is presented for recording.

Other Fees

Assumed Name / Assumed Name Change: $32.00
Copy Fee – Abstractor or Regular: $2.00/Page

Searching and Accessing Vital Records

Search and access to vital records is strictly regulated by the Illinois Vital Records Act, 410 ILCS 535/23-25

The Hamilton County Clerk’s office is bound by state law to adhere to the policies and guidelines of the state of Illinois, with exception of charging a search fee for vital records.

Who Can Handle the Indexes?

Birth, death and marriage indexes in the custody of the County Clerk can be handled and viewed only by the County Clerk and employees of the County Clerk’s office, except for indexes prior to 1916 for genealogical purposes only. Old indexes can be viewed and handled by the general public.

Who Can Handle the Records?

County Clerk and staff of the County Clerk’s office for administrative purposes
State registrar or their agent
Any municipal, county, multi-county public health district recognized by the Illinois Department of Public Health for the purpose of carrying out public health programs

Birth Certificates

Birth Certificate Fees and Requirements:

$20.00 for first copy and $10.00 for each additional copy
Photo ID
Complete application in office
If requesting by mail, send a request with name of child, date of birth and parent’s names. Also include copy of photo ID, payment, phone number and mailing address

Copies of Birth Certificates can be issued to:

The person named, if 18 years of age or older
The parents of the person where the names of the parent requesting is listed
A legal guardian (must provide guardianship paperwork)
The person’s legal representative
An agent with written notarized authorization from the named person
A department of the State or Federal government
Any individual upon order of the court
Persons having genealogical interest, if on file for at least 75 years

Death Certificates

Death Certificate Fees and Requirements:

$26.00 for first copy and $14.00 for each additional copy
Photo ID
Complete application in office
If requesting by mail, send a request with name of deceased, dad of death and parent’s names. Also include a copy of photo ID, payment, phone number and mailing address

Copies of Death Certificates can be issued to:

A person, or his duly authorized agent, having genealogical, personal or property right interest in the record. For genealogical purposes, the death must be on file for at least 20 years.
A department of the State or Federal government
Any person upon order of a court
Administrator or executor of the decedent’s estate
Veteran’s Administration or accredited veteran’s organization (without charges)

Marriage Certificates

Marriage Certificate Fees and Requirements:

$20.00 for first copy and $10.00 for each additional copy
Photo ID
If requesting by mail, send a request with names of both parties and date of marriage. Also include a copy of photo ID, payment, phone number and mailing address

Copies of Marriage License can be given to:

Any individual providing pertinent information. For genealogical purposes, the marriage must be on file for at least 50 years.

Marriage License

Marriage License / Civil Union License Fees and Requirements:

$75.00 Cash or Check
A one day waiting period (unless waived by the judge). The licenses are good for 60 days
Signatures of both applicants are required
Copy of birth certificates and photo ID is required for issuance of license. Must get married in the county that issues the license

Where to apply: Heather Bowman, Hamilton County Clerk and Recorder’s Office

100 South Jackson Street – Room 2, McLeansboro, IL 62859

When to apply: Both parties must appear at the office of the County Clerk together. The license must be obtained at least 1 day prior to being used. The license is void 60 days after effective date. The license must be used in Hamilton County.

Qualifications: In order to be married in Illinois without parental consent, you must be at least 18 years of age. If you are under 18 years of age, both parents must sign a parental consent form in the County Clerk’s office and they must have a valid driver’s license or state ID for identification at the time you apply for your license. If it is not possible for your parents to sign in this office, signature can be witnessed by the County Clerk in the county your parents are in. If a parent is deceased, a death certificate, proof of guardianship or court order waiving consent must be presented.

It is necessary for anyone applying for a marriage license to show proof of age when you apply for a marriage license. A valid driver’s license or state ID is required AS WELL AS a copy of your birth record.

Return of License: The license must be returned to the County Clerk’s office within 10 days after the date of marriage.

Use of Marriage License: Your marriage license must be obtained in the county where the marriage will take place.

Requesting a Certified Copy: You may obtain a certified copy of your marriage license if it was issued in Hamilton County, IL from the County Clerk’s office. Include the maiden name of the bride, the groom’s name, the date of marriage and fee of $20.00. Additional copies of the same license may be obtained for $10.00 each if made at the same time.

Vital Record Search for Genealogy

Uncertified Genealogical Copy of Any Certificate: $8.00 ($6.00 Search Fee + $2.00 Copy Fee)

Certified copies of birth, death and marriage records of persons who were born, deceased or married in Hamilton County may be obtained for genealogical purposes from our office.

Birth & death records begin in 1878 and marriage records go back to 1821 (1869 – 1872 are very limited)

Birth, death and marriage records are not public records. Records for genealogy purposes can only be issued if on file the required number of years:

Births – 75 years and older (Proof of death if under 100 years)
Deaths – 20 years and older
Marriages – 50 years and older

Vital records are confidential records, and copies can be issued only to persons entitled to receive them. Our office is bound by policies and guidelines of the State of Illinois Vital Records Act. For more information on the Act you can visit:

http://www.cyberdriveillinois.com/departments/archives.html

To submit a Genealogy Application download and fill out the form below.

Genealogy Application – Last Updated: July 01, 2023

Online Record Search

The Hamilton County Clerk & Recorder is making searching easier. By making their records available online, you can now search wherever you have internet, 24 hours a day, 7 days a week – even during major holidays. Search from your office, from your home or even from another state. Search at your convenience.

Illinois County Clerk and Recorder Portal

Hamilton County Records Portal

Hamilton County Tax Portal