Warren County Clerk and Recorder Office

How Can We Help You?

The goal of the County Clerk and Recorder’s office is to provide you, the customer, with prompt, courteous, and informative service.

The County Clerk is also responsible for calculating the property tax rates for all of the representative taxing districts (schools, villages, fire protection districts, etc.) that serve all of the property owners of Warren County. These rates, along with the taxable assessed value of each property, determine the amount of property taxes billed each year to property owners.

The tax rates are based upon the levies for each taxing district that are filed annually with the County Clerk’s Office. The levies are legal documents that set forth the amount of monies needed by the taxing districts to effectively operate their budget. The rates that are calculated are determined by the total amount of money levied for by the taxing district and the total taxable assessed value of that district, as certified by the Warren County Supervisor of Assessments Office. This rate calculation process is governed by statutory guidelines that include limits and restrictions on the rates and the amount of revenue each agency may receive. Once the tax rates and the taxable assessed value of each property is determined, the County Treasurer’s Office then prepares and mails property tax bills to each property owner.

Document Requirements

Full or Complete Legal Description
Signatures
Prepared by (on property transfers)
Send tax statements to (on property transfers)
PTax 203 (on property transfers in which money exchanged exceeds $100) – PTax 203 form
PTax 203-A (on property in which money exchangd exceeds $1 million) – PTax 203-A form
PTax 203-B (on property for Hickory Grove Lake leased property or a beneficial interest transfer.) – PTax 203-B form
PTax 203-NR (on property current use is Apartment Building or Industrial Building) – PTax 203 NR
                Warren County is now setup for MyDec through the Dept. of Revenue for electronic PTax forms  (NOT electronic document filing or e-filing, only PTax forms)

Property Address (except farmground or empty lot)
Property PIN (property identification number)

ie: 00-000-000-00
Recording Fees

Recording Schedule – EFFECTIVE JULY 1,2023 

Documents will be returned without the exact & correct recording fees AND without the required information.

Use the ASSUMED NAME APPLICATION PORTAL to apply for an Assumed Name Business.  The Assumed Name application must be completed. Once completed you will need to appear in the County Clerk’s Recording office to pay the $50 fee, and sign the application. 

Assumed Name Application, the fee is $50 to apply in the Warren County Recorder’s office.  The application must be completed, signed and notarized.
Once filed, the Recorder’s office will send the publication notice to the newspaper to be published once a week for 3 weeks.  After the 3rd publication, the newspaper will send the Recorder’s office a certification of publication.  Once the certification of publication is received, the application will be given a file number.   The Recorder’s office will then complete and mail to the Business Owner a Certificate of Ownership.
          If the publication notice is not published and a certification of publication is not received within 50 days of filing, the assumed name application will be marked NULL and VOID. 

A Change of Name filed for an Assumed Name filed in the Warren County Recorder’s Office is $50 to file.    The application must be completed, signed and notarized.
Once filed, the Recorder’s office will send the publication notice to the newspaper to be published once a week for 3 weeks. After the 3rd publication, the newspaper will send the Recorder’s office a certification of publication. Once the certification of publication is received the application will receive a file number. 
          If the publication notice is not published and a certification of publication is not received within 50 days of filing, the assumed name application will be marked NULL andVOID.

WHO NEEDS TO REGISTER UNDER THE ASSUMED NAME?
     Sole proprietorships – 
Businesses defined under state law as being owned by an individual or a married couple.
     General partnerships – 
An association of two or more persons who carry on as co-owners of a for-profit business entity.
     Professional services corporations – A business corporation formed by an individual or group of individuals who are required by law to be licensed or obtain other legal authorization from the state to deliver services (examples include doctors, dentists, land surveyors, podiatrists and some attorneys). Proof of filing with the Secretary of State’s office is required.
          NOTE: By adding any word(s) to your own personal name you have constituted an assumed name. For example: adding the word “Company” or “Service” behind your personal name constitutes an assumed name.

WHAT IS REQUIRED BEFORE YOU CAN OBTAIN AN ASSUMED NAME CERTIFICATE?
The application can be picked up from the County Recorder’s Office     OR   can be downloaded from above.   The application must be completed, signed in front of a notary,
fee is $50 made payable to the County Clerk.
The application and check can be delivered to the County Recorder’s office    OR    mailed to the Warren County Clerk’s Office, 100 W. Broadway, Monmouth IL 61462

Once the application is filed,  the Recorder’s office will send the publication notice to the newspaper.
The publication must be published once a week for 3 weeks.    After the third week, the newspaper will send a certificate of publication to the County Clerk. Once the certification of publication is received a file number will be assigned to the application. 
The County Clerk will then send a Certificate of Ownership to the owners listed on the application and a receipt. 
             If the publication notice is not published and certification of publication is not filed within 50 days from the date of filing,
             the assumed name application will be marked NULL and VOID.

Illinois Notary Application

Illinois Notary Application Check List

Secretary of State Website

Notary Certificates are now sent directly from the Secretary of States Office to the applicant. 

Warren County Liquor Ordinance

Warren County Liquor License Application
        Please read through the Liquor Ordinance for rules and regulations.  There is a non-refundable $150 application fee that is payable upon filing the application. 

Illinois Liquor control Commission

Elections and Voter Information

ELECTION DAY NOVEMBER 5,2024
Early voting begins
September 26, 2024

WHO MAY REGISTER TO VOTE?
2 Forms of I.D. (one showing current address)
Must be 18 years of age by Election day; 17 years of age to vote in a Primary election IF you will be 18 by the General election
Must have lived in your Precinct for at least 30 days prior to the election
Must be a U.S. Citizen

WHAT IS REQUIRED BEFORE YOU CAN REGISTER?
Two forms of I.D., at least one with your current address
If you have become a U.S. Citizen:  date and place of Citizenship ceremony

HOW CAN YOU REGISTER TO VOTE?
In person – at the Warren County Clerk’s Office, 100 W. Broadway, Monmouth IL 61462
M-F 8am – 4:30pm,  except for holidays
Register Online – through the Illinois State Board of Elections (click on link below)
Register by Mail – voter registration form on link below.  Must be completed and mailed to address above.
An I.D must be attached in order to vote the first time.

****** Registrations are not accepted during the 27 day period prior to an election  up to  2 days after the election******

GRACE PERIOD VOTER REGISTRATION AND VOTING
Check the calendar for dates for Grace period voter registration.
A person can only register to vote during this Grace Period Voter Registration in the County Clerk’s Office.
Two forms of I.D. are required, one with current address.
You are required to cast your ballot at the time of registration.   You will not be allowed to vote at the polls when registering during Grace Period.

HOW OFTEN MUST YOU REGISTER TO VOTE?
The only time you will be required to re-register or change your registration is:
You move to a different address than what is on your voter registration card
OR,  you have changed your name
If these changes have occurred and the County Clerk’s office was not notified of these changes, you may be required to register or re-register during the Grace Period Voter registration and Voting period in the County Clerk’s office.

A change of address at the DMV does NOT automatically change your voter registration.

WHAT SHOULD YOU DO IF YOUR ADDRESS HAS CHANGED?
If you have moved from one address in Warren County to another address in Warren County, you must notify the Warren County Clerk’s Office by:
1)  
Stopping in the Warren County Clerk’s Office and completing the address change form.
2)  
Sending your change of address on a piece of paper, with:
Your name,  current address,  date of birth,  last 4 digits of SS# ,  your new address, phone number  and a signature
to the Warren County Clerk’s Office, 100 W. Broadway, Monmouth IL 61462

SAME DAY (Election Day) VOTER REGISTRATION
A person may register to vote on election day with the proper identification (2 forms of I.D., one with a current address)
at the Warren County Clerk’s Office, Warren County Courthouse, 100 W. Broadway, Monmouth IL 61462
For questions regarding Same Day Voter Registration please call 309-734-4612

Voting With A Criminal Record

Registering to Vote in Illinois

ONLINE voter registration application ENGLISH

Voter Registration Application ENGLISH

Voter Registration Application SPANISH

Deputy Registrars

Illinois State Board of Elections

Election Judges

Poll Watchers Guide

Warren County Election Judges are certified every two years. Please call the County Clerks Office 309-734-4612 & asked to be placed on the election judge list. You must declare which party you wish to represent (Republican or Democrat). A list of Precinct (by party) Election Judges are presented to the Warren County Board & certified by the 9th Judicial Circuit Court every two years.

An election judge training is held every two years. A training course is presented and a test is taken.

Warren County Election judges are chosen to work at any election based on experienced judges first, then alternate judges are added as vacancies become available.

An election judge training course & test is held every two years.

Step by Step Guide

Election Judge PP

Vital Records

What kind of records are you looking for? Vital records are official records of births, deaths, and marriages held in Warren County. Genealogy records are unofficial records of births, deaths, and marriages. 

Birth Certificates

Official Birth Certificates

Our office keeps birth records on file of people born in Warren County beginning approximately 1877. For birth certificates of people not born in Warren  County, please contact either the county of birth or the Illinois Department of Public Health Division of Vital Records at 217- 782-6554 (10 am – 3 pm).  

Cost:

$15.00 First record

$6.00 Additional copy

$10.00 OnlineService fee

$1.00 per copy

Who Can Request Certified Birth Records?

To obtain a certified copy of a birth certificate, you must be one of the following: 

  • The person named on the record, if 18 years or older.
  • The parent (listed on the certificate) of the child whose certificate is being requested.
  • A legal guardian with certified court documentation proving verification of guardianship.
  • A legal representative with authorized documentation.
  • An agent authorized by power of attorney.

How to Request a Certified Birth Certificate

Your request must include the person’s name at birth, date of birth, and parent’s names (including the mother’s maiden name). The request must be signed, including a valid phone number, and legible return address, and a photocopy of acceptable identification. 

Death Certificates

Official Death Certificates

Our office keeps death records on file for deaths beginning in 1877. For death certificates of people who passed away outside of Warren County, please contact either the county where the death occurred or the Illinois Department of Public Health Division of Vital Records at 217-782-6554 (10 am – 3 pm).  

Cost:

$17.00 First record

$10.00 Additional copy

$10.00 Online Service fee

$1.00 per copy

Who Can Request Certified Death Records?

To obtain a certified copy of a death certificate, you must be one of the following: 

  • The informant listed on the death certificate.
  • The next of kin.
  • The executor or administrator of the decedent’s estate.
  • Someone who has a personal interest in the certificate.
  • A genealogical copy may be obtained if the certificate has been on file for 20 years or longer.

How to Request a Certified Death Certificate

Your request must include the deceased’s name and the approximate date and year of death, the applicant’s intended use of the record, the relationship to the deceased, and a photocopy of acceptable identification. 

Marriage Certificates

Official Marriage / Civil Union Certificates

Our office keeps records of marriages and unions placed on file more than 75 years ago for people married in Warren County. For marriage certificates of people not married in Warren County, please contact either the county of marriage or the Illinois Department of Public Health Division of Vital Records at 217-782-6554 (10 am – 3 pm).

Cost:

$15.00 First record

$6.00 Additional copy

$10.00 Online Service fee

$1.00 per copy

Who Can Obtain a Certified Marriage Certificate?

Only the bride, groom, or partners in a marriage or civil union may request a certified copy of a marriage record.

How to Request a Certified Marriage Certificate

Your request must include the names listed on the license, the approximate date and year the marriage/union took place, and a photocopy of acceptable identification. /`

A genealogical copy may be obtained if the certificate has been on file for 50 years or longer.

How to Request an Official, Vital Record

Official Vital Records ARE not public information, cannot be given over the phone, and are not subject to FOIA requests.

What Qualifies As A Valid ID?

  • Valid Driver’s License
  • Driver’s license (no more than 6 months old along with one more form of documentation that includes your name and address)
  • Valid State Issued ID
  • Valid US Passport
  • Valid Military ID

Illinois State Law Vital Records Act 410 ILCS 535 specifies who has the legal authorization to access birth, death, and marriage certificates. Certificates will only be issued to those individuals. To do so otherwise is a violation of Illinois law.

How to Request an Official, Vital Record

  1. Write to the Warren County Clerk’s Office, 100 W. Broadway Avenue, Monmouth IL 61462-1797, and include the name(s) on the record;  the date of the record;  the parents’ names (Birth record);  a photo I.D;  enclose a $10.00 money order (NO checks, NO cash).
  2. Come in to the County Clerk’s Office, 100 W. Broadway Avenue, Monmouth, IL and complete a form, present a photo I.D, $10.00 cash or credit/debit card.
  3. To request a Birth, Death, or Marriage online ($10.00 fee + shipping), use your desktop or laptop to click on the link below (not mobile-friendly). Follow and complete the instructions on the Official Records Online or  https://www.officialrecordsonline.com/Select/Index.html/?state=IL&county=WARREN#   

 

Choose Mail Carrier: United States Postal Service, Regular Mail $1.00 or Federal Express $30.00

Genealogy Records

Warren County birth and death records that are 75 years or older are available for genealogy purposes. Warren County death records 20 years or older, are available for genealogy purposes. 

Curious if our office has the Genealogy records you are searching for. You may email us [email protected].

 

If you require extensive “Family” research or Land record searches, please contact the:

Warren County Genealogical Society

PO Box 761

Monmouth, IL 61462

309-734-3166 ask for the genealogy room

 

To obtain certified, official, vital records see Vital Records.

Cost of Request:

Genealogy copies of Birth, Death, and Marriage are $11 and $1 for each additional copy of the same record.

Apply for a Marriage License

Click below to complete an application.

Guidelines to Warren County Marriage Licenses

*Ceremony must be held in Warren County

*Both parties need to be present.

*Both parties need to be 18 years of age or older. If parties are younger, both parents of that person need to be present.

*The fee is $50.00. Forms of payment accepted are cash, money orders, or debit/credit cards.

*License must be acquired in person by 3:30pm day prior to wedding. License can by applied for no more than sixty (60) days in advance

 

If you want to be married at the Courthouse by a Judge you need to contact the Circuit Clerk’s Office at 309-734-5179

Plats Directory

Filter your search for plat slots

Search by Category
Lot category
Search Lake Swan by Section

Lots 1 – 78

Lots 72 – 79

Lots 80 – 97

Lots 97 – 105

Lots 210 – 226

Lots 203 – 211

Lots 186 – 202

Lots 181 – 186

Lots 106-109

Lots 110-123

Lots 124-129

Lots 130-138

Lots 139-146

Lots 146-148

Lots 149-157

Lots 158-162

Freedom of Information (FOIA)

PLEASE send your FOIA requests to the appropriate office.

This is the County Clerk Office.
Please direct your FOIA requests to: Randi Reynolds at [email protected]

The following is a list of records available in the Warren County Clerk/Recorder’s office.

  • Property records, including but not limited to:
    • Mortgages, deeds, plats, liens, etc  (the Warren County Recorder’s office does not perform “title” searches on property.)
  • Fireworks permits
  • Assumed Name Applications
  • Genealogical records (birth, death, marriages) PLEASE see link on the County Clerk/Recorder’s page for more information
  • Election information (election results can be found on the link on the County Clerk/Recorder’s page.)
  • Accounts Payable
  • Payroll
  • Tax Extensions
  • Delinquent property tax information
  • Notary Public
  • Statement of Economic Interest
  • Liquor License
  • County Board minutes and agenda (these items, back to October 2015, can be found under the GOVERNMENT tab, minutes or agenda  links)


Most of the above has a link on the Warren County Clerk/Recorder’s page for more information. 


FOIA request form

Instructions for Requesting Information and Public Records
1. Please make your request for records in writing. Warren County does not require the completion of a standard form for this purpose, however
a form is available in the link above for your convenience. To submit the available form electronically you must save it to your computer then e-mail it to the appropriate department below. You may submit your written request by mail, fax, email or in person. If sending your request via email, use FOIA in the subject line to identify your emails as a FOIA request and to reduce the possibility of it being filtered as SPAM.

2. Please be as specific as possible when describing the records you are seeking. Remember, FOIA is designed to allow you to inspect or receive copies of records. It is not designed to require a public body to answer questions. To the extent that you wish to ask questions of a representative of Warren County, please refer to the department list below.

3. Please tell us whether you would like copies of the requested records, or whether you wish to examine the records in person. You have the right to do either.

4. For black and white, letter or legal sized copies, the first 50 pages are free, unless a different fee is otherwise fixed by statute. Any additional pages will be charged at .15 cents per page. Color and abnormal size copies will be charged the actual cost of copying.

5. You are permitted to ask for a waiver of copying fees. To do so, please include the following statement (or a similar statement) in your written FOIA request. “I request a waiver of all fees associated with this request.” In addition, you must include a specific explanation as to why your request for information is in the public interest – not simply your personal interest – and merits a fee waiver.

6. Please include your name, preferred telephone numbers(s), mailing address, and, if you wish, your electronic mail address. 

Freedom of Information Act (FOIA) Overview
The purpose of the Freedom of Information Act is to ensure that all persons are entitled to full and complete information regarding the affairs of government, and the official acts and policies of those who represent them as public officials.
The principle mandate of the Act provides that each public body shall make available to any person for inspection, or upon submission of a written request, to provide copies of any requested records that are subject to disclosure under the Act. Not all records are subject to disclosure, and the Act provides a number of exemptions.
This Act is not intended to be used to violate individual privacy, nor for the purpose of furthering a commercial enterprise, or to disrupt the duly-undertaken work of any public body independent of the fulfillment of any of the rights of the people to access to information (5 ILCS 140/1). 

Response Time On FOIA Requests
All written requests shall be responded to within five (5) working days (5 ILCS/140/3) following the date the request is received, except in the instance when the request is for commercial purposes. (Within 21 working days of receiving a request for commercial purposes Warren County will: (1) provide a reasonable estimate of time needed to comply with the request along with an estimate of the fees which the requestor will be charged; (2) deny the request pursuant to a statutory exemption; (3) notify the requestor if the request is unduly burdensome and allow the requestor to revise the request to manageable proportions; or (4) provide the requested records).            The five (5) day count begins the day after the receipt of the FOIA request by the Department Head or designated department FOIA officer. The requester may be notified of a five (5) day extension (working days) if the files are voluminous, at different locations, or if other reasons make it impossible to assemble and mail the request out within the normal five (5) day period. 

Denial of FOIA Requests
All county employees are encouraged to provide available information when requested by the public. Information provided or denied under the FOIA, however, must conform to the legal requirements under the Act. Certain documents may be exempt from disclosure pursuant to specific sections in the Freedom of Information Act (5 ILCS 140/3(g);7;7.5).
When a public body denies a request for public records, that body must, within five (5) working days, or within any extended compliance period provided for in the Act, notify the person who made the request, by letter, of the decision to deny the request. The letter must explain the reasons for the denial, and give the names and titles of all persons responsible for the denial.

Appeal of Denial of FOIA Requests
Any person denied access to inspect or copy any public record for any reason may appeal the denial by sending a written notice of appeal to the Public Access Counselor at the following address:
Public Access Counselor
Office of the Attorney General
500 S. 2nd Street
Springfield, Illinois 62706
Phone: 1-877-299-FOIA (1-877-299-3642)
Fax: 2017-782-1396
E-mail: [email protected]

For additional information regarding the Freedom of Information Act, please visit the Illinois Attorney General’s website  http://www.illinoisattorneygeneral.gov/government/idex.html