Search Madison County Court Cases by Name, Number or Filing Type
The Madison County Circuit Clerk is the official record custodian for local Circuit Court cases filed in Edwardsville and related court facilities. The online search accepts a participant name or case number, but it can load slowly during busy periods and does not make every document available remotely.
This guide shows how to run a broad name search, understand the case number, find the next court date, distinguish a docket from a certified document, request older files, and avoid using the Circuit Clerk portal for records held by another agency.
2019-CM-001234.
Choose the Task You Need to Complete
Start with the card that matches your situation. A court-record search, court-date check, copy request and statewide background check are different tasks.
Begin with the legal name, then test middle initials, former surnames and spelling variations.
Use the search methodEnter the full year, case-type code and sequence number to avoid duplicate-name results.
Read the case numberThe public portal displays the next and last court dates after the correct case is opened.
Find the court dateUse the Archives and Record Search process for certified, older or unavailable court documents.
Review fees and methodsUnderstand the Madison County Court Record System
Madison County is part of Illinois’ Third Judicial Circuit with Bond County, but each county’s Circuit Court operates separately. Madison County court files are maintained by the Madison County Circuit Clerk.
Use for Madison County civil, criminal, family, probate, traffic, eviction, small-claims and other Circuit Court cases.
Use the Illinois reviewing-court systems for appellate records rather than the county trial-court portal.
Use PACER for federal district, appellate and bankruptcy records. County case searches do not include federal litigation.
Use the Bureau of Identification when the task is a criminal-history inquiry rather than one local court docket.
How to Search Madison County Court Records by Name
The official online search accepts a participant name or case number. Start broad enough to find the record, then use the filing year, case type and party details to separate people with similar names.
Search the last and first name without adding uncertain information during the first attempt.
Try the middle initial, former surname, hyphenated version, suffix and common spelling differences.
Compare the case number, filing year, case type, party role and court-date information.
- Open the Circuit Clerk Court Records Search page. The county page sends users to the official case-search service. The clerk warns that the search screen may load slowly during high-volume periods.
- Select a participant-name search. Enter the person’s surname and given name using the format requested by the portal.
- Begin with fewer name parts. Search the first and last name before adding a middle name or suffix.
- Repeat the search with variations. Try a middle initial, full middle name, former surname, maiden name, suffix and alternate spelling.
- Open each likely case carefully. Duplicate names are possible. Compare the case number, filing year, case type and party information.
- Review Case Overview. The clerk’s FAQ states that the next and last court dates are displayed on this screen.
- Save the full case number. Use it for later searches, payments, copy requests, continuance paperwork and communications with court staff.
How to Read a Madison County Case Number
The Circuit Clerk explains that a Madison County case number uses a year, case-type code and sequence number. The complete number is the fastest way to return to the correct file.
Filing year: the first section shows the year in which the case was opened.
Case-type code: the letter code identifies the category used by the Illinois case-management system.
Sequence number: the final digits distinguish that case from other filings in the same category and year.
2022-TR-###### to illustrate the year–case type–number pattern.
Where to find the number
- Top of the complaint, petition or charging document
- Traffic citation or court notice
- Hearing notice
- Judgment, sentence or court order
- Attorney correspondence
- Online Case Overview page
Which Madison County Cases Can Be Searched?
The Circuit Clerk files and processes state and local court matters. Availability depends on the case type, public-access rules, filing date and whether a document has been digitized.
| Case category | Common examples | Practical search note |
|---|---|---|
| Civil | Contract disputes, property cases, law division matters, arbitration and asbestos cases. | Civil paperwork is filed through the Circuit Clerk’s Civil Division. |
| Small claims | Lower-value money disputes handled within the Civil Division. | Search by party name or case number; forms and instructions are available separately. |
| Eviction | Landlord-and-tenant possession cases, historically called forcible entry and detainer. | Check the filing date, plaintiff, defendant and hearing information carefully. |
| Criminal | Felony and misdemeanor cases. | A filed charge is an allegation; read later docket entries and disposition information. |
| Traffic and ordinance | Traffic tickets, ordinance violations, conservation cases and related fines. | Allow time for a recent citation to enter the system before assuming it is missing. |
| Family and divorce | Dissolution, parentage, custody and child-support matters. | Public case information may appear while protected filings remain unavailable. |
| Probate | Estates, guardianships, small-estate matters and estate claims. | The Civil Division includes probate matters; some personal information may be restricted. |
| Orders of protection | Protection proceedings filed under Illinois law. | Access can be restricted because of safety and confidentiality rules. |
| Juvenile, sealed or expunged | Protected juvenile files, sealed matters and expunged records. | These records may not appear publicly and may require legal authority or a court order. |
How to Read a Madison County Case Result
The online Case Overview is a working summary of the court file. It is useful for locating the case and following activity, but it is not automatically a complete or certified copy of every filing.
| Result detail | What it tells you | What to verify |
|---|---|---|
| Case number | The filing year, case category and unique sequence. | Copy the full number exactly for future searches and requests. |
| Participant names | The parties connected with the case. | Check middle initials, suffixes, former names and party roles. |
| Case type | Whether the matter is civil, criminal, traffic, family, probate or another category. | Make sure the category matches the event you are researching. |
| Docket or history | Chronological entries showing filings, hearings, orders and other activity. | A docket entry does not guarantee that the underlying document is viewable online. |
| Next or last court date | The scheduled or most recent appearance information shown by the portal. | Confirm urgent or same-day details with the court because schedules can change. |
| Charge or claim | The accusation, ticket, petition or legal claim that started the matter. | Read later disposition or judgment entries; filing does not prove the allegation. |
| Disposition | Dismissal, judgment, conviction, supervision, sentence or another result. | Look for later amendments, appeals, satisfaction entries or post-judgment activity. |
How to Find a Court Date or Current Docket
The Circuit Clerk says a case’s next and last court dates appear on the Case Overview screen. The county also publishes court schedules for the Third Judicial Circuit.
- Search the participant name or case number. Open the correct case from the results.
- Review Case Overview. Locate the Next Court Date and Last Court Date fields.
- Check the court schedule when needed. Published dockets are updated on Tuesdays and Fridays. Asbestos dockets are updated once weekly on Tuesdays.
- Confirm remote-hearing instructions. Use the court’s current Zoom or remote-hearing page only when the case notice or court schedule says the hearing is remote.
- Call before relying on a changed or missing listing. Online information should not be treated as proof that a hearing was cancelled.
What to Do When No Madison County Case Appears
A blank result can mean the name was entered differently, the filing is too recent, the case is protected, the wrong court system was searched or the record requires an archive search.
The name is formatted differently
Try the middle initial, former surname, maiden name, suffix, hyphenated form and common spelling variations.
The ticket is new
The clerk advises allowing approximately two weeks from the date of arrest for a ticket to reach the office and appear in the system.
The case is protected
Juvenile, sealed, expunged, impounded or otherwise confidential files may not appear publicly.
The case is appellate or federal
Use Illinois reviewing-court resources or PACER rather than the Madison County trial-court portal.
The file is older
Contact Document Storage and Record Search or visit the courthouse to inspect the available file.
The search page is not loading
Wait after clicking once. For technical problems with the search website, call 800-250-9884.
Use this no-result recovery sequence
- Confirm that the case was filed in Madison County, Illinois.
- Remove optional filters and search the basic name.
- Try the middle initial and former-name variations.
- Search the full case number from any existing paperwork.
- Allow time for a recent ticket to enter the clerk’s system.
- Check Illinois reviewing-court records if the matter was appealed.
- Check PACER for federal district or bankruptcy litigation.
- Use a public-access computer in the courthouse Records Division.
- Submit an archive or record-search request.
- Call the Circuit Clerk at 618-692-6240 for office guidance.
Request Madison County Court Documents and Certified Copies
Court-record copy requests are handled by the Circuit Clerk’s Document Storage and Record Search team. Requests are not accepted by phone, although payment can be made by phone after the office calculates the amount and supplies the required information.
Ways to submit a request
- Use the online request form. Provide the case number, party names, requested document and whether certification is needed.
- Email the request. Send the details to courtcopy@madisoncountyil.gov.
- Mail the fillable form. Address it to Madison County Circuit Clerk, Attn: Document Storage / Record Search, 155 N. Main Street, Edwardsville, IL 62025.
- Visit the courthouse. The clerk states that visiting Document Storage / Record Search is the fastest option and can allow same-day viewing and copy requests.
- Fax the request. The published fax numbers are 618-692-0676 and 618-655-2017.
Current published copy fees
| Copy or search service | Published fee | Practical detail |
|---|---|---|
| First page of a court document | $2 | The first page is charged separately from later pages. |
| Pages 2–20 | $0.50 per page | Applies to pages within the same requested court-document copy. |
| Page 21 and above | $0.25 per page | The lower per-page rate begins after page 20. |
| Certification seal | $6 per certification | Request only when the receiving organization needs an official certified copy. |
| Docket sheet | $6 per page | A docket sheet summarizes case activity and is not the same as every filed document. |
| Child-support payment history | $6 per page | Specify the case number and time period needed. |
| Criminal-history court search | $6 | This is a local clerk service, not a fingerprint-based statewide background check. |
| Record search when the case number is unknown | $6 per year, per case | The fee applies when the case cannot be found in the system and staff must search the requested year. |
Information to include
- Complete case number, if known
- Names of the plaintiff and defendant or other parties
- Case type or criminal charge, when applicable
- Exact document title
- Approximate filing date
- Whether the copy must be certified
- Preferred delivery method: email, mail or pickup
- Contact phone, email and mailing address
Which Court Records May Be Restricted?
Most court files are public unless an Illinois statute restricts access or a judge impounds the record. Online visibility can also be narrower than in-person courthouse access.
| Record situation | Likely access | What to do |
|---|---|---|
| Ordinary public case summary | Usually searchable | Use the online participant-name or case-number search. |
| Public document not shown online | May require request | Visit Document Storage or submit a copy request. |
| Older paper or archived file | May require retrieval | Contact the clerk in advance and ask whether the file is on-site. |
| Juvenile or adoption matter | Restricted | Ask the clerk about the legal authority required for access. |
| Sealed, impounded or confidential file | Restricted | Access may require party status, statutory authority or a court order. |
| Expunged record | Not publicly available | Do not assume a missing result means the case never existed. |
Where to Search or Request Madison County Records in Person
Madison County Courthouse
155 N. Main Street
Edwardsville, IL 62025
Main Circuit Clerk phone: 618-692-6240
General hours: Monday–Friday, 8:30 a.m.–4:30 p.m.
Document Storage / Record Search
155 N. Main Street, Suite 11
Lower level
Edwardsville, IL 62025
Email: courtcopy@madisoncountyil.gov
Criminal Justice Center
509 Ramey Street
Edwardsville, IL 62025
Use the official case or hearing information to confirm which building handles the appearance.
Alton Satellite Office
1700 E. Broadway
Alton, IL 62002
Open Tuesday and Friday only
Published hours: 8:00 a.m.–4:00 p.m.
Searching a Case Is Different From Filing a Document
The public record portal helps you find existing cases. It does not submit a motion, answer, petition or other filing into the court file.
| Task | Correct route | Important limitation |
|---|---|---|
| Look up an existing case | Circuit Clerk Court Records Search | A search does not file anything or change a court date. |
| File a civil or family document | Illinois eFileIL service provider | Madison County requires civil and family cases to be electronically filed unless an approved exemption applies. |
| File in an excluded category | Follow the Circuit Clerk’s category-specific process | Traffic, criminal misdemeanors, conservation, ordinance and felony case types are listed as unavailable for e-filing through the county process. |
| Request a continuance | File the correct Motion to Continue | Submitting the motion does not mean the judge granted it. |
| Update an address | Submit the clerk’s change-of-address form | The case number is needed so the case-management record can be updated. |
Check the Case Before Paying a Ticket or Fine
The clerk provides online and phone payment options for eligible traffic tickets, felony fines, misdemeanor fines and court costs. Use the correct case number to prevent payment delays or posting errors.
Verify these details before submitting payment
- Full defendant name
- Complete Madison County case number
- Ticket or charge description
- Current balance
- Whether a court appearance is required
- Whether the selected payment type matches the case
The clerk specifically warns that selecting the wrong payment type can cause delays, extra fees and processing errors. Overweight tickets cannot be paid by credit card through the listed online process.
Use a Different System for These Records
| Record needed | Why the county case portal is not enough | Better route |
|---|---|---|
| Illinois appellate record | Appeals are reviewing-court records rather than the Madison County trial file. | Use the Illinois Fifth District resources or re:SearchIL. |
| Federal district case | Federal litigation is outside the Illinois county Circuit Court system. | Use PACER and select the appropriate Southern District of Illinois court. |
| Bankruptcy case | Bankruptcy is handled by the U.S. Bankruptcy Court. | Use Southern District of Illinois Bankruptcy Court PACER resources. |
| Statewide criminal-history report | A local court search is not a complete statewide or fingerprint-based background check. | Use the Illinois State Police Bureau of Identification. |
| Police report | Police reports are law-enforcement agency records, not ordinary court-file copies. | Contact the police department or sheriff that investigated the matter. |
| Birth, death or marriage record | These records are maintained by the County Clerk. | Use Madison County Clerk vital-record services. |
Use Madison County Court Information Carefully
A name search can display allegations, dismissed matters, pending cases, duplicate names and incomplete document lists. It should not be treated as a complete identity or background report.
- Do not assume a criminal charge resulted in conviction.
- Do not assume a lawsuit allegation was proved.
- Do not assume a pending matter has reached a final outcome.
- Do not assume a same-name case belongs to the intended person.
- Do not treat an online docket as a certified court document.
- Do not use this website as a consumer-reporting or employment-screening service.
Read the site’s FCRA and consumer-reporting notice before using public-record information for an eligibility or screening decision.
Frequently Asked Questions About Madison County Court Records
Can I search Madison County Illinois court cases by name?
Yes. The Circuit Clerk’s official Court Records Search allows users to search case information by participant name or case number.
Why is the Madison County court search loading slowly?
The Circuit Clerk warns that the search can load slowly during high-volume use. Click once and allow time for the page to open. Technical problems can be reported to 800-250-9884.
How do I find my Madison County case number?
Check the top of your court paperwork or search the online case index by participant name. Public-access computers are also available in the courthouse Records Division.
What does a Madison County case number look like?
The clerk uses the format year–case type–sequence. Examples published by the office include 2019-CM-001234 and 2022-TR-######.
Where can I see my next court date?
Open the correct case in the online search. The Case Overview screen displays the next and last court dates. Confirm urgent details with the court because schedules can change.
How much does a certified court copy cost?
The Circuit Clerk currently lists a $6 certification charge in addition to the applicable document-copy and postage charges.
Can I request court copies by phone?
No. The clerk states that copy requests are not accepted by phone. Submit the online form, email, mail, fax or visit in person. Phone payment is available after the office calculates the cost and supplies the required payment information.
What if I submitted the copy form between June 9 and July 15, 2026?
The Circuit Clerk says submissions made during that period were not received by the Record Search team. Resubmit the request or email courtcopy@madisoncountyil.gov and explain when the original form was sent.
How long does a new traffic ticket take to appear?
The Circuit Clerk advises allowing approximately two weeks from the arrest date for the ticket to arrive at the office and appear in the system.
Does a missing case mean the person has no court record?
No. The record may use a different name format, be too recent, belong to another court system, be archived, sealed, impounded, expunged or otherwise restricted from public access.
How This Madison County Guide Was Verified
- Madison County Circuit Clerk — Court Records Search
- Madison County Circuit Clerk — Frequently Asked Questions
- Madison County Circuit Clerk — Court Copy Requests
- Madison County Circuit Clerk — Main Office
- Madison County Circuit Clerk — Court Schedules
- Madison County Circuit Clerk — e-Filing
- Illinois Courts — Madison County Courthouse
- Illinois Courts — Fifth District Appellate Court
- Illinois State Police — Background Checks
Read the site’s source-verification policy for information about official-link checking, fee reviews and correction handling.
The official search process, case-number format, court-date guidance, copy-request alert, fees, courthouse locations, e-filing rules and access limitations were reviewed against current Madison County and Illinois court sources.
Court portals, fees, room numbers, hours and access rules can change. The current Madison County Circuit Clerk or court source controls when it differs from this guide.