Maryland Death Records

Are Death Certificates Public in Maryland?

Yes, uncertified death certificates are public records. However, certified Maryland death certificates are restricted to an authorized few. Only the decedent’s spouse, children, surviving relatives, legal representatives, and the funeral director can request death certificates in the state. Maryland death certificate search can be done by mail or at some local health departments. Information that can be obtained from death records is the decedent’s social security number, birth, death, marriage, and divorce records. Alternatively, a death certificate search can be done by funeral directors and medical certifiers at the United States death registry. General searches regarding deaths in a county may be conducted through the online database of the National Center for Vital Statistics.

What Shows Up on Death Records in Maryland?

In Maryland, death records are vital records containing information about deaths within the state. A death record serves as official proof of death and details the deceased's data and the events surrounding the death. Like other Maryland Vital Records, the state vital records office generates and disseminates death records. A typical Maryland death record contains the following information:

• Full name of the deceased
• The deceased’s biodata, including sex, color, race, etc.
• Place of death
• Birth records, including date of birth and birthplace and name of birth parents
• Name of decedent’s spouse
• Usual residence before death
• Date and hour of death
• Parental and marital
• The decedent’s Social Security number
• Usual occupation, including kind of business or industry
• Informant’s details
• Cause of death
• Medical certification

Death records are important documents used by government agencies to amend electoral registers, passport records, government benefits paid, etc. Death records can also be used to close bank accounts, transfer real and personal property titles, monitor death trends, collate data for research studies, and process pension claims, motor vehicle transfers, bonds, stocks, and life insurance benefits. In addition, death records come in handy when prioritizing health-related funding, medical and health-related research efforts (like gathering public health statistics), and public health interventions for genealogical research. This allows interested persons to request confidential and non-confidential vital statistics for research or public health surveillance purposes at the Maryland Department of Health (MDH) Division of Health Statistics. MDH is the state's central repository for Maryland vital statistics. The office is tasked with compiling information regarding birth, death, marriage, and divorce. Individuals seeking more information regarding Maryland mortality data can check the United States Vital Statistics System (VSS) or contact the United States death registry.

How are Death Records Created in Maryland?

A death record is created for every death in Maryland or a case where a corpse is found in the state. The process of death record creation is facilitated by the Maryland Electronic Death Registration System (MD-EDRS), although death records can also be created offline. Death records can be created offline by obtaining a blank death certificate from the health institution where the person died or at the Vital Records Office if the death occurred at home. The MD-EDRS is a web-based application that Medical Certifiers and Funeral Directors use to report deaths electronically to the Maryland Department of Health. A death record must be created and filed at the Vital Records Office within 72 hours of the death.

The three steps involved in creating a Maryland death record include:

• Completing the Deceased’s Personal Information
  The Funeral Director or the person taking up this role shall obtain a blank death certificate from the health institution where the person died or at the Vital Records Office in the county where the death occurred. After which, the death certificate is completed with all the required personal and statistical information of the deceased. The information is usually provided by an informant, who may also be the next of kin or anyone trusted to provide accurate information. The informant then enters their signature, address, and date of signing. If the body is in the custody of the State Anatomy Board, the person who last had custody of the body before it was sent to the State Anatomy Board will be required to provide all the required information, excluding the medical certification.
• Completion of the cause of death and medical certification
  Medical certification must be completed within 24 hours after receipt of the death certificate by the attending physician, physician assistant, or nurse practitioner in charge of the patient’s care for the illness or condition which led to the death unless the inquiry is required by the medical examiner. The person completing the cause of death and medical certification must attest to the accuracy by signature or an approved electronic process.
  Suppose within 24 hours after taking custody of a body, the medical examiner cannot determine the cause of death. In that case, the medical examiner shall enter “investigation pending” in the cause of death section of the death certificate. Then immediately, the medical examiner determines the cause of death, and the medical examiner will send the Secretary a report of the cause of death for entry on the certificate.
• Filing at the Vital Record Office
  Upon completing all the required information on the death certificate, the Funeral Director will file the completed death certificate with the Vital Record Office in the county where the death took place for recording and certification.

What is the Difference Between a Death Certificate and Other Death Records?

A death certificate is a legal document showing details about a person's death. It gives comprehensive information about the deceased and the events surrounding the death. Below is the information Maryland death certificates reveal:

• Decedent’s legal name, sex, age, residence, race
• Marital status at the time of death
• Birth parents
• Cause of death
• Place, date, and time of death
• The decedent’s social security member
• Facility Name
• The decedent’s education, occupation
• Birth records, including date of birth and birthplace
• Disposition details such as method, place, location

Other public death records are usually not comprehensive as a death certificate. Instead, they are just mere notifications or verification of a person’s demise. That said, a record seeker can perform a Maryland death certificate search by contacting the Maryland State Archives or State vital records office.

How to Find Death Records Online in Maryland?

The Maryland Department of Health Division of Vital Records does not provide access to death records online. Death records search in Maryland can only be done via mail orders. However, death records from 2012 and before are available online at the Maryland State Archives. Record seekers would have to use the archive’s search room computer to get death information about people at a fee. Only information about dead people in Baltimore City (1875 - 2012) and Maryland Counties (1898 - 2012) is available for perusal. Online death record search in Maryland requires providing information like the decedent’s name, gender, place, date of death, age at death, and certificate number (if known). Record seekers can also search for death records online via the United States National Death Index. NDI serves as the nationwide database for all United States death records.

Considered open to citizens of the United States, public records are available through both traditional and government sources and third-party websites and organizations. In many cases, third-party websites make the search easier as they are not limited geographically or by technological limitations. They are a good place to start when looking for specific or multiple records. To gain access to these records, interested parties must furnish the online vendor with:

• The name of the person listed in the record. Juveniles are typically exempt from this search method.
• The last known or assumed location of the person listed in the record. This includes cities, counties, and states.

While third-party sites offer such services, they are not government-sponsored entities, and record availability may vary on these sites when compared to government sources.

Death Record Search by Name in Maryland

The Maryland State Archives allows requesters to conduct a death record search by name. Requestors must fill the search fields with the appropriate information to get results. The information required for a death record search by name in Maryland is the decedent’s full name, gender, place, date of death, age at death, and certificate number (if known). Record seekers can obtain certified or uncertified copies of death records from the Archives office.

Death Record Search by Address

The Maryland State Archives and the state vital records office do not provide death record searches by address. Therefore, a record seeker can only conduct a death record search by name, mail, and in person at some local health departments. For specific information about how to conduct death, marriage, divorce, and birth record searches by address, interested persons may query the specific county custodian concerned.

How to Find Death Records for Free in Maryland?

Death records maintained by the Maryland Department of Health Division of Vital Records are available upon the payment of the required fees. However, free death certificates may be obtained only in either of these cases:

• A copy of the death record of a current or former armed forces member is being requested by a member; or
• A copy of a death record of a current or former armed forces member or the member's surviving spouse or child is being requested to be used concerning a claim for a beneficiary or dependent of the member.

In both cases, proof of service in the armed forces must be provided.

How to Obtain Death Records in Maryland

Interested persons can obtain Maryland death records through the Maryland Department of Health Division of Vital Records or local health departments. The State Vital Records Office provides access to certified and uncertified copies of death records for individuals who died in Maryland from 1969 to the present. Copies of records for deaths before 1969 are maintained and issued at the Maryland State Archives.

The Maryland Department of Health Division of Vital Records accepts requests through:

• Mail Order
• In-Person Order

Mail Order

Download and complete the Application for Certified Copy of Maryland Death Record with accurate information. Send the completed application together with a legible copy of a valid government-issued ID, documentation of entitlement, a self-addressed, stamped envelope, and money order or check payable to the “Division of Vital Records” to:

Division of Vital Records
P.O. Box 68760,
Baltimore, MD 21215-0036

In-Person Order

The Maryland Division of Vital Records’ lobby is currently closed to in-person requests to curtail the spread of the COVID-19 pandemic. Visit the Maryland Department of Health Division of Vital Records for regular updates on the availability of in-person requests. However, it is advisable to send mail requests or visit local health departments close to you for death records, pending when the lobby opens to customers. The address is as follows:

The Maryland Department of Health
Division of Vital Records
6764B Reisterstown Road
Reisterstown Road Plaza
Baltimore, MD 21215
(410) 764-3038

Death Records Request From Maryland State Archives

Death records of deaths that occurred in Baltimore City (1875 - 2010) and Maryland Counties (1898 - 2010) can be requested at Maryland State Archives online (by credit card only), by mail, or by phone orders.

Note that an order comprises searching for one record, one name, one location, and one year, as stated on the form. The Archives will attempt to find the record with the information provided, but results are not guaranteed. If the searched record is not found, the fee will not be returned, and a notification letter from the Archives will be issued. Contact Maryland State Archives for more information on the availability of records by email at msa.helpdesk@maryland.gov or by phone at (410) 260-6487. No documentation is required to request a death record at Maryland State Archives.

For an online order, complete all required fields on the Online Death Certificate Order Form and click on the “add to cart” button to place an order. The $25 required fee for each record is payable by credit card (Visa or Mastercard).

For a mail order, complete the Death Certificate Mail-in Order Form and click on the “Print Order Form”. Payment can be made by credit card (Visa or Mastercard), check, or money order. Mail the completed form to:

Maryland State Archives
350 Rowe Boulevard
Annapolis, MD 21401
Toll-Free: (800) 235-4045

Mails must not be sent via FedEx or certified mail.

Can Anyone Get a Copy of a Death Certificate in Maryland?

According to the Code of Maryland Regulations (COMAR) 10.03.01.08, copies of Maryland death certificates may only be issued to applicants who have direct and tangible interests in the records. This includes surviving relatives, authorized representatives, beneficiaries, a person with a business need or court order, and the Funeral Director who handled the final disposition of the deceased’s body. Authorized persons must present the necessary documentation and IDs as listed below:

• A surviving relative of the deceased must provide proof of relationship to the deceased with documentation such as:
  • Marriage Certificate
  • Birth Certificate
  • Obituary
• Authorized representatives of surviving relatives of the deceased must provide documentation such as:
  • Letter of Administration signed by the Register of Wills or the Court Clerk

Or

• Authorization of Release signed by a surviving relative, which must include:
  • Name of deceased
  • A copy of the surviving relative’s valid ID
  • Relationship of surviving relative to deceased
• A person authorized by a court of law must provide a copy of the court order
• A person making an insurance claim or other type of business need must provide documentation such as:
• Letter from the insurance company
• Vehicle Title
• Deed

Note that it is mandatory that all requesters present required documentation and unexpired valid IDs showing the number and expiration date of the ID.

How Much Does a Death Certificate Cost in Maryland?

In Maryland, a death certificate costs a non–refundable fee of $10 for the first copy and $12 for each extra copy of the same certificate purchased in the same transaction. For mail requests, send payment in the form of a check or money order. Cash will not be accepted for mail orders. For check payment, include a copy of your driver’s license or other government-issued photo ID that shows your current address or other acceptable ID which includes:

• Current car registration
• Paystub
• Bank statement
• Lease/rental agreement
• Utility bill with current address
• Copy of income tax return/W-2 form

How Long Does It Take to Get a Death Certificate in Maryland?

The Maryland Division of Vital Records processes a death certificate mail request within four weeks of the request. The office is currently closed to walk-in customers in a bid to prevent exposure to COVID-19.

How Long to Keep Records After Death

In Maryland, there are no laws that indicate how long a death record should be kept for after death, but it is necessary to keep a death record for as long as possible because it is considered an official proof of death.

How to Expunge Your Death Records in Maryland?

Expunge is a legal term that refers to the authorized complete deletion of a record that is considered sensitive or permitted to be deleted after the person named on the record has qualified for an expungement. Maryland laws do not allow the expungement of death records.

How to Seal Your Death Records in Maryland?

Maryland laws do not allow the sealing of death records in the state.

How to Unseal Your Death Records in Maryland?

Maryland laws do not allow the unsealing of death records in the state.

How to Use the Maryland Death Registry

The Maryland Department of Health requires all medical certifiers and funeral directors to report deaths electronically using their Maryland Electronic Death Registration System (MD-EDRS). Here is how to use the MD-EDRS:

• The medical certifier must create a user account on the EDRS system. A username and an activation link will be provided
• Follow the activation link to create a password. Then login to the system using the assigned username and preferred password
• Click on the “Certificate” tab on the left of the screen and choose “Create Certificate” from the drop-down menu
• Click on the “Confirm” icon to ascertain approval from the Chief Medical Examiner to create the certificate in MD-EDRS
• Enter the deceased’s information and click “Continue”. If the information provided matches a record started by another user, it will appear in the system in the “Potential Duplicate Record Browser” section. The medical certifier can click on the deceased’s last name and complete the “Medical Information” section of the record. However, if there is no matching record, the medical certifier can continue to fill in the decedent's medical information.
• After filing all the necessary information, click on the “Certificate View” tab at the bottom of the screen to review the death certificate
• If all the information on the certificate is accurate, click on the “Certificate Options” tab at the upper left of the screen. Then click on “Attest Certifier” from the drop-down menu
• Check Yes, then click on “Continue”
• A message of successful attestation will appear, indicating that the record is signed and locked
• The medical certifier must transfer the certificate to the funeral home by clicking on “Certificate Options’ and selecting “Grant Access” from the drop-down menu
• Select the funeral home from the drop-down menu and then click “Continue”
• A successful message will appear showing that the record has been transferred to the funeral home
• When the funeral home receives the record, they just have to log in to EDRS, click on “Certificates,” and then “Find Certificate”
• Search for the deceased’s name in the search box
• Click on the name to open the record
• Enter the deceased’s personal information
• Click on the “Validation” tab and “Validate PI” to check for errors
• If there are no errors, the message “Successfully Validated Personal Information” will appear
• Fill in the information on the Funeral Director tab near the bottom of the page.
• Click on the “Validation” tab near the top of the page and then on “Validate FD” to check for any errors
• The message “Successfully Validated Funeral Director Information” will appear
• Click on the “Save[F8]” tab to save the record
• Click on the “Certificate Options” tab and “Authenticate PI” to authenticate the personal information
• Check the “Yes” box and then click on “Continue”
• A message that the Personal Information has been successfully authenticated will appear.
• Click on “Certificate Options” and “Sign FD” to sign the record as the Funeral Director
• Check the box “Yes” and “Continue”
• A message that the Certificate was successfully signed will appear.
• Click on the “Certificate Options” tab and “Submit to Registrar” to file the death certificate with the Division of Vital Records (DVR)
• Check the box “Yes” and “Continue”

Once the record has been reviewed by a DVR staff and determined to be complete, the death will be registered in the Maryland death index. This allows the deceased family members to create Maryland death notices to inform the general public about the death of their loved ones. Upon registration, the certified copies of the deceased’s death certificates will be available for issuance.

How to Find an Obituary for a Specific Person in Maryland

Interested members of the public may find an obituary for a specific person by visiting the Maryland State Archives’ official website. Free obituary search can be conducted by simply typing the word “obituary” in the search box available on the website. The record seeker can sort through the list generated after a search to find the obituary of the specific person concerned. Maryland obituary search results reveal the deceased's full name, time and place of death, age at death, cause of death, and funeral information.

How to Conduct a Free Obituary Search in Maryland

The Maryland State Archives has an online tool where a record seeker can conduct a free obituary lookup. To perform a Maryland obituary search, a record seeker can go to the Maryland State Archives' official website and type “obituary” in the search box. Information regarding obituaries in the state will be provided. Note that anyone can conduct a free obituary search in Maryland. The information that can be found in a Maryland obituary search are:

• The decedent’s full name
• Age at death
• Time and place of death
• Address
• Birth records
• The decedent's spouse and children
• Information about birth parents
• Information on the deceased life and occupation
• Cause of death
• Date of funeral and burial place

What is Considered a Death Notice in Maryland?

Maryland death notices are public announcements made in local newspapers when people die in the state. Record seekers can find death notices for free by typing the phrase “death notice” in the search box available on the Maryland State Archives website.

What is the Difference Between Death Notices and Obituaries?

The primary difference between death notices and obituaries is the length. Death notices are short announcements of a person’s death. It includes the deceased’s name, date and location of death as well as the funeral home handling the arrangements. Conversely, an obituary is longer. It provides specific information about the person’s life, including biological information, hobbies, occupation, accomplishments, names of surviving family members, and information regarding the funeral service. Members of the public are allowed to conduct a free obituary search in Maryland.