Requesting Ceremonial Documents

Proclamations and letters are ceremonial documents signed by the mayor and issued for public awareness, charitable events, arts and cultural celebrations and other special honors.

All requests for ceremonial documents must be submitted in writing and will go through a review and approval process. Requests can be submitted viaemail or U.S. mail. To ensure efficient processing, the manager's office asks that requests be made at least four weeks in advance of the date the document is needed. Please allow five to ten business days for response.

A letter of greeting or congratulations will be issued for conferences, conventions and seminars or a significant anniversary, birthday, reunion or event.

When submitting requests for a letter, be​ sure to include any other pertinent information.
Requests for ceremonial documents should include:

Mayor Roberts letter sample

A proclamation is a formal declaration of a day/week/month in honor of a special event. It is typically used to make a public announcement. Requests for a proclamation can be submitted via email or U.S. mail.

When submitting requests for a proclamation, be sure to include:

  • The name and date(s) of the day, week, month of the event to be proclaimed

  • Draft text for the proclamation, including five “whereas” clauses

  • The date when the proclamation is needed​

​​​​​​​​​​​​​Mayor Roberts proclamation sample

Requests for ceremonial documents should include:

  • Contact person’s first and last name, address and telephone number.

  • A brief summary and/or background of the event or organization.

  • A date when the document is needed.

  • An indication of whether the document should be mailed or will be picked up and the date.

You can submit requests by contacting Amanda Burch: 






 Office of the Mayor
 600 East Fourth Street, 15th Floor
 Charlotte, NC 28202

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