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. 


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


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

How to request ceremonial documents

All requests for ceremonial documents must be submitted in writing and go through a review and approval process. Requests can be submitted via email 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.    

All requests 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

When requesting a proclamation, also 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​   

Submitting requests

Mindy Levine
phone: 704-336-4796

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

 Interested in the mayor's programs and initiatives? Learn more about getting involved.