To get a city proclamation, submit a written request to your mayor’s office or city clerk at least three to six weeks before the date you want proclaimed, using the city’s proclamation request form and explaining, in specific terms, why the person, organization, or cause deserves official recognition. The process is free in nearly every municipality, and most cities will also ask you to draft the proclamation language yourself. Approval is not automatic, and cities apply written policies that rule out several common categories of requests.
What a Proclamation Is, and Isn’t
A proclamation is a formal document, signed by the mayor or another authorized official and usually stamped with the city seal, declaring a specific day, week, or month in honor of a subject. It follows a traditional format: several “Whereas” clauses laying out the reasons for the recognition, followed by a “Now, Therefore” statement making the declaration.
It is honorary. A proclamation does not create a paid holiday, change any law, or obligate anyone to observe the date. It also does not signal that the city endorses a political position, ideology, or business. What it does give you is an official government document you can frame, photograph, reference in press releases, and use as a public marker of the work being recognized.
What Cities Will Proclaim
Cities are generally open to requests that show a clear tie to the local community. The subjects most often approved fall into a handful of categories:
- Awareness campaigns with local relevance, including public health observances, charitable causes, and safety initiatives.
- Organizational milestones, such as anniversaries for nonprofits, civic groups, churches, or long-standing local businesses.
- Cultural celebrations, including heritage months and festivals reflecting the city’s diversity.
- Individual recognition for distinguished service, a lifetime of community involvement, or an extraordinary achievement.
You can request a day honoring yourself or someone you know, but cities respond far better when the honoree has a documented record of community impact. A request to declare “Jane Smith Day” because Jane has volunteered at the food bank for 30 years will land differently than one built on personal accomplishment alone. Tie the recognition to what the person has done for the city.
What Will Get You Denied
Cities publish policies on what they won’t proclaim, and the restricted categories are consistent from one municipality to the next. Expect a denial if your request involves:
- Political controversy, or anything requiring the city to take a side on a partisan or ideological issue.
- Religious advocacy promoting a specific belief system.
- Commercial promotion, including grand openings, product launches, and anything that reads like an advertisement.
- Routine personal milestones like birthdays, weddings, retirements, and anniversaries, unless the circumstances are extraordinary, such as a resident turning 100.
- National or international campaigns with no specific tie to the city or its residents.
Cities also generally cap the number of proclamations any single organization can receive in a year. If your group already got one this year, a second request is likely to be turned down. A recent, similar observance issued by the city can also weigh against you.
Finding the Request Form
Nearly every city posts a proclamation request form on the website of the mayor’s office or city clerk. Some label it plainly as a “Proclamation Request Form,” others tuck it under “Mayoral Services” or “Council Recognition.” If you can’t find it online, call the city clerk’s office and ask.
The form asks for the full name of the person, organization, or cause being honored; the specific date or date range you want; your contact information; and a written explanation of why the recognition is warranted. That explanation is the most important part of your submission. Keep it concise but specific. Cite concrete accomplishments, years of service, measurable community impact, or the local significance of the cause. Vague statements about “making a difference” don’t move the needle. Specifics do.
Supporting materials strengthen the case. Letters of support from other community members, a brief biography of the honoree, press coverage, or documentation of the cause’s local impact all help. You don’t need to bury the city in paperwork. One or two strong supporting documents signal that the request is serious.
Drafting the Proclamation Language
Many cities ask the requester to submit a draft of the proclamation itself, or at least the “Whereas” clauses. This surprises people, but it makes sense: you know the subject better than city staff do. The standard format is straightforward.
Write four to six short “Whereas” clauses, each beginning with the word and making one clear factual point. For example: “Whereas, the Riverside Food Bank has served over 50,000 meals to families in need since 1998…” Close with a single “Now, Therefore” clause where the mayor makes the declaration: “Now, Therefore, I, [Mayor’s Name], Mayor of [City], do hereby proclaim October 15 as Riverside Food Bank Day.”
Keep the draft to one page. Stick to verifiable facts and be ready to source any statistics you include. The city reserves the right to edit your language before issuing the final document, so don’t agonize over every word. Focus on getting the substance right.
Where to Submit and How Much Lead Time to Give
Submit to the mayor’s office or the city clerk, whichever handles proclamations in your city. Most accept submissions through an online form, by email, or in person. Some still take postal mail, but online or email submissions are faster and give you a confirmation record.
Lead time matters. Most cities require requests at least three to six weeks before the desired proclamation date, and some need more. Submit too late and the city simply won’t be able to process the request, however worthy it is. If the proclamation is tied to a specific event, work backward from that date and add a buffer.
What Happens After You Submit
City staff review the request against the municipality’s proclamation policy. In some cities the mayor’s office handles this internally; in others it goes before a committee or the full city council. Either way, someone will check that the subject fits an approved category, that the facts are accurate, and that the language is appropriate.
You should receive notification of approval or denial. If the city needs more information or wants changes to your draft, they’ll reach out. Two to four weeks is a common approval window. If you haven’t heard back in a reasonable time, follow up with the office you submitted to. Requests do occasionally fall through the cracks, and a polite phone call can get things moving.
How the Proclamation Is Presented
Presentation depends on city practice and sometimes on your preference. The most common options are:
- A public reading at an upcoming city council meeting, with the honoree or a representative present to accept the document.
- A separate ceremony, more common for high-profile recognitions.
- Mail or pickup at city hall if attending isn’t possible.
The council meeting is worth pursuing if you can. It creates a public moment you can photograph and share. Some cities expect the honoree or a representative to attend in person as a condition of issuing the proclamation, so confirm the attendance requirement when the request is approved.
After Approval
Once you have the proclamation, the recognition is only as visible as you make it. A short press release to local media before the proclamation date, social media posts with photos from the council meeting, and shareable content for any partner organizations all extend the reach of the document. If you want the same recognition next year, submit a new request. Proclamations are not automatically renewed, and each year is evaluated on its own merits.
If You Want to Aim Higher
If a city proclamation feels too small for the cause, most state governors also accept proclamation requests. The process is similar but more formal. Governor’s offices generally require longer lead times, often 45 days or more, and apply stricter eligibility criteria. Many will not issue proclamations honoring a specific individual or business, focusing instead on causes and observances with statewide significance. Check your governor’s website for the request page and review the guidelines before applying.