Mayor's Office

Ceremonial Documents Policies and Procedures

PHONE: 832.393.0802
E-Mail ceremonialdocs@houstontx.gov 

Requesting a Ceremonial Document

What is a ceremonial document?
A ceremonial document is a proclamation, letter or certificate that may congratulate, honor or recognize a city of Houston resident or organization.

Who can request a ceremonial document?
Any person that resides in Houston and surrounding areas may request a ceremonial document.

How often can I request a ceremonial document?
You or your organization may submit a request only once per year. The only exception to this rule is for certificate requests.

How do I submit a ceremonial document request?
You may submit a request in the following ways:

NOTE: Please be aware that if you have a timely request, it is best to submit your request via email.

Can I also submit a request for the mayor to present my ceremonial document?
No, we do not handle scheduling the mayor for events and presentations. You must submit a scheduling request to scheduling@houstontx.gov. If the mayor is unable to attend, you are encouraged to reach out to the councilmember for your district.

Do I provide contact information?
Yes, you must provide the following:

  • Contact person first and last name
  • Telephone number
  • Email address of the contact person

What happens after I submit my request?
Your request will go through an internal review and approval process.

How long is the processing time?
All requests have a two week processing time unless there are unforeseen circumstances such as death.

When can I pick up my ceremonial document?
After you have received a completion email, you must pick up your document between the hours of 8 a.m.-5 p.m. Monday through Friday.

Where do I pick up my ceremonial document?
You or a designated person may pick up your ceremonial document only in person at the following location:

City Hall
901 Bagby Street, 3rd floor reception,
Houston, TX 77002

You or the designated person must provide the reference number and your name at the time of pick up.

NOTE: We do not provide pdf copies of proclamations or certificates. This can be done at your local print shop or office supply store.

What information do I include in my request?
After you have chosen the type of ceremonial document you want to request, please provide the required/recommended information below.

Certificates
A certificate is an 8.5 by 11.5 inch document on special stationary that is issued for the following reasons:

  • Honorary Citizenship - foreign dignitaries, prominent individuals, entertainers, or artists
  • Appreciation - outstanding contributions to the City and citizens of Houston
  • Heroism
  • Family reunions

Required information: A brief summary about the individual to be honored and his/her accomplishments, highlights of his/her accomplishments, highlights of his/her involvement in the community, the date of recognition, and type of event planned.

Letter of Welcome
A letter of welcome is a document on City of Houston letterhead that will be emailed to you (pdf format) once complete, and may be requested for the following occasions:

  • Conferences
  • Conventions
  • Seminars
  • Class Reunions for schools and institutions that are located in Houston, or for reunions that are held in Houston
  • Family reunions

Required information: You should provide the title or reason for your event, a date, a brief history of the organization, or information about the person, and any other information you feel is significant.

NOTE: A color photograph of the mayor can be provided for souvenir publications upon request.

Letter of Congratulation or Celebration
A letter of congratulation or celebration is a document on City of Houston letterhead that will be emailed to you (pdf format) once complete, and may be requested for the following occasions:

  • Professional celebrations
  • Religious anniversaries and celebrations
  • Significant birthdays or anniversaries
  • Eagle Scout Award
  • Girl Scout Gold Award

Required information: You should provide the title or reason for your event, a date, a brief history of the organization, or information about the person, and any other information you feel is significant.

Proclamations
A proclamation is an 11 by 17 inch official document on special stationery that is issued for the following occasions:

  • Civic celebrations
  • Organizations and individuals
  • Significant events or anniversaries of major Houston-based institutions and corporations;
  • Significant birthdays
  • Fund-raisers benefiting the citizens of Houston
  • Retirements
  • Individuals who have made a significant contribution to society.

A proclamation is generally 250 to 300 words in length and can be requested in the paragraph or whereas formats. Proclamations that are lengthier will be automatically processed using the paragraph format.

Required information:

  • Proclamation title
  • Proclamation date
  • A Brief history/biography of the organization or person
  • A brief paragraph that states if funds are to be raised, lists who will benefit from this event, and what will take place during this time of celebration/recognition.

If you are City of Houston employee please fill out a Retiree Proclamation Request Form (.doc format or .pdf) and submit it through email.

If you have additional questions or concerns, you may contact:
Ceremonial Documents
Phone: 832.393.0802
E-Mail ceremonialdocs@houstontx.gov