The City of Arlington’s Ceremonial/Recognition Document Policy outlines the request and issuance/presentation process for all types of celebratory documents issued by the Office of the Mayor, including proclamations, certificates of commendation, and letters of recognition. These are intended to honor and celebrate special events, significant issues, or increase awareness of programs and people that are making a difference in The American Dream City.

All requests for a ceremonial/recognition document will be reviewed and considered on a case-by-case basis. Any language provided may be edited or rewritten at the discretion of the Mayor to reflect the City’s vision, mission, and goals.

In lieu of issuing a proclamation, the Mayor has the discretion to issue a certificate of commendation or letter of recognition for reasons including but not limited to significant birthdays, anniversaries, celebrations, events, accomplishments, achievements, and contributions.

• Requests must be made by an Arlington resident or Arlington-based organization or business. Residents, organizations, and businesses may be issued no more than one ceremonial/recognition document annually.
• Requests must be made in writing and submitted to the Office of the Mayor using the “Request a Ceremonial/Recognition Document” link below.
• Requests should be made at least 30 days prior to the date the requester would like the ceremonial/recognition document to be presented or received. 

• If the request is approved, the Mayor has the discretion to decide what form of ceremonial/recognition document will be issued and the manner in which the document will be presented or provided to the recipient.
• Proclamation presentations may occur during a City Council meeting or at a community event, or the recipient may pick up a printed copy of the proclamation at Arlington City Hall with no formal presentation by the Mayor. Requesters should indicate their preference on the submittal form.
• Certificates of commendation and letters of recognition may be mailed or e-mailed to the recipient or picked up at Arlington City Hall, or the Mayor or the Mayor’s designee may present the recipient with the certificate or letter at either their location or event of choice, schedule permitting. Requesters should indicate their preference on the submittal form.
• Issuance of a ceremonial/recognition document does not guarantee the Mayor’s attendance at an event related to the matter for which the document was issued.

Proclamations are ceremonial documents signed by the Mayor. Requests for proclamations will be considered for the following events/purposes:

• Special honors
• Celebrations
• Charitable fundraising campaigns
• Non-profit organizations
• Arts and cultural celebrations
• Important community events
• Matters of significant or notable achievement, recognition, or contribution
• Increase in public awareness of a worthy cause

Proclamation requests will not be issued for:

• Campaigns or matters that do not align with the City’s vision, mission, and goals
• Events or organizations with no direct relationship with the City of Arlington
• Advertisements, commercial promotion, or for-profit purposes
• Matters that suggest an official city position on a matter under consideration or to be voted on by City Council

For proclamations related to events or occasions that occur annually, the requester must include new information about that event or occasion with the request for the Mayor’s consideration. An organization, business, or resident requesting a previously issued proclamation with only date changes will not be issued a new proclamation.

Please note that if a proclamation request is approved, the Mayor may decide to issue the proclamation for a different day, week, or month than the one that was requested.

• A Certificate of Commendation may be issued for reasons including but not limited to significant birthdays, anniversaries, celebrations, events, accomplishments, achievements and contributions.
• Will be issued by the Mayor or the Mayor’s designee.
• Required information: title or reason for the event, a date, brief history of the organization, or information about the person, and any other information you feel is significant. 
• The certificate may be mailed or pick up at City Hall, or the Mayor or the Mayor’s signee may present recipient(s) with the certificate at their location or event of choice, schedule permitting.

• A Welcome Letter or Letter of Congratulations/Celebration may be issues for reasons including but not limited to significant birthdays, anniversaries, celebrations, events, accomplished, achievements and contributions.
• Will be issued by the Mayor or the Mayor’s designee.
• Letters are printed on the City of Arlington letterhead and emailed to recipients in a PDF format.
• Required information: 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.