Ceremonial Documents

A ceremonial document is a proclamation, letter or certificate that may congratulate, honor or recognize a resident or organization.

Ceremonial Documents Criteria
Ceremonial documents are reserved for people, places or events that positively contribute to the economic, social and/or cultural fabric of the City of Jamestown.

Ceremonial documents will not be issued if:

The request promotes campaigns, events or ideological and political beliefs that are contrary to the policies or laws of the City of Jamestown.
The request is for commercial/for-profit purposes.
The request conflicts with federally recognized months, weeks or days of observance.
The request takes a side/position regarding international disputes or is a subjective statement of ideology.
The request is for an event that is expected to happen but has not yet been confirmed.
The request is on behalf of individuals/groups of which the requester has no proven affiliation.
The request is to replace a damaged or missing document from a previous administration.
The request is for marital anniversaries.

TYPES OF DOCUMENTS

Proclamations (See Example)
A proclamation is an official document on special stationery that is issued for the following occasions:

Civic celebrations
Fund-raisers benefiting the citizens of Houston
Organizations and individuals who have made a significant contribution to society
Retirements
Significant birthdays (starting at 50th birthdays and the years thereafter)
Significant clergy and house of worship anniversaries (5 years, 10 years, 15 years, etc.)
Significant events or anniversaries of major Jamestown-based institutions and companies

A proclamation is generally 250 to 300 words in length. Nicknames normally not be included in proclamation titles.

Please complete the request form here.

Letters
Letter of Welcome (See Example)
A letter of welcome is a document on City of Jamestown that will be emailed or mailed to you once complete, and may be requested for the following occasions:

Conferences
Conventions
Seminars
Class Reunions for schools and institutions that are located in Jamestown, or for reunions that are held in Jamestown
Family Reunions (we do not provide welcome bags or gifts)

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. Nicknames normally not be included in proclamation titles.

Letter of Congratulation or Celebration (See Example)
A letter of congratulation or celebration is a document on City of Jamestown letterhead that will be mailed or emailed to you 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
Grand Openings
Book Releases
Religious Installations
Citizenship

Please complete the request form here.

Certificates (See Example)
A certificate is a 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
Congratulatory – graduation, accomplishment/achievements

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.

Please complete the request form here.

The Mayor’s Office reserves the right to decline any proclamation/certificate request, as well as the right to make exceptions to any established guidelines.

If you have additional questions or concerns, you may contact:
Office of Mayor
Phone: 716.483.7600
E-Mail: Mayor@JamestownNY.gov