Proclamations & Recognitions

The Mayor’s Office is honored to celebrate the people, programs and events that make Huntsville a special place to live. One way we do this is by issuing ceremonial recognitions, such as proclamations or letters of congratulations. These documents shine a spotlight on community milestones, achievements and events that bring pride to our City.

Types of Recognitions

• Proclamations – Marking conferences, awareness campaigns or special events (e.g., Bicycle Safety Awareness Month, Martin Luther King Jr. Day).
• Certificates/Letters of Congratulations – Celebrating significant occasions like anniversaries, milestone birthdays, retirements, Eagle Scout achievements, athletic accomplishments or acts of heroism by Huntsville residents.

Policy & Guidelines

The Mayor’s Office follows consistent guidelines to ensure fairness and clarity in all ceremonial documents.

• Proclamations are official announcements from the Mayor’s Office. They are ceremonial in nature and do not carry legislative or legal authority.
• Certificates and letters are issued to honor individual or group achievements.
• All recognitions are issued at the sole discretion of the Mayor’s Office.

REQUEST PROCESS

What qualifies for a proclamation

Proclamations recognize matters of local, regional, or national importance that are connected to Huntsville. They are generally issued to organizations or events located in, or occurring within, the City limits. Typical reasons include:

• Recognizing an organization’s event or special initiative
• Honoring an extraordinary achievement

What we do not issue proclamations for

• Topics that are politically controversial or could imply an official City position on matters before City Council
• Groups whose policies or aims promote violence or hatred or otherwise conflict with the well-being and quality of life of Huntsville residents
• Advertising or commercial promotions

How to request a proclamation

Please submit:

• A draft with 5–8 “Whereas” statements (this helps tailor the language to your event).
• Event or achievement details (who, what, when, where, why it matters).
• Contact information for a point of contact.
• Any verification materials (program, flyer, web link, letter, etc.).

Tip: See our Sample Proclamation for formatting guidance.

Review & issuance

• All requests go through an internal review and approval process.
• The Mayor’s Office may determine the most appropriate type of document (proclamation, certificate, or letter).
• The Mayor’s Office may deny any request at its discretion.
• Approved proclamations must be picked up from the Mayor’s Office. Mailing is not available.

Letters of congratulations & recognition certificates

For letters or certificates, include:

• The reason for recognition
• Detailed accomplishment information
• Contact details and any verification materials

Timeline

Submit all requests at least four (4) weeks before your event or deadline. Earlier submissions are strongly encouraged.

Submit your request

Email your detailed request to contact@huntsvilleal.gov.

CITY COUNCIL RESOLUTION

A Council Resolution is presented before the entire City Council. To request one, please contact the appropriate Council Member for your district. Visit the City Council page to identify your representative.