Proclamation/ Welcome Letter Request Form

Use this form to request an official proclamation or welcome letter from the City. Whether it's to recognize a special event, an individual, a milestone, or a community achievement, please provide detailed information about the request, including the recipient's name, event details, and any relevant dates. Our team will review the submission and coordinate the issuance of the proclamation or letter.

The City of Hapeville takes pride in honoring local, state, and national events, as well as individuals and organizations that have performed philanthropic acts, by issuing an official proclamation or welcome letter.

Proclamations and welcome letters are strictly ceremonial. These documents are not legally binding and should not be interpreted as an endorsement of any policy.

Please submit proclamation or welcome letter requests at least two weeks prior to the event date or expected pick-up. Requests made with less than two weeks’ notice may not be accommodated.

Criteria for a Proclamation or Welcome Letter Request: Proclamations and welcome letters honor individuals or events that hold significance to the City of Hapeville or provide educational value to a significant number of its residents.

Proclamations may recognize the importance of a specific day, week, or month as it relates to a group, organization, or cause.

For recurring events, proclamation or welcome letter requests must be submitted annually.

Can I Call in My Request? Due to the volume of requests, the Mayor’s Office cannot accept requests over the phone. However, if you prefer to email your request, please contact City Clerk Sharee Steed at ssteed@hapeville.org.

When submitting a request, please include detailed background and biographical information, along with historical facts or anecdotes that should be included in the proclamation. Additionally, provide the full names of all honorees.

Including a biography for the individual, organization, or event receiving a proclamation or welcome letter is crucial to ensure the accuracy and personalization of the document. The bio provides essential background information, such as significant achievements, contributions to the community, and historical context. This helps the City tailor the proclamation or letter to recognize the specific impact and importance of the honoree.

A well-detailed bio allows us to highlight key facts, accomplishments, and meaningful anecdotes, making the proclamation or welcome letter more relevant and memorable. It also ensures that the honoree is properly recognized for their contributions, aligning the document with the values and history of the City of Hapeville.