Mayor's Page

 Barbara G. Volk, Mayor,

City of Hendersonville, NC

lady waving
It is an honor to serve as your Mayor. If I can be of any assistance to you, please contact me. 

 

 

Requesting Ceremonial Documents

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

Ceremonial documents are reserved for people, places or events that positively contribute to the economic, social and/or cultural fabric of the City of Hendersonville. The Mayor prefers to present documents in person or at events if possible. If there is no specific event, presentations may be made during a regularly scheduled City Council meeting. Note: Arrangements will be coordinated with the City Clerk. 

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 Hendersonville. 
  • The request is for commercial/for-profit purposes.
  • 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.

Types of Documents 

Proclamations

Proclamations are generally issued to persons or non-profit organizations for civic celebrations or significant events with historical and/or unique importance occurring within the City of Hendersonville area or individuals who have made a significant contribution.  Proclamations are ceremonial and do not carry any legislative or legal value.

The Mayor's Office reserves the right to modify or deny any proclamation or letter request. Your request will go through an internal review process, so it is necessary to submit your request in a timely manner for scheduling.  The Mayor prefers to present proclamations in person therefore requests must be received by the Mayor's office at least 15 business days prior to the date the document is needed to ensure proper scheduling. 

proclamation is an 8.5 by 11 inch official document on special stationery that is issued for the following occasions:

  • Civic celebrations
  • Organizations and individuals who have made a significant contribution to society
  • Retirements 
  • Significant clergy and house of worship anniversaries (80 years, 100 years, etc.)
  • Significant clergy and house of worship anniversaries (5 years, 10 years, 15 years, etc.)
  • Significant events or anniversaries of major Henderson County-based institutions and companies
Required Information

A proclamation is generally 200 to 250 words in length and can be requested in paragraph or whereas formats. Nicknames are normally not included in proclamation titles. You should provide the title of the proclamation,  date/time/location of presentation, a brief history or information about the person or event and any other information you feel is significant.

You may view proclamation samples here.

Please fill out the online request form

Letter of Welcome

A letter of welcome is a document on City of Hendersonville letterhead that will be mailed or 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 Hendersonville
  • 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 and any other information you feel is significant. Nicknames are normally not included. 

You may view a welcome letter samples here.

Please fill out the online request form

Letter of Congratulation or Celebration

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

  • Professional celebrations
  • Religious anniversaries and celebrations
  • Significant birthdays or anniversaries
  • Eagle Scout Award
  • Girl Scout Gold Award
  • Grand Openings
  • Book Releases
  • Religious Installations
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.

You may view letter samples here.

Please fill out the online request form

Certificates

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

  • Appreciation - outstanding contributions to the City and citizens of the City of Hendersonville
  • Heroism
  • Congratulatory – graduation, accomplishment/achievements
Required Information

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

You may view a certificate sample here.

Please fill out the online request form

FAQ's

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

Mayor's Office
ATTN: Mayor Barbara G. Volk
Ceremonial Documents 
160 6th Ave. E. 
Hendersonville, NC 28792

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

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

How long is the processing time?
All requests sent via email have a two week processing time unless there are unforeseen circumstances such as death. At that time, you will be notified by the end of business day. If a request is mailed to the office, be aware that the processing time will be delayed due to the post office carrier schedule.

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.

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

Can I send a draft of proposed wording for the ceremonial document?
Yes. While it is not necessary, we do encourage you to send any proposed wording. However, please note that we reserve the right to edit your proposed text to fit our editorial and formatting standards. It is highly unlikely that we will use a draft verbatim.

Can I request a preview of my ceremonial document?
No, you cannot preview ceremonial document before we print the document. The City Clerk will work with you during the drafting phase to ensure the document is accurate. 

Questions After Requesting a Document

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

When can I pick up my ceremonial document?
The Mayor prefers to attend events to present proclamations and other ceremonial documents in person. If the mayor is unable to attend, documents may be issued for pickup. After notification you must pick up your document between the hours of 8 a.m.-5 p.m. Monday through Friday in the City Clerk's Office located in City Hall. 

Is there a time limit to pick up a document?
No, however we do strongly encourage that completed documents are picked up from our offices in a timely manner.

Can I have the proclamation mailed to me?
We generally do not mail ceremonial documents except in circumstances of individuals requiring special accommodations.

Can I request a scanned version of my proclamation or certificate?
Yes. A pdf of a proclamation are available upon request. 

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

City Hall (City Clerks Office)
160 6th Ave. E. 
Hendersonville, NC 28792

What if I want to make changes to a ceremonial document after picking it up?
We retain full editorial control of all documents that leave our office. With the exception of grammatical, spelling or statistical errors, we will not make any changes to a document after it is picked up.

Can I request that a photo be taken when I come to pick up my ceremonial document?
Yes. Photos may be arranged through the City Clerks Office. Note: You will need to arrange for your own photographer. 

Can I also submit a request for a key to the city?
No, presentation of a key to the city is at the discretion of the Mayor only. The ceremonial key honors exceptional civic contributions of distinguished citizens and honored guests.

Barbara G. Volk
Mayor
(828) 697-3000
Angela Reece, MPA, CMC, NCCMC
City Clerk
8286973005