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.
