Thank you for your interest in requesting a ceremonial document from the Office of Mayor Sylvester “Sly” James. It is the policy of the Office of Mayor to have consistent guidelines regarding Mayoral ceremonial documents, which include Mayoral Proclamations and Mayoral Letters.

Please carefully review the guidelines below before submitting your request. Requests that do not comply with the guidelines or contain sufficient information cannot be fulfilled.

1. KANSAS CITY MISSOURI RESIDENCE: We can only issue proclamations for individuals or organizations who live, or are based, inside the limits of the City of Kansas City, Missouri. We apologize for any inconvenience this may cause.

2. WHEN TO EXPECT YOUR CEREMONIAL DOCUMENT: When possible, documents will be prepared for pick up or mailed a week prior to the date specified in the request. Submit your request as early as possible. We require a minimum of two weeks prior to the the date your document is needed to allow for processing.

3. CEREMONIAL DOCUMENT GUIDELINES: Please determine the ceremonial document that is most appropriate for your request and read the submission guidelines carefully. The Mayor’s Office reserves the right to determine the type of document to be issued and to deny any request. Individuals and organizations are limited to one ceremonial document a year.

Mayoral Letter:
Most individual accomplishments will be recognized with a Mayoral Letter of congratulations. The primary reasons for issuance include:

  • Anniversaries both professional and personal
  • Retirements
  • Birthdays
  • Eagle Scout Achievement
  • Family Reunions
  • Other personal achievements

Mayoral Proclamation:
Proclamations are issued for matters of local, regional or national concern and are generally issued to organizations or events residing in, or occurring within, the Kansas City, Missouri city limits.Proclamations are ceremonial and do not carry any legislative or legal value. The primary reasons for issuance include:

  • Recognition of an organization’s event or special action
  • Recognition of extraordinary achievement

The Mayor will not recognize any group whose policies or aims advocate violence, hatred or any other position contrary to the well being of the citizens of the City of Kansas City, Missouri or the quality of life in Kansas City. No proclamation shall be used as a part of an advertisement or commercial promotion without the express permission of the Mayor’s Office.

Proclamations will not be issued for any matter with potential political controversy or which may suggest an official City position on a matter under consideration or to be voted upon by the City Council.

Requests for proclamations must be submitted with a draft of 5-8 “Whereas” statements. This draft will assist the staff and allows the selected wording to be directed towards the event. View an example.

If your request for a proclamation is accepted, you will be notified when it is ready to be picked up at City Hall. Proclamations must be picked up from the Mayor’s Office and will not be mailed.

*For a Council Resolution, which is presented before the entire City Council, please contact the appropriate council member.*** Click here to determine which council member is appropriate for your request.

Please Remember

  • Individuals/Organizations are limited to receiving one proclamation/letter per calendar year.
  • Individuals/Organizations will be limited to receiving three copies of the proclamation/letter. In addition, an electronic copy of the proclamation will be available upon request.
  • Due to the size of the proclamations, proclamations are not able to be mailed. The delivery of any letter or proclamation will be handle on a case-by-case basis.
  • Any deviation from these written guidelines requires the approval of the Mayor. The Mayor’s Office has the right to deny any request.
  • Requestors who would like for the Mayor to present the proclamation/letter must submit a scheduling request by filling out this form.