OFFICE OF THE MAYOR

REQUEST FOR PROCLAMATION/LETTER

The City of Harrisburg takes pleasure in honoring local and national organizations, events, and individuals for exceptional humanitarian efforts by presenting them with an official proclamation from the Mayor of the City of Harrisburg.
Constituents, who desire a proclamation for the Mayor to commemorate special events, can submit their request to the Office of the Ombudsman. Each request will go through an internal review and approval process. Therefore, it is necessary to submit your request no less than least three (3) weeks prior to the date the proclamation or letter is needed. We reserve the right to decline any proclamation or letter request for any reason.

You may submit your request one of the ways listed below by preference:
1. Email your request to balton@cityofhbg.com
2. Fax your request to 717-255-6409 or 255-3036
3. Mail your request to:

Office of the Mayor
c/o Ombudsman
10 North Second Street
Harrisburg, PA 17101

Proclamations
You may send the sample language you prefer. However, the Mayor reserves the right to edit such language.

Proclamations are written for those bestowing organizational honors, heroic deeds, church and pastoral anniversaries, 100th birthday celebrations, outstanding community service, retirements, etc.

To expedite the proclamation in a timely manner, the following information is required:

• The purpose of the proclamation (i.e., Healthy Choice Day, High School Football Week, for an award or special individual achievement, etc.)
  
  
• The individual, agency, or organization requesting the proclamation (i.e., John Doe, XYZ Corporation, Dedicated Neighborhood Association, etc.)
  
  
• The contact person who is responsible for the proclamation request. (Including name, address, daytime phone number, and e-mail).
  
  
• The date the proclamation is needed.
  
  
• Indicate the desire of the delivery of the proclamation:
  
• • Picked-up
    
  • Mailed
    
  • Presented by the Mayor at a special awards ceremony or other event
    

If the proclamation will be picked up, or should be mailed, we recommend that you set your due date well in advance of the special event to ensure that it is completed on time.

Letters
Upon request, our office will issue mayoral letters for professional celebrations, significant birthdays and/or anniversaries, congratulatory, etc.

Obtaining Your Completed Proclamation
Proclamations that have been submitted three or more weeks from the due date will be ready for pick-up 48 hours prior to the deadline established by the applicant in the proclamation request form. This is to allow for any changes or corrections that may be needed prior to the official deadline.

Proclamations may be picked up in person on the 2nd Floor of City Hall, which is located at 10 North Second Street, Suite 202, Harrisburg, PA.

If the Mayor will be attending the event at which you are presenting the proclamation, she will bring the proclamation with her and personally present it to the recipient.

Questions
If you have any questions during the request process, please feel free to contact the Ombudsman by calling 717-255-3040, well in advance of the submission deadline. Office staff are available to answer your questions between the hours (9:00 a.m. – 4:00 p.m.), and can often help you avoid delays in the processing of your request.