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Mayoral Letters & Proclamations

Guidelines for All Documents

  • Any document requests must be in writing, preferably in electronic format.

  • Requests need to be made at least three weeks prior to the due date.*

    Any request made with less than a three week notice will be reviewed based on existing backlog, overall workload, and completeness of information provided. Late requests (with less than a three week notice) may be denied due to time constraints.

  • All requests must include the following information:
    • Event Date
    • Due Date
    • Contact Information
    • Mailing address
    • Relevant biographical information about the event or recipient of the document

  • There is a limit of one type of document (proclamation, commendation, certificate and special letter) per organization or event from the Mayor's Office.

  • Language sent in by the requestor may be revised for content, and changes made by the Mayor's Office are final.

  • The event must have a direct impact on the city of San Diego.

  • All requests may be subject to evaluation by the Review Committee for approval.

  • The type of document prepared by the Mayor's Office will be selected by the Review Committee for appropriateness and in some cases may be different from the requested.

* Due Date: The date the completed document is required for pick up, mail out, or presentation.

Proclamations

A Proclamation is a document (PDF), that dedicates a day in the City of San Diego to honor a special event, cause or purpose.

  • Requests must include several (5-8) short one or two sentence paragraphs about important things the organization/individual has done throughout its history, highlights, facts, etc and why this day should be proclaimed.

  • Maximum one proclamation yearly per requester or event.

Commendations

Commendations are used to acknowledge a good deed performed by a citizen or organization in the City of San Diego.

  • Requests must include at least two paragraphs on the recipient's accomplishments.

  • Maximum 25 commendations yearly per requester or event.

Congratulatory Letters

These letters are used for congratulatory events, such as retirement, special birthdays, anniversaries, general recognition earned by a citizen of the City of San Diego (such as graduations, Eagle Scout, Annual Teacher Award, Military Retirement, etc.)

Retirement Recognition - recipient must have completed +30 years in civic or public duty, or +20 years in military service.

Birthday Recognition - recipient must be completing +80 years and is a resident of San Diego.

Wedding Anniversaries - the recipients must be celebrating 50 or more years and residents of the City of San Diego.

General Recognition - recipient must be a resident of the City of San Diego and their accomplishments deemed suitable by the Mayor for recognition.

  • Requests must include at least two paragraphs on the recipient's accomplishments.

  • Maximum 25 commendations yearly per requester or event.

Special Letters

Letters are used for city event greetings, welcome, and/or congratulations, letters of support, etc.

City Event Greetings, welcome, and/or congratulations - event must be approved by the Mayor's Office.

Mayoral Endorsements - endorsement must be approved by the Mayor's Office.

  • Requests must include all relevant information and purpose.

  • Maximum 1 letter per requester or event.

Submitting a Request

Requests for proclamations, special commendations, greeting, support, and welcome letters should be addressed to:

Office of Protocol
Office of Mayor Kevin Faulconer
202 C Street, 11th Floor
San Diego, CA 92101
protocol@sandiego.gov