Standard Procedures For Ceremonial Documents
(Certificates, Letters and Proclamations)

• All requests must be submitted in a neatly printed or typed format. You may download the Request for Ceremonial Document as a Word (.doc) file or as an Adobe Acrobat (.pdf) file.
   
• All requests must be received 10 business days prior to the event to either of the following addresses:
   
  • By Mail: Mayor's Office, 25 Court Street, Cortland, NY 13045
     
  • By Fax: Mayor's Office, Fax: 607-753-0385
     
  • By Email: mayorofc@cortland.org, Subject: Ceremonial documents
     
• All requests will go through an internal review and approval process.
   
• All requests must include the name and daytime phone number of the contact person.
   
• Submitting a draft of the document desired with the request will expedite the process considerably.
   
• Please specify whether the document should be mailed or held for pick-up.
   
• Requests for ceremonial documents are limited to one per organization and/or individual per year.
   
• Only one original document will be issued per event. Exceptions to this may be made for certificates.
   
• Proclamations, announcements, anniversaries, etc. may also appear on the City of Cortland website, www.cortland.org
   
• All requests must follow the appropriate criteria highlighted in the following sections.

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Certificates

Certificates will be issued for the following purposes:

• Retirements
• Honorary Citizenship-Foreign dignitaries, prominent individuals, entertainers, or artists
• Appreciation – Outstanding contributions to the City and citizens of Cortland (including monetary, in-kind donations, cultural contributions or voluntary efforts)
• Heroism

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

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Letters of Welcome

Welcoming Letters will be issued for the following:

• Conferences 
• Conventions
• Seminars
• Family Reunions held in the City of Cortland
• Class Reunions for schools and institutions that are located or will be held in the City of Cortland

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Letters of Congratulation or Celebration

Will be issued to the following individuals or organizations within the City:

• Professional Celebrations
• Religious Anniversaries and Celebrations
• Significant birthdays (75 and higher) or anniversaries (50 and higher)

Indicate the title or nature of the event, the specific date, a brief history of the organization, a biographical sketch of the person, and any other pertinent information.

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Proclamations

Proclamations will be issued for civic celebrations; organizations contributing to the economic development of the City; significant events; significant (10th, 25th, and 100th) anniversaries of major City of Cortland-based institutions and corporations; fund-raisers benefiting the citizens of Cortland; and individuals who have made a significant contribution to society.

Brief history of organization or biography of the person, purpose, goals, motto or theme. If funds are to be raised, who will benefit from this event, and what will take place during this time of celebration/recognition.