Ceremonial Documents Policies and Procedures

Print
Press Enter to show all options, press Tab go to next option

A ceremonial document is a proclamation, letter or certificate that may congratulate, honor or recognize a Fort Bend County resident or organization.

Complete the Proclamation Request Form

Complete the Letter Request Form

Ceremonial Documents Criteria: Ceremonial documents are reserved for people, places or events that positively contribute to the economic, social and/or cultural fabric of Fort Bend County.

Ceremonial documents will not be issued if:

  • The request promotes campaigns, events or ideological and political beliefs that are contrary to the policies or laws of Fort Bend County. 
  • The request is for an event that is expected to happen but has not yet been confirmed.

Procedure

  • A request for a ceremonial item must be made in writing and include a written draft to the Fort Bend County Judges Office at least 2-3 weeks prior to the date the item is needed. Each request must be accompanied by name and telephone number of a person who can answer additional questions. 
  • The Fort Bend County Judges Office retains the rights to edit and revise all ceremonial items to reflect the County’s vision, mission and goals.
  • Receiving a ceremonial item does not guarantee the County Judge’s attendance at an event nor does it guarantee that the ceremonial item will be presented at a Fort Bend County Commissioners Court Meeting. Any ceremonial item to be presented to a county board, commission, or department must be approved and scheduled in advance.
  • The Fort Bend County Judges Office will make the final decision on whether a ceremonial item is issued and reserves the right to decline any ceremonial item without further details. 
  • All ceremonial documents must be picked up at Fort Bend County Historic Courthouse, Judge’s Office Reception area unless prior arrangements have been made.

TYPES OF DOCUMENTS

Proclamations

A proclamation is issued for the following occasions:

  • Civic celebrations
  • Organizations and individuals who have made a significant contribution to society
  • Retirements
  • Significant birthdays (starting at 50th birthdays and the years thereafter)
  • Significant clergy and house of worship anniversaries (5 years, 10 years, 15 years, etc.)
  • Significant events or anniversaries of major Fort Bend County based institutions and companies

Letters

Letter of Welcome

A letter of welcome is a document on the Fort Bend County Judges letterhead that will be emailed to you once complete, and may be requested for the following occasions:

  • Conferences
  • Conventions
  • Seminars
  • Class Reunions for schools and institutions
  • Family Reunions (we do not provide welcome bags or gifts)

Required information: You should provide the title or reason for your event, a date, a brief history of the organization, or information about the person, and any other information you feel is significant. Nicknames normally not be included in proclamation titles. A written draft must also be provided if the individual is requesting certain verbiage be added onto the Letter of Welcome. Please allow 2-3 weeks prior to the date the items is needed.

Letter of Congratulation or Celebration

A letter of congratulation or celebration is a document on the Fort Bend County Judges letterhead that will be emailed to you once complete, and may be requested for the following occasions:

  • Professional celebrations
  • Religious anniversaries and celebrations
  • Significant birthdays or anniversaries
  • Eagle Scout Award
  • Girl Scout Gold Award
  • Grand Openings
  • Book Releases
  • Religious Installations
  • Citizenship

Required information: You should provide the title or reason for your event, a date, a brief history of the organization, or information about the person, and any other information you feel is significant. Please allow 2-3 weeks prior to the date the items is needed.

Certificates

A certificate is an 8.5 by 11.5 inch document on special stationary that is issued for the following reasons:

  • Appreciation - outstanding contributions to the County or residents within the County
  • Heroism
  • Congratulatory – graduation, accomplishment/achievements

Required information: 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. A written draft must also be provided if the individual is requesting certain verbiage be added onto the Certificate. Please allow 2-3 weeks prior to the date the items is needed.

FREQUENTLY ASKED QUESTIONS (Q&A)

How do I submit a ceremonial document request?
You may submit a request in the following ways:

By email: press@fortbendcountytx.gov

By mail:
Fort Bend County Judge’s Office
ATTN: Xavier Herrera
301 Jackson Street
Richmond, Texas 77469

NOTE: Please be aware that if you have a timely request, it is best to submit your request 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-to-three week processing time unless there are unforeseen circumstances such as a 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. Please allow 2-3 weeks prior to the date the items is needed.

Who can request a ceremonial document?
Any person who resides in Fort Bend County or the 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.

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?
After you have received confirmation that the ceremonial document request is complete, you must pick up your document between the hours of 8 a.m.-5 p.m. Monday through Friday.

Is there a time limit to pick up a document?
No, however we do strongly encourage that completed documents are picked up from our office in a timely manner.

Can I have the proclamation mailed to me?
No, we do not mail ceremonial documents except in circumstances of individuals requiring special accommodations.

Can I request a scanned version of my proclamation or certificate?
No, we do not provide scanned/digital copies of proclamations.

Where do I pick up my ceremonial document?
You or a designated person may pick up your ceremonial document only in person at the following location:

Historic Courthouse
401 Jackson, 1st Floor Judges Office Reception,
Richmond, Texas 77469

NOTE: We do not provide .JPEG copies of proclamations or certificates. This can be done at your local print shop or office supply store.

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.

 

PHONE: (832) 612-4480

E-Mail: press@fortbendcountytx.gov