Clerk Services

City Clerks Services

As a public facing department, the City Clerk's Office is glad to provide services to the public. Our staff is committed to strengthening and maintaining open communications with the public. Through these services, the City Clerk's Office remains dedicated and empowered to support the Palo Alto community. For ease of use, many of the services have separate online forms to efficiently and effectively process requests.

Appointment Reservation System

Use the new City Clerk's Office appointment reservation portal! For services that require meeting City Clerk staff in-person, the public can easily reserve a time with staff on the City Clerk's Booking page. Services include administering a proof of life, legal document filing (claims, subpoenas, summons), and domestic partnerships. Details for each individual service can be found below.

All Clerk Services

Request Public Records

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The City of Palo Alto understands and supports the public's right to access the public records created and maintained by the City in the course of its normal business. It is the goal of the City to provide service in a transparent manner, which includes timely access to requested records in accordance with the California Public Records Act (PRA).

Submit a Public Records Request

Request a Proclamation

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Proclamations are a way to celebrate, honor, or proclaim a special week, day, month, organization, person, or event. The City Clerk’s office facilitates these documents to promote awareness and commemorate individuals. All proclamations are first vetted, reviewed and signed by the Mayor.

Submit a Proclamation Request

Request a Proof of Life

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The purpose of Proof of Life (also known as a Life Certificate) is to verify that a person is alive. These documents qualify individuals for pensions and other beneficiaries from a foreign government/institution. The City Clerk's Office provides this service through appointments. At the time of the appointment, please bring the Proof of Life/Life Certificate form, and an unexpired and issued identity document (driver's license, passport, etc.).

It is imperative to schedule a time with available Clerk Staff, as the City Hall floors above the lobby (Level G) are not open to the public. Once at the lobby, please call 650-329-2571.

Administer a Proof of Life

Submit a Claim/Subpoena

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Claims, subpoenas, and non-claims for legal issues are processed in order to retain communication and transparency between the City and the public. The City Clerk’s Office manages these records in order to maintain accurate documentation, as well as supply historical information through public records request or inter-departmental communications.

  • Claims can be submitted by email, in-person, or mail. More information can be found on the City Attorney Office's Claim Submission Portal.
  • Subpoenas are only accepted if they are for the City Clerk's department/staff, not for a differing department (refer to department head), City employee (refer to supervisor), or personnel records (refer to the HR Department).
  • Summons must indicate whether it is for either the City of Palo Alto, its departments, boards or commissions. If this is for a City employee for activities relating to official duties, refer to the employee or the employee's supervisor instead.

To drop-off these legal documents in-person, please reserve a time available below. It is imperative to schedule a time with available Clerk Staff, as the City Hall floors above the lobby (Level G) are not open to the public. Once at the lobby, please call 650-329-2571.

Drop-off a Claim or Subpoena

File for Domestic Partnership

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The purpose of filing a Domestic Partnership is to certify and record an interpersonal relationship between two cohabitants who are not married to receive benefits, such as: right of survivorship, hospital visitation, etc. The City Clerk receives public submissions of Domestic Partnership to provide certifications and for record-keeping. Individuals may terminate their Domestic Partnership anytime, if desired. 

Prior to booking an appointment, please fill out the Domestic Partnership Form. While both parties do not have to be present at the time of filing, both signatures are required. 

It is imperative to schedule a time with available Clerk Staff, as the City Hall floors above the lobby (Level G) are not open to the public. Once at the lobby, please call 650-329-2571.

File for Domestic Partnership