When should a memorandum be approved by the proper chain of command?

A memorandum should be approved by the proper chain of command when it is sent outside the Department or to a higher rank because this ensures that the information being communicated has been vetted for accuracy and appropriateness. This approval process is important to maintain professionalism and ensure that any correspondence reflects the Department’s standards and policies.

Sending information without proper approval could lead to misunderstandings, miscommunication, or even the dissemination of unauthorized information, which can undermine the credibility and integrity of the Department. By adhering to the chain of command, the memorandum can be reviewed for context, tone, and factual accuracy, ensuring that it aligns with the organization’s goals and policies before it reaches external parties or higher-ranking officials.

In contrast, options that imply approval is only necessary under specific circumstances, or not needed at all, do not align with the established protocols designed to ensure proper communication within and outside the organization. Approvals facilitate accountability, protect sensitive information, and help maintain a unified front for the Department.