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SOP template maker: write a standard operating procedure

The short answer

A standard operating procedure, or SOP, is a written set of steps for doing a task the same way every time. A simple SOP names the task, why it matters, who does it and when, and then the steps in order, with an owner and a date. Start from an example below, change the wording to fit, then print it or save it as a PDF.

Get how a job is done out of your head and onto one page. Start from an example, change the wording to fit your business, then print it or save it as a PDF.

Fill in your SOP

Fills in typical wording to change. Picking another replaces the title, sections and steps.
Who keeps it up to date.
Steps

Nothing is saved: print it or save the PDF before you close this page.

Your business name

Standard operating procedure

Version 1

[Name of the task]

Purpose

Why we do this and what goes wrong when it’s skipped.

Who and when

Who this applies to and when it’s used.

Roles

Who does it, who checks it and who approves changes.

What you need first

Anything you need before you start: supplies, logins, keys or forms.

Steps

  1. Get what you need ready.
  2. Do the first part of the task.
  3. Check the work against what good looks like.
  4. Finish up and write down anything the next person should know.

If something goes wrong

What to do if a step doesn’t work, and who to call.

Reviewed by: ____________________ Date: ____________

How it works

  1. Pick a starting point: any task, answering the phone, opening and closing, handling a complaint, or a new hire’s first day.
  2. Change the purpose, who it’s for, the roles and the steps so they match how you really do it.
  3. Add an owner and a date, then choose “Print or save as PDF”.

The parts of an SOP

  • Header: title, SOP number, version, effective date, owner and who approved it.
  • Purpose and scope: why it exists, who it applies to and when.
  • What you need first: tools, logins or supplies.
  • Roles: who does it, who checks it and who approves it.
  • Steps: numbered, in order.
  • If something goes wrong: quick fixes and who to call.
  • What changed: the date and a short note for each new version.

What makes a good SOP

  • One task per SOP, on about one page
  • Steps that start with a verb, in the order they happen
  • Written with the person who does the work, then tested on someone who doesn’t
  • An owner and a date, so someone keeps it up to date

Nothing is saved or sent anywhere, so print it or save the PDF before you close the page.

Common questions

What is an SOP?
SOP stands for standard operating procedure: written steps for doing a task the same way every time, whoever does it.
How do I write an SOP?
Name the task and why it matters, say who does it and when, then list the steps in order. Have someone who’s never done the task try it from your SOP, and fix what confuses them.
What are the 5 parts of an SOP?
The usual five are the header (title, version, date and owner), the purpose and scope, the roles, the steps, and the revision history. This template adds what you need first and what to do if something goes wrong.
What is the format for an SOP?
For most tasks, a numbered step-by-step list on one page. A short checklist suits routine tasks done by people who know the job, and a flowchart suits tasks with lots of decisions.
What should an SOP include?
A title, purpose, who it applies to, roles, the steps, an owner, a version and a date. For a small business, one clear page beats a long binder.
What’s the difference between an SOP and a checklist?
An SOP explains how to do something and why. A checklist is a short list to confirm it got done. Many businesses use both, starting with the SOP.
Which SOPs should a small business write first?
Start with what customers notice and what only one person knows how to do: answering the phone, handling complaints, opening and closing, and taking payment.
Is there an SOP template in Word?
You can make this one here, then copy the text into Word or Google Docs and keep it there. Save it as a PDF from your browser’s print dialog if you only need to print or share it.
Can I save this in Word?
Save it as a PDF from your browser’s print dialog, or copy the text into Word or Google Docs. Nothing is stored here.

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