How to use the standard operating procedure template
- Type the title and optional details: SOP number, version or date, department and owner.
- Fill in the purpose, scope, responsibilities and any materials and tools. Empty sections print writing lines.
- List the steps, one per line, and add blank step lines if you want room to write more.
- Optionally add a revision history table. Print the document or save a PDF.
Receiving a delivery in six steps
The starting example describes how to receive a delivery. Its six steps are numbered 1 to 6: check the delivery against the packing slip, inspect for damage, note problems and tell the supplier, move items to storage, update the stock record and file the packing slip.
Add 2 blank step lines and the numbering continues with 7 and 8, ready for hand written steps. The document flows onto a second page if the steps are long, and each page keeps the title with the word continued.
What an SOP is for
A standard operating procedure writes down how a task is done so that anyone can do it the same way. The usual parts are the purpose, the scope, who is responsible, what is needed and the numbered steps. Writing steps as short instructions that begin with a verb, such as Check or Move, makes them easy to follow.
The tool formats your text and does not supply the content. Safety, legal and compliance requirements differ by workplace, so the text of your procedure should come from the people who know your process and any rules that apply to it. Keep each step small enough that one person can finish it without stopping to ask a question, and put warnings before the step they apply to rather than after it.
Keeping procedures current
A procedure that is out of date can be worse than none, so record the version or date and a revision history. Review each one on a schedule and after any change in the process. Test a procedure by having someone new follow it and note where they get stuck.
Pair procedures with a checklist for repeated tasks, the RACI matrix template to show who does what, and the new hire checklist template to train people on them. The project planner template covers one time work.
Assumptions and limits
- Steps are numbered in the order you list them, up to 40, plus up to 10 blank lines.
- Empty sections print writing lines.
- The document is US Letter and flows over as many pages as needed.
- The tool gives no safety, legal or compliance advice.
Frequently asked questions
What should a standard operating procedure include?
Typically the purpose, scope, responsibilities, materials and numbered steps. This template has a section for each.
How do I write good steps?
Keep each step to one action and begin with a verb, such as Check the delivery against the packing slip.
Can I add steps by hand later?
Yes. Ask for blank step lines and the numbering continues after your steps.
Is the template approved for compliance use?
No. It formats your text only. Make sure your procedure meets any rules that apply to your work.