A Guide to SOP Writing: Template and Examples

SOP or Standard Operating Procedure is a document that contains the step-by-step process or instruction on how to perform a specific task or method in an efficient, safe, quality, and consistent manner.

SOP creation is important in every organization. Effective SOPs help achieve accuracy, regulatory compliance, productivity, and operational agility, while poorly written SOPs could lead to errors, waste of resources, and confusion in the entire process.

So, if you want to learn writing standard operating procedures for your company or career development, this guide has SOP writing tips, including how to effectively write one, standard operating procedure template, examples, and some frequently asked questions.

What is SOP writing?

SOP writing is the process of crafting a written document that outlines specific steps to complete a task, including company information, purpose and application, key definitions, steps, and resources. Writing procedures ensure that all personnel perform specific processes correctly and consistently.

It is important to determine a specific workflow you want to write SOP for, so you can identify which format you can use. There are 3 common types of SOP formats in business with standard operating procedure examples:

Step-by-step

This is the most straightforward format, and it includes bullets and lists.

Example: HR department's Hiring Process

Purpose: To ensure that potential employees follow a consistent procedure and to effectively evaluate their qualifications.

Procedure:

1. Administer an online skills test for potential employees.
2. Collate test results and have the respective department evaluate them.
3. After the candidates pass the exam, invite them for an interview with the HR manager.
4. Provide job offers to the successful candidate via email and give them 3 business days to accept the offer.

Checklists

This is applicable for tasks to be accomplished for a particular workflow and can be ticked off once completed.

Example: Room-cleaning in the Hotel

Purpose: To ensure that hotel guests have the most comfortable and clean stay in the hotel rooms.

Frequency: Daily or as per request of hotel guests

Procedure:

• Replace bed sheets and pillowcases
• Vacuum the floor and dust surfaces
• Replace and restock toiletries and towels in the bathroom
• Clean toilet, shower, and sink
• Empty trash and refill amenities

Hierarchical Lists

This is commonly used for more complicated tasks as it lays out more detailed processes in sub-tasks.

Example: Sample Preparation in the Laboratory

Purpose: To accurately and safely analyze samples in the laboratory.

Procedure:

1. Labeling
   1. Label containers, tubes, and glassware used to contain the sample.
2. Method of preparation
   1. Treat sample through dilution and filtering.
   2. Calibrate equipment and standardize chemicals for sample analysis.
3. Safety Precautions
   1. Wear proper PPE (Personal Protective Equipment).
   2. Utilize fume hood when using hazardous chemicals.

How do I write SOPs?

Before writing an SOP for a specific task, take note of the important components of a standard operating procedure:

• Company information: Put this in the header or footer of the document. This includes the company name, address, telephone number, logo, date, department relevant to the SOP, name of the writer, and the document's revision number.
• Purpose: It must have a specific SOP purpose and the intended end-user of the document. This allows personnel to know the scope of the document and identify areas of improvement for future revisions.
• Definition of terms: There might be technical words that are hard to understand as end-users follow along the document, so it better to define these terms to avoid confusion and misunderstanding.
• Roles and responsibilities: Identify the roles responsible for the execution of specific activities in the procedure. This allows accountability and streamlining of duties, giving way for a more efficient workflow and clearer job roles.
• Procedures: This is one of the most significant parts as it details the steps in how to complete a certain task. As mentioned above, there are 3 common types of SOP writing formats, which depend on how the process is arranged: step-by-step, hierarchical, and checklist.
• References: This provides links to relevant documents that might help in further readings and understanding of processes, such as industry standards and policies.
• Approval signatures: This signifies that the SOP draft has been verified and checked for compliance by key roles, such as the author, reviewer, supervisors, managers, and regulatory officers.

Here is how to write an effective standard operating procedure:

1. Determine a format that fits the workflow: Consider the complexity of the process and the needs of the organization when choosing the format for SOP writing. For example, if you are writing an SOP about a complicated IT procedure, then you need to use a hierarchical format.
2. Know the target audience: Evaluate your end-user's level of expertise, the number of details they need, and the important safety and regulatory compliance.
3. Incorporate the components: To start writing an SOP, follow the structure that details the components of a standard operating procedure:
   • Title
   • Code Number
   • Revision Date
   • Effective Date
   • Purpose
   • Scope
   • Responsibilities
   • Definition of Terms
   • Procedure
   • References
   • Approval Signatures
4. Get the review and approval: To ensure that the SOP is clear, efficient, quality, and accurate, have it reviewed by technical experts and supervisors, as well as the formal approval of higher-ups, such as department heads and compliance officers.
5. Maintain and update the document: Regularly reviewing the SOP, such as once a year or as needed, makes the document more applicable to the current needs of the company and specific departments.

A few best practices in SOP writing include:

• Ensure end-user perspective: Writing an SOP must be in a purely practical perspective and easily understandable to individuals who will use them.
• Keep it clear and concise: Aim for brief sentences and simple terms. Avoid using complex and jargon words when using common terms can convey the same idea.
• Use active voice: Passive voice may cause confusion and misdirection from important ideas, so opting for straightforward action-based words, such as "collect," "analyze," "identify," or "determine" gives clearer communication.
• Avoid ambiguity: Using general and uncertain terms, such as "usually" or "periodically," is not a firm enforcement of the SOP and does not command execution of directions.
• Simplify SOP format: Avoid using lengthy paragraphs and use bullets and lists simplify steps. This helps end users digest enough details, relevant keywords, scope, and responsibilities.

Good SOP template you can use

Here is a standard operating procedure template you can use in writing an SOP for specific workflow in your department:

Standard Operating Procedure

[Title]

[Company Name]
[Company Address]
[Company Number]
Revision No.: [Revision No. of Document]
Revision Date: [MM/DD/YYYY]
Effective Date: [MM/DD/YYYY]

Purpose: [Describe the reason of writing an SOP and the information about the subject matter.]
Scope: [Define under what circumstances and department the procedure and document apply to.]
Responsibilities: [Define the job roles the document applies to and their respective responsibilities.]

Definitions: [Define technical words and acronyms to better understand the whole document.]
Procedures: [Detail each step of the process and note any known hazards or safety measures.]
References: [Include relevant links, resources, and industry standards.]

Written by: [Name of SOP Writer]
Approved by: [Name of Approver]

Standard operating procedure examples

Here is a standard operating procedure example to help you picture out what this document looks like:

Standard Operating Procedure

Fixing Bugs in IT Department

Mortem Computers, Inc.
San Jose, California
(212) 555-1234
Revision No.: 3
Revision Date: January 20, 2023
Effective Date: January 22, 2023

Purpose
This SOP details the standardized process for identifying, reporting, fixing, and validating system bugs in the company's IT department to ensure efficient resolution, technical reliability, and minimal disturbance in IT operations.

Scope
This is applicable to all IT staff under the software development, support, and maintenance department of Mortem Computers, Inc. This document includes internal systems, operational software, and technical issues.

Responsibilities

• IT Support Team: Log and classify bug reports.
• Developers: Assess and fix bugs using code fixes.
• Quality Assurance Team: Test and validate bug fixes before deployment.
• IT Supervisor: Confirm bug resolutions and certify documentation.

Definitions

• Bug: Unintended error or flaw in the system that causes incorrect software behavior.

Procedures

1. Reporting bugs
   1. End users submit bug reports through tickets.
   2. Bug reports must include issue description and screenshots.
2. Logging
   1. IT support team logs the bug and determines the level of severity.
3. Assignment and investigation
   1. Assign bug to respective developer or team
   2. Developer or dev team confirms the bug, determines the root cause, and evaluates resolution time.
4. Fixing bugs
   1. Developer or dev team fixes the bug in a controlled environment.
5. Testing and QA
   1. QA team tests bug fixes.
   2. Once verified, bug fixes are ready for deployment.

References

• IT-SOP-001: Change Management Procedure
• ISO/IEC 27001: Information Security Management Standard
• OWASP Secure Coding Guidelines
• Company Ticketing System User Manual

Written by: Jane Smith
Approved by: Alex Garcia

FAQs

Here are some frequently asked questions about SOP writing:

How do I write a standard operating procedure (SOP) for a business process?

Writing an SOP for a business process is the same as the other industries. First, determine a format that fits the specific workflow, know the audience of the document, incorporate the important components of SOP writing, get the review and approval of key roles, and maintain and update the document as needed.

What are the key components of a well-written SOP?

The key components of a well-written SOP are Title, Code Number, Revision Date, Effective Date, Purpose, Scope, Responsibilities, Definition of Terms, Procedure, References, and Approval Signatures.

What are the benefits of implementing effective standard operating procedures?

The benefits of implementing effective SOPs, specifically for employees, include consistency in operations, improved safety of personnel and workplace, facilitation of employee training, clearer guidance for onboarding and day-today tasks, and reducing stress at work.