Standard Operating Procedure Templates & SOP Checklists

This standard operating procedure template contains sample categories and information as examples to illustrate and serve as a guide in building your own SOP template based on your business needs. The steps below illustrate how to use this standard operating procedures template:

Customize template to indicate the purpose of the SOP and scope in the beginning of the document.
Set procedures by listing detailed steps and providing pictures or illustrations for reference
Once the template has been built out, the organization can export it as a weblink, PDF, Word, or CSV and roll it out to employees and have them fulfill the checklist as their guidance on the particular procedure.

Standard Operating Procedure Template

Published 6 Mar 2024 Article by Jona Tarlengco | 4 min read

What is an SOP Template?

A Standard Operation Procedure (SOP) template is a document used to create an organization’s standard operating procedures and avoid common mistakes, such as making them too long so that no one will read them. SOP templates have three common formats: step-by-step guides, hierarchical steps, and flowcharts. They are all used to prevent being so detailed that people could subjectively interpret standard operating procedures or be so negative that people will not be encouraged to do them.

Purpose

Using a well-designed standard operating procedure template, or standard operating procedure form, makes it easier for managers and employees to put the best practices for a specific job or an established business process into a communicated, systematically written document.

How to Write A Standard Operating Procedure with an SOP Template

Writing an SOP, with the use of SOP templates, depends on the purpose, industry, and audience and can vary from process manuals to checklists or flow diagrams. That said, an effective SOP should focus on three key areas:

Step 1: State a Clear Purpose

State a clear objective of what needs to be accomplished and why it is important. This should answer the essential questions such as “What is the target process?”, “Why write an SOP for this process?” and “What needs to be improved in this process?”. A clearly written purpose should help staff understand why they are following the relevant SOP procedures rather than simply performing the process.

SOP Purpose Example (office housekeeping):

The purpose of this SOP is to outline housekeeping services and to ensure that workstations are free of debris and clutter. This is vital to maintaining a safe work environment and preventing any minor or major incidents from occurring.

Step 2: Define the Scope

Outline specific tasks for the intended audience, specify who should be following the SOP, and list the relevant duties and responsibilities that the SOP covers. It will also be helpful to outline what is out of scope for this particular SOP and reference other documents that the audience can use or other tasks.

SOP Scope Example (office housekeeping):

This standard operating procedure is intended to guide facility management staff in covering the following office housekeeping duties:

This document does not cover identifying equipment damage or repair work. Refer to the office incident report SOP for those tasks.

Step 3: List the Procedures

List the steps or procedures in detail. Procedure steps should be written in an orderly, concise, and easy-to-read structure. Keep all steps direct, and avoid including irrelevant or unnecessary information for that process. Pictures or illustrations can be included for a more comprehensive and clearer presentation of SOP.

What to Include in Your Standard Operating Procedure Template?

There’s no standardized set of questions that are applicable to all SOPs, but the crucial aspect is that they should be aligned with the purpose and created according to certain requirements—set by a team, manager, or organization—that need to be complied with. Here are a few sample questions you can include in your SOP template:

Introduction

Ask for basic information and indicate details that help strengthen the SOP’s foundation. Start with these questions:

What is the main purpose of the SOP?
Or what do you want to accomplish with the use of the SOP?
What are the scopes of the SOP? (Specify each one so they are clear.)

General Housekeeping

Most SOPs contain general housekeeping questions to ensure a clean, safe, and organized execution of tasks. Some general housekeeping questions include:

Is the room/place free from clutter, obstructions, or other unnecessary items?
Is the place cleaned/disinfected as frequently as needed?
Are floors vacuumed regularly?

Food Manufacturing

Here are some food manufacturing questions you can include in your SOP template:

Are hands washed with warm water and soaped for 20 seconds?
Did you scrub your wrist, fingers, and fingertips while handwashing?
Are food contact surfaces pre-rinsed with hot water?

FAQs About SOP Template

Is there an SOP template in Word?

Yes, there are pre-existing SOP templates that can be used or exported via Microsoft Word. Ready-to-use templates such as this enable managers and staff to work together and communicate procedures effortlessly. If you want to know more about that, try this simple SOP template from SafetyCulture.

What is an ideal SOP format?

Below is a simple standard operating procedure outline and sample SOP format:

Title Page – contains the complete SOP title, SOP number, date of approval or version number, the name and signature of the author, the name and signature of the person authorizing the SOP, and their dates of signing respectively.
Table of Contents – indicate page numbers and the total number of pages of the SOP
Purpose – establishes the objectives and scope of the standard operating procedure
Procedures – provides unambiguous and imperative descriptions of each process step
Quality Assurance – states the criteria for the control of the described product/service, system or process
References – any related SOPs of operations used in the present SOP

Creating Effective SOPs with SafetyCulture (formerly iAuditor)

Paper based SOP documents make it challenging to track whether staff are following and completing the procedures in their daily duties. SafetyCulture is an effective digital SOP tool to make it easier for staff to use and provide visibility and record keeping to trainers and managers that tasks are being completed properly.

With the SafetyCulture mobile app and web platform, you can:

Create paperless standard operating procedure checklists for every significant task
Read and perform SOP procedures on your handheld device
Capture photos for supportive evidence of SOP steps being completed
Capture electronic signatures and submit your SOPs to your supervisor anytime, anywhere
Secure all SOPs in cloud storage for review purposes. View sample report of a standard operating procedure PDF here .