SOP Formats: Types, Use Cases and Essential Elements

Standard operating procedures (SOPs) define business processes, clarifying how to complete a task accurately and efficiently. These documents appear in various forms for different uses. Step-by-step SOPs, for instance, ensure linear processes occur in strict succession, while checklist SOPs encourage workers to finish every task, regardless of the exact order. 

Together, the various types of SOPs you’ll need to create form a knowledge base that’s a single source of truth, so employees and customers can complete any process correctly.

Discover the four main SOP format types and customize pre-made templates so you can start documenting your processes today.

What’s an SOP?

SOPs are documented instructions that help employees complete business processes consistently and efficiently. They create quality standards for your company, provide clarity to staff and reduce operational errors.

These documents are also essential for employee onboarding and training. Writing SOPs enhances knowledge sharing and ensures new hires learn company policies and practices quickly.

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4 Primary Types of SOP Formats

An SOP format is what dictates your procedure documents’ structure, and creating an SOP with the appropriate type will support clarity and efficacy. Here are the four most common SOP formats and their functions.

1. Step-By-Step SOP

Step-by-step guides lay out instructions in linear order, starting at the beginning and walking through the steps chronologically.

We recommend step-by-step SOP documents for straightforward, routine business processes like:

• Updating your status on a company tool.
• Downloading a document.
• Performing basic functions in spreadsheets.
• Scheduling messages in a group chat.

They’re also excellent for employee onboarding due to their simplicity, making new tasks approachable and less daunting.

Here’s an example step-by-step SOP created with Scribe on how to download a Google Doc as a Microsoft Word Document:

Companies use this format for most of their SOPs, so it’s helpful to work from step-by-step procedure templates to speed up the creation process. But you can build SOPs even faster with Scribe. Turn on our browser extension, and our AI tool will write an SOP by capturing your screen, detailing each step and providing annotated screenshots.

We recommend always adding screenshots to step-by-step SOPs. This clearly separates each task and provides helpful visual clarity.

2. Checklist SOP

Checklist SOPs place checkboxes by each task so employees can mark completed items. These documents offer flexibility, since you don’t always need to follow them sequentially.

Checklists are ideal for adaptable processes, letting people finish tasks in whichever order works best for them. And because you visually mark each step as you go, this format is also helpful for procedures in which every step is essential.

Here are a few examples of processes ideal for checklist SOPs:

• Reviewing written content.
• Guiding users through new tools.
• Troubleshooting simple IT issues.
• Preparing tools and resources for new employees.

We also recommend this SOP format for frequently updated processes. Employees must check items as they go, so it’s much harder to miss newly added steps.

Checklist SOPs work best when you use a handful of large headers with flexible subtasks underneath them, like this example of an employee onboarding procedure:

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Remember that you must follow some checklists in chronological order and others based on header order. When creating checklist guides, always specify how to use your SOP for clarity.

3. Flowchart SOP

Flowchart SOPs organize processes on a diagram, showcasing different steps in boxes connected by lines. This format is the most visual, guiding people through tasks with “yes/no” prompts and arrows that indicate order.

Use flowchart SOPs for business processes with various decision points, deviations and outcomes, like when you’re:

• Answering customer inquiries.
• Troubleshooting complex IT issues.
• Processing payments.
• Approving employee leave.
• Handling project delays.

In a standard list format, tasks with multiple outcomes can be confusing and overwhelming, but flowcharts let employees quickly follow the path they need.

Flowcharts also help establish contingency plans for delays and roadblocks. You can include decision points depending on resource availability and the issue’s root cause. These points instruct employees on which actions to take and who to talk to.

Here’s an example for a purchasing process:

Flowcharts are one of the most flexible SOP formats, since you can easily adapt them to nearly any scenario. But their main downside is their complexity. Considering and including every possible deviation can be difficult and time-consuming. Flowcharts also involve design work requiring SOP tools and employees with basic graphic design skills.

4. Hierarchical SOP

Hierarchical SOPs structure processes under various large headers, with subtasks beneath each one. This structure — of breaking long, complicated tasks into separate sections — makes hierarchical formats perfect for extensive processes that would otherwise be overwhelming, like:

• Developing new products.
• Creating and implementing business plans.
• Hosting formal conferences.
• Implementing new technology in individual departments.
• Performing safety and maintenance checks in a healthcare facility.

Here’s an example of a hierarchical SOP for building a business action plan:

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While hierarchical SOPs break complicated processes into more manageable pieces, that doesn’t mean they’re simple. Creating these lists typically requires having in-depth knowledge of the process, so write it with the employee who usually completes the task. This is easy to do with Scribe.

Have the employee turn on Scribe’s AI browser extension and then complete the process. Our tool captures each detail, building a descriptive guide with steps and screenshots.

You can also explore 100+ free SOP template examples for dozens of different use cases in our ultimate guide to writing SOPs.

Essential Elements in an SOP

While they differ based on needs and circumstances, most standard operating procedure documents contain the same fundamental components. These SOP best practices ensure your procedures are clear, understandable and easy to follow.

Here’s what a solid standard operating procedure outline should include:

• Descriptive title: A specific title makes your SOP instantly recognizable so it won’t be confused with similar guides. For example, if you have multiple customer service procedures, you’ll need descriptive labels for each one to distinguish them.
• Clear purpose: Highlight the process’s main goals and desired outcome so users know what they’re aiming to achieve.
• Logical structure: Rational organization makes SOPs easier to understand. This is essential for step-by-step SOPs but also important for procedures you can complete out of order. The SOP should follow a logical structure even if employees can decide the exact sequence of tasks for themselves.
• Consistent format: Keep terminology and formatting consistent to avoid misunderstandings and to standardize your SOPs. For example, if you typically use the term “customer,” don’t switch to “client” part-way through, as this may cause confusion.
• Specific roles and responsibilities: State who performs the relevant task and who they should contact if a problem arises. Also provide details about who will maintain the document.
• Useful links and resources: A resources section provides users with anything that might help them complete the process, such as articles, videos and tools.
• Visual aids: Screenshots, graphs and videos illustrate steps and can enhance understanding, especially for visual learners.

Following the above best practices is easier with a template, but creating an SOP template from scratch isn’t easy — unless you use Scribe. Check out our list of SOP examples to find the right ones for your team’s processes.

Craft Effective SOPs With Scribe

SOPs are endlessly versatile. Explore various formats and templates until you hit on the perfect structure for your unique tasks.

With Scribe, you can build SOPs tailored to your processes. Turn on our AI browser extension or desktop app and perform the task as usual. Scribe captures the process, creating an SOP with detailed steps and annotated screenshots. And because Scribe captures the task as it happens, you can record your top performers and build guides based on their expertise to share with the team.

Sign up for Scribe and standardize your tasks with professional SOPs today.