How To Write SOPs (+ 12 Free SOP Templates)

Introduction

Without well-defined processes, companies struggle to complete tasks consistently, increasing the likelihood of errors. To remedy this issue, you can write standard operating procedures (SOPs). These step-by-step documents outline important processes and help your employees complete their work accurately, quickly and safely.

Read on to learn how to write SOPs and check out 12 customizable SOP templates that clarify your work.

Jump to a template:

SOP Template Summary

Learning more about SOP templates helps you use them to their full potential. Here are a few details this article covers:

Four essential SOP types: step-by-step, hierarchical, flowchart and checklist.

12 SOP examples and a gallery of over 100 SOP templates you can customize to your company’s needs.

The top benefits of SOP templates, including improved employee training, process consistency and documentation.

Frequently asked questions about SOPs, like who’s responsible for creating an SOP and how often you should update them.

What’s an SOP Template?

SOP templates give you a ready-to-use layout to document any workflow or task. These downloadable forms have headers, action items and checklists that you can customize with your own data.

Using templates, you can create detailed instructions for internal processes like onboarding or talking to customers. By describing each task, SOPs increase consistency and performance across the company.

Types of SOP Formats

Luckily, there are types of SOPs for every use case. Here are four standard SOP format types you'll likely run into.

Step-By-Step SOP

A step-by-step SOP format, as the name suggests, draws out a sequential plan of action to complete a task. For instance, you can create a step-by-step list detailing operational procedures.

Or you can use them to create step-by-step instructions on how to use tools — like this Scribe on how to download Google Docs as a Microsoft Word document:

How to download Google Docs as Microsoft Word docs

This SOP works best when you outline a straightforward process or routine procedure where you have to perform actions in a specific order.

Break a process into actionable steps to help users perform an action.

Make these steps more meaningful by including annotated screenshots.

Hierarchical SOP

Hierarchical SOP formats are structured as an ordered list of stages with a few steps nested within the main action items.

Here’s a hierarchical list from our business action plan template to show how you can create one for your team:

Scribe's business action plan template

Hierarchical SOPs are great for complex processes since they contain more information than other SOP formats.

You can use them to categorize information under different stages and expand on your instructions in each stage.

Break down a long and complex process into more actionable stages.

List responsible teams or stakeholders for each stage.

Create paths based on specific outcomes.

Help users navigate from one stage to another based on the outcomes.

Flowchart SOP

Flowchart SOP formats use graphical charts to visually demonstrate a process flow.

Flowchart SOPs visualize your processes using directional arrows to illustrate the path from one step to another. They map out the steps, stakeholders, and the people responsible for tasks or processes.

Here’s an example of a flowchart SOP with different action items:

Like hierarchical SOPs, you can use this format to document lengthier processes or complex tasks, especially when they aren’t linear.

Convey the flow of steps from start to finish.

Create outcome or criteria-based flows to guide users about non-linear workflows.

Learn more about flowcharts and process mapping here.

Checklist SOP

A checklist SOP keeps standardized processes organized while maintaining flexibility. Unlike with step-by-step work instructions, you can accomplish tasks in your preferred order.

Here’s an example:

Use this format to:

Accommodate frequent process pivots.

Track what you’ve completed.

Complete tasks in your chosen order.

Feel a sense of accomplishment with each checked item.

12 SOP Templates You Can Use for Free

Here are the most popular SOP templates for different use cases, industries, and job functions.

1. Standard SOP Template

Click here to try this Standard Operating Procedure template

A standard operating procedure (SOP) template documents the steps for completing a process or task.

Teams create these instructions to maintain consistency and speed up the training process.

Use this highly customizable SOP template for:

Employee training: Create training materials for new team members, including step-by-step instructions for completing specific tasks, information on safety protocols, and company policies.
Quality control: Establish procedures for quality control and quality assurance.
Inventory management: Create routine end-to-end processes for managing inventory.
Equipment maintenance procedures for maintaining and repairing equipment.
Data management procedures.

👉 Try this standard operating procedure template for free.

2. ‎Step-By-Step SOP Template

Click here to try this step-by-step guide template

Document processes and ensure consistency for any task or process with this step-by-step guide template. Use our SOP document template to outline the steps for employees (and stakeholders) to understand and follow your procedures.

👉 Try this step-by-step guide template for free.

3. ‎Onboarding SOP Template

Click here to try this onboarding SOP template

Following well-documented processes during onboarding makes the experience less overwhelming, since new hires know what’s expected of them. And human resources SOPs ensure you avoid legal risks, improve security and offer an impactful employee experience.

Our onboarding SOP template:

Gives new hires information on procedures, policies and job-specific training.

Prepares employees for success with a helpful checklist to organize their to-dos.

Refines onboarding processes by encouraging two-way communication and feedback.

‍👉 Try this onboarding SOP template for free.

4. ‎Knowledge Transfer SOP Template

‎A knowledge transfer SOP template outlines the steps and procedures involved in transferring knowledge or skills within your organization.

Use this knowledge transfer standard operating procedure template to:

Reduce the risk of knowledge loss: Transfer important knowledge or skills from one person or team to another.
Improve efficiency.
Reduce errors and mistakes.
Support organizational learning: Share knowledge throughout your organization, leading to continuous improvement and innovation.
Facilitate team collaboration: Encourage team members to work together to share knowledge and achieve common goals.

‍👉 Try this knowledge transfer SOP template for free.

5. Process Documentation SOP Template

Click here to try this process documentation template

Document processes and create a clear, easy to follow guide that standardizes:

How a particular process or procedure works.
Who is responsible for each step.
Resources and tools needed to complete it.

👉 Try this process documentation template for free.

6. Operations SOP Template

Click here to try this operational plan SOP template

Use this operational plan template to explain everything about your organizational operations, including:

Goals.
Market analysis.
Project management.
Production processes.
And more!

You can include screenshots and text to share detailed instructions in your SOPs. Including links to related resources is another plus!

‍👉 Try this operational plan template for free.

7. Information Technology (IT)‎‎‎ SOP Template

Click here to try this IT‎ SOP template

You can use this IT ‎standard operating procedure template to standardize tasks or processes, ensuring consistency and accuracy across your company.

Try our IT SOP template to outline step-by-step instructions for:

Installing and configuring software or hardware.
Conducting routine maintenance tasks.
Troubleshooting and resolving common IT issues.
Managing user accounts and access permissions.
Responding to security incidents or data breaches.
Training new IT staff on specific tasks or processes.

👉 Try this IT SOP template for free.

8. Managed Service Provider (MSP) SO‎‎‎P Template

Click here to try this SO‎P template for MSPs

Standard operating procedures help Managed Service Providers (MSPs) ensure consistent, reliable and high-quality service delivery.

Use this SOP template for MSPs to:

Improve efficiency: Ensure tasks are carried out consistently, quickly and accurately.
Reduce costs: Reduce the amount of time and resources needed to provide services.
Increase customer satisfaction by ensuring services are delivered within agreed service levels.

‍👉 Try this MSP SOP template for free.

9. Account Management SOP Template

Click here to try this account management SOP template

Try this account management template to design procedures for managing client accounts.

Build alignment between sales and service teams.
Provide guidelines for internal processes and managing customer accounts.
Identify opportunities for growth within customer accounts.

👉 Try this account management SOP template for free.

10. ‎‎‎Customer Service SOP Template

Click here to try this customer service SOP template

Scribe's customer service SOP template outlines the steps and support processes your customer service team can take to deliver high-quality customer service. Try our template to:

Build standard operating procedures that standardize customer service processes and drive repeatable success.
Define workflows and support processes.
Improve consistency, bringing greater predictability to outcomes.

👉 Try this customer service SOP template for free.

11. Bu‎‎‎siness Development SOP Template

Click here to try this business development SOP template

This business development standard operating procedures template provides a comprehensive framework for creating standard operating procedures for all phases of the business development cycle, including:

Lead generation.
Prospecting.
Proposal development.
Closing deals.

‍👉 Try this business development SOP template for free.

12. Marketing SOP Template

Click here to try this marketing SOP template

Clear organization is essential for tracking complex marketing efforts. This template streamlines your communications strategy to improve efficiency and align your marketing team.

Use this template to:

Create a consistent voice across all marketing materials.
Outline marketing goals and tasks.
Gain better budget visibility.
Organize information to improve teamwork.
Monitor key metrics.

Our SOP examples feature more marketing samples, including a website content update guide.

‍👉 Try this marketing SOP template for free.

More Free SOP Templates for Different Industries and Processes

Scribe template gallery: 100+ SOP templates

You’ll find hundreds of standard operating procedure templates for different business processes and use cases in the Scribe gallery. Choose any template and get started in seconds! Check out our gallery for the full template library, including:

... and more!

Benefits of SOP Templates

Using SOP templates is a simple way to clarify company processes without investing significant time and money. Here are a few benefits:

Improve efficiency: Templates offer a customizable structure so you can quickly build accurate, effective SOPs as soon as you need them.
Reduce errors: SOP templates give clear instructions on what to include, helping you remember each crucial step in a process.
Collaborate effectively: A structured outline helps teammates with no SOP experience get started so your entire team can contribute.

Optimize Your SOP Templates With Scribe

Whether you’re documenting IT processes or onboarding new employees, SOP templates simplify creating well-organized guides. Writing SOPs is easy, too. Check out our complete guide to learn how to write SOPs and view more examples.

Enhance your productivity by signing up for Scribe today. Use our AI tool to automatically capture your processes and build accurate guides, and explore our library of over 100 customizable templates to get started.

FAQs

What Are the Challenges of Creating an SOP?

The top SOP challenges are inconsistencies between departments, outdated documents and inaccessible paper records:

Outdated documents: Documentation goes out of date quickly, and it takes forever to update, so it’s a frustrating task to continuously prioritize. To ensure you’re sharing updated SOPs, schedule regular maintenance to confirm steps are still accurate and relevant. Scribe makes this easy since documentation updates are automatically published to any spot where you linked or embedded your Scribe.
Inconsistencies: Different departments may create conflicting SOPs, so encourage frequent meetings to align documentation and promote consistency.
Inaccessible records: Organizations that primarily use paper records may not distribute them to all necessary departments. Same goes with digital assets — if they’re not centralized and organized, they’re difficult to find. Use Scribe to digitize, centralize, and organize your documents.

How Often Should SOPs Be Updated?

You should regularly update your SOPs to reflect changes in the process or procedure.
Updates also need to be made when there are changes to regulations or standards.

Who’s Responsible for Creating and Updating SOPs?

The responsibility for creating and updating SOPs typically falls to the responsible team or the role that handles the task or specific process. Be sure to get input from other stakeholders like other departments, managers and customers.

How Can I Ensure My Team Is Using SOPs?

Train your team so all employees who need to use SOPs are trained on how to create and use them.
Make your SOPs easy to find: Creating a central repository for SOPs, such as a shared drive or intranet site, will make it easy for your team to find, access and create SOPs. Clear titles also make it quick and easy to find SOPs.
Monitor compliance: Conduct regular audits and spot checks of your SOPs to make sure they are still compliant.
Encourage feedback on your SOPs and incorporate the suggestions into your templates.

How Can I Protect Sensitive Information in My SOPs?

If your SOPs contain sensitive information like customer data or intellectual property, you can use security measures like passwords, encryption, and access controls.

Scribe offers robust security measures — just another thing you don’t have to worry about. Here are a few security features you’ll enjoy when using Scribe:

Encryption in transit and at rest.
Continuously monitored cloud traffic.
Two-factor authentication.
SOC II compliance.

Head to our security and compliance page for more information.

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