Standard Operating Procedure Template

What is an SOP Template?

A Standard Operation Procedure (SOP) template is a structured document that guides teams in executing tasks efficiently and consistently. It has three common formats: step-by-step guides, hierarchical steps, and flowcharts. Using a well-designed SOP template helps prevent common pitfalls, such as making procedures too lengthy which discourages readability, or too vague which leads to misinterpretation.

Standard Operating Procedure Checklist

A comprehensive standard operating procedure checklist helps ensure that an SOP meets its desired objectives. An SOP template outline and format typically includes the following items:

• 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

What to Include in Your SOP Template?

There’s no standardized set of questions that apply 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?

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 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:

• Window cleaning

• Carpet care

• Dusting

• Waste disposal

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.