A Standard Operating Procedure (SOP) is a document that outlines all the tasks in a company’s routine or schedule, along with their descriptions and instructions. It is used in various types of operations, such as maintenance, equipment use, safety procedures, crisis response, production, etc.

The advantage of SOPs is that workers don’t get lost about how to proceed with each task, having a well-defined script. This prevents professionals from having to frequently consult with leadership or having to “guess” how to operate after each stage of the work.

Standard Operating Procedures (SOPs) are considered one of the simplest tools for conveying technical and managerial work information. However, creating an efficient model may not be so intuitive. That’s why we’ve provided a step-by-step guide below on how to write an SOP and a free template to download and use.

What is a standard operating procedure (SOP)? What is it used for?

Writing standard operating procedure (SOP) is a document that outlines the tasks for a set of activities so that the team knows how to proceed in the day-to-day operation. It’s like a cake recipe, but for various tasks – including cake, if your company manufactures it.

Each task in a SOP must be well described, with detailed instructions. Unlike a Work Instruction (WI, a similar document), which focuses on detailed technical guidance for a specific task, the SOP describes the activities involved in a production flow, offering an overview of the process and a roadmap for operation.

Returning to the example from the first paragraph: the cake recipe itself, not the overall task of “making cakes,” would be a Work Instruction. Each SOP can have WIs describing its tasks. 

Therefore, understanding each one and differentiating them is best exemplified as follows:

Practical example: Cake making

• POP – Cake Making Process
  • Objective: To standardize cake production in the industry.
  • General flow:
  • Ingredient separation
  • Dough preparation
  • Roast
  • Cooling
  • Cutting and finishing
  • Packaging
  • Identification and storage
• IT – Work Instructions associated with the SOP
  • IT 01 – Dough preparation method
    • Exact quantities, mixing sequence, mixer speed, etc.
  • IT 02 – Baking parameters
    • Temperature, time, specific adjustments depending on the type of cake.
  • IT 03 – Packaging procedure
    • Type of packaging, sealing, visual inspection.

What are the types of standard operating procedures?

Standard operating procedures (SOPs) differ in type by area, tasks covered, and auxiliary tools used (flowcharts, for example). Therefore, there is no predefined classification among standard operating procedures, but you can generally find them like this:

• High-quality POP;
• Production POP;
• Maintenance SOP;
• Administrative SOP;
• Safety SOP
• SOP with flowchart;

What should be included in a SOP?

The Standard Operating Procedure document may undergo variations or receive additions according to your company’s needs, such as managed documentation, but the basics of the document are:

• Task name;
• Responsible;
• POP number;
• Date of creation;
• Date of revision;
• Revision number;
• Materials Needed;
• Critical steps, in order;
• Material handling;
• Expected Results;
• Corrective Actions;
• Approval signature list, with 2 executors: supervisor and manager.

How do you create and use a SOP?

How to format an SOP

Creating a Standard Operating Procedure (SOP) is basically organizing the procedure into logical blocks that make it easier for those who perform the task on a daily basis to understand. In general, you will start with a real company routine and transform it into a documented script or business documentation.

With the task defined, organize the SOP using the minimal structure:

1. Choose the task or routine that will be standardized.
   • Start by defining which process will be described in the SOP. It could be, for example, a production step, a safety procedure, or the use of a piece of equipment. The important thing is that it is a relevant, recurring activity that truly needs standardization.
2. Define the basic structure of the document.
   • With the task defined, organize the SOP using the minimal structure:
     • Task name
     • Responsible
     • POP Number (Standard No.)
     • Creation date
     • Revision date
     • Revision number
     • Materials Needed
     • Critical steps, in order.
     • Material handling
     • Expected results
     • Corrective actions
     • Approval signature list (2 executors, supervisor and manager)
3. Organize the logical sequence of the process.
   • Before writing, think about the process from beginning to end. This same “beginning, middle, and end” logic will be used in the Critical Steps of the SOP. If necessary, first make a draft on paper or in a spreadsheet, and only then move on to the official template. For example:
   • Ingredient separation
     • Dough preparation
     • Roast
     • Cooling
     • Cutting and finishing
     • Packaging
     • Identification and storage

How to fill out a SOP (field by field)

With the structure in place, it’s time to fill out the SOP. Here you transform the routine into a clear, objective document that can be used by anyone who has been trained.

1. Document identification:

Fill in the identification fields that appear in the template:

• Standard No.: Unique procedure code (e.g., PF – CF – 01)
• Created on: Date the SOP was created
• Task Name: What this SOP standardizes (e.g., “Product Manufacturing Control”)
• Revised on: date of last revision (if applicable)
• Responsible party: the person who prepared or is responsible for the procedure.
• Revision number: current version number (e.g., “0” for initial version)

2. Necessary Materials

List everything that is essential to carry out the procedure to avoid the executor having to “scramble” for resources mid-process. For example:

• Systems (e.g., access to ERP );
• Documents (bills of materials, quality control sheets, operating procedures);
• Physical items (personal protective equipment, tools, forms, etc.).

3. Critical Steps

Here comes the heart of POP: the critical steps, numbered and in logical order. These steps include, for example:

• Receive the Production Order (PO)
• Check Bill of Materials (BOM)
• Preparing the Workstation
• Initiate the Manufacturing Process
• Perform quality controls
• Record production notes
• Finalize manufacturing.
• Identify and store the finished product.
• Send report to PCP and Quality.

4. Material Handling:

After running the routine, what should be done with the materials, records, and environment? In the free template example, we suggest:

• Organize the workstation (clean, dispose of waste according to regulations, leave everything ready for the next use);
• Save production records (notes, measurements, reports).

5. Expected Results:

Here you record the final result you want to achieve when the SOP is followed correctly. For example:

• Success parameters: measures or criteria that indicate that the procedure was performed correctly;
• Quality, compliance, and performance indicators: for example, quantity produced, cleanliness standard, accuracy of a test, etc. (There is no fixed limit; you can include as many indicators as are useful, provided each has a clear and measurable purpose.)
• Examples or reference standards (optional): photos, tables, or reference values ​​that help compare the actual result with the expected result.

6. Corrective Actions

Define how to proceed if something deviates from the standard. Follow the example in the free template:

• Shortage of materials: notify the warehouse or production planning and control (PCP).
• Machines malfunction: stop the process and notify maintenance.
• Product nonconformities: register, segregate, and notify the Quality department.
• Unforeseen events: consult Supervisor or Management.
• Approval Finally, fill in the approval signature list, completing the required fields:
  • 2 executors
  • Supervisor
  • Management

How to use SOP in everyday life

Once created and completed, the SOP needs to move from paper to the team’s routine.

1. Use the SOP as a work guide.

The main function of the SOP is to prevent workers from “guessing” what to do at each step or constantly resorting to leadership. In practice, this means:

• Consult the SOP before starting the task;
• Check if all the necessary materials are available;
• Follow the Critical Steps in the defined order;
• Upon completion, proceed with the handling of the planned material.

2. Use the SOP as a reference for review and improvement.

The SOP also serves as a basis for:

• verify if the process was executed correctly (comparing it with the Expected Results);
• Failure analysis, using Corrective Actions as a reference;
• Adjustments and revisions should be made whenever the process changes (updating dates and revision numbers, as recommended by the guide itself).

3. Use the SOP in training new employees.

Since the SOP should be filled out “as if you were teaching someone who has never done the task,” it is naturally useful for:

• integrate new professionals;
• reinforce the standard with those already working in the role;
• to ensure that different shifts and teams execute the process in the same way.