SOP for Writing SOPs Template

1.Purpose

To give writers a consistent method for drafting, reviewing, testing and rolling out new or revised SOPs, so every procedure in the organization follows the same structure and is clear enough for someone unfamiliar with the task to follow.

2.Scope

Applies to drafting a new SOP or substantially revising an existing one, from identifying the need through review, approval and roll-out to the team who will use it. Numbering, versioning and archiving of the finished document are covered by the document control SOP.

Definitions

Subject matter expert

The person who currently performs the task being documented and can confirm the steps are accurate.

Roll-out

Introducing an approved SOP to the team who will use it, including training or a briefing.

Walk-through test

Having someone unfamiliar with the task follow the draft step by step to check it is clear and complete.

Review cycle

The scheduled interval at which an SOP is checked to confirm it is still accurate and current.

3.Responsibilities

SOP Author

Drafts the SOP, incorporates feedback, and leads roll-out to the team.

Subject Matter Expert

Confirms the draft matches how the task is actually performed.

Quality Manager

Reviews and approves the finished draft and schedules the review cycle.

Document Controller

Numbers, publishes and archives the approved SOP.

RACI matrix

R = Responsible, A = Accountable, C = Consulted, I = Informed

4.Materials and PPE

Materials, tools and systems

• →SOP template
• →Style guide for formatting and terminology
• →Subject matter expert interview notes
• →Draft review checklist

5.Procedure

1. 5.1

   Identify the need and define scope

   SOP Author

   The SOP Author identifies why a new or revised SOP is needed and writes a clear purpose and scope statement for a single procedure.

   Checkpoint: The purpose and scope describe one clear procedure, not several bundled together.

2. 5.2

   Interview the subject matter expert

   SOP Author

   The SOP Author interviews the person or people who currently perform the task to understand how it is actually done, step by step.

3. 5.3

   Observe the task

   SOP Author

   Where possible, the SOP Author observes or walks through the actual task being performed rather than relying only on a verbal description.

4. 5.4

   Draft using the standard template

   SOP Author

   The SOP Author drafts the SOP using the standard section order: purpose, scope, roles, steps, quality checks and records.

5. 5.5

   Write steps in real order

   SOP Author

   The SOP Author writes each step in the actual order it is performed, using a short imperative title and a specific action describing who does what and how.

   Warning: Avoid vague verbs like handle or manage for a step; describe exactly what to do instead.

6. 5.6

   Assign ownership for each step

   SOP Author

   The SOP Author assigns a clear owning role to every step and defines the roles and responsibilities section to match.

7. 5.7

   Add checkpoints

   SOP Author

   The SOP Author adds a checkpoint at each point in the procedure where a mistake would be costly or hard to reverse.

8. 5.8

   Get subject matter expert review

   Subject Matter Expert

   The Subject Matter Expert reviews the draft in detail, checking that every step matches how the work is genuinely done.

   Checkpoint: The subject matter expert confirms every step matches actual practice, not an idealized version of it.

9. 5.9

   Run a walk-through test

   SOP Author

   The SOP Author has someone unfamiliar with the task follow the draft step by step to see if it can be completed correctly without extra help.

10. 5.10

    Revise based on feedback

    SOP Author

    The SOP Author updates the draft based on the subject matter expert's review and the walk-through test results.

11. 5.11

    Submit for quality approval

    Quality Manager

    The Quality Manager reviews the finished draft against the style guide and formally approves it.

12. 5.12

    Send to document control

    Document Controller

    The Document Controller numbers, publishes and archives the previous version of the document once the new SOP is approved.

13. 5.13

    Roll out to the team

    SOP Author

    The SOP Author briefs or trains the team on the new SOP and confirms they understand the key steps before it takes effect.

14. 5.14

    Schedule the review cycle

    Quality Manager

    The Quality Manager schedules the SOP's next review date and sets a reminder ahead of that date.

6.Quality checks

• →Every new SOP is tested by someone unfamiliar with the task before roll-out.
• →Each step has a single clear owner rather than a shared or vague one.
• →Step titles use short imperative language rather than vague descriptions.
• →Roll-out includes a training or briefing record for the team.

7.Records

• →SOP draft with review comments
• →Subject matter expert sign-off
• →Walk-through test notes
• →Roll-out or training attendance record

8.KPIs

• →Average time from draft to approval
• →Percentage of SOPs tested before roll-out
• →Number of revisions requested per draft
• →Employee comprehension rate after roll-out training

9.Common mistakes

• →Writing steps from memory instead of interviewing or observing the actual task.
• →Bundling more than one procedure into a single SOP.
• →Using vague action verbs instead of specific, concrete instructions.
• →Skipping the walk-through test with someone unfamiliar with the task.
• →Publishing an SOP without a roll-out or training step.

10.Revision history