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Free SOP template
A one-procedure SOP in Word, laid out so anyone can follow it: who does what, in what order, what “done” looks like, and what to do when something goes wrong.
Download free — no sign-up
A free SOP builder with a Word download, and a paid kit of ready-made procedures, on soptemplatekit.com. Sold by Naseej Consulting.
How to use it
- Download the .docx file and open it in Word or Google Docs.
- Give the procedure a title, a number, an owner and a review date.
- Write the purpose and the scope in a sentence or two each.
- List each step as one action starting with a verb, with who does it and how you know it is done.
- Have the owner and an approver sign it off, and review it at least once a year.
What’s in the SOP
Read the full template
Standard Operating Procedure
| Field | Fill in |
|---|---|
| SOP title | [What this procedure does, e.g. “Processing a customer refund”] |
| SOP number and version | [SOP-001], version [1.0] |
| Owner | [Name and role of the person who keeps this SOP up to date] |
| Approved by and date | [Name, role, date] |
| Next review date | [Date, usually 12 months from approval] |
1. Purpose
[One or two sentences: why this procedure exists and what goes wrong without it.]
2. Scope
- Applies to: [teams, sites, systems or products].
- Does not apply to: [anything that looks similar but follows a different procedure].
3. Roles
| Role | Responsible for |
|---|---|
| [Role 1, e.g. Support agent] | [Steps they carry out] |
| [Role 2, e.g. Team lead] | [Approvals and exceptions] |
| [Role 3, e.g. Finance] | [Checks at the end] |
4. Before you start
- Access needed: [systems, permissions, keys].
- Information needed: [order number, customer ID, form].
- Safety or compliance checks: [anything that must be true before step 1].
5. Steps
| Step | Who | What to do | Done when |
|---|---|---|---|
| 1 | [Role] | [One action, starting with a verb] | [What you can see or check] |
| 2 | [Role] | [One action] | [Result] |
| 3 | [Role] | [One action] | [Result] |
| 4 | [Role] | [One action] | [Result] |
| 5 | [Role] | [One action] | [Result] |
6. Exceptions and escalation
If [situation], stop and contact [role or person] at [how]. Do not [the shortcut people are tempted to take].
7. Records
Keep [what record, e.g. the ticket and approval] in [where] for [how long].
8. Related documents
- [Policy, form or other SOP this one relies on]
9. Change history
| Version | Date | What changed | By |
|---|---|---|---|
| 1.0 | [Date] | First version | [Name] |
Sign-off
Signed for the SOP owner: signature, name, title, date
Signed for the approver: signature, name, title, date
Questions
Is this SOP template free?
Yes. Download it with no sign-up and edit it as you need.
What should an SOP include?
A purpose, the scope, who is responsible, what is needed before starting, numbered steps, what to do about exceptions, what records to keep and a change history.
How long should an SOP be?
As short as it can be while someone new could follow it without help. If a procedure has more than about 15 steps, split it into two SOPs.
How often should an SOP be reviewed?
At least once a year, and whenever the process, the system or the rules behind it change.