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Business writing · How work gets done

Standard operating procedures (SOPs)

A standard operating procedure is a written set of steps that tells anyone how to carry out a routine task the same way every time. A good SOP can be followed by someone doing the task for the first time, with no one beside them to ask.

One SOP Day 1NightCover Same result A new starter, the night shift and holiday cover all get it right.
The test of an SOP is consistency: the result should not depend on who is doing the task.

One procedure, four formats

The same procedure, closing a café till at the end of the day, written in each common SOP format. Choose the format that matches the task.

  1. 1Print the end-of-day report from the till.
  2. 2Count the cash in the drawer twice.
  3. 3Check that the total matches the report.
  4. 4Put the cash and the report in a bank bag and seal it.
  5. 5Place the bag in the safe.
  6. 6Sign and date the cash log.
Best for Short, linear tasks with no decisions. Most routine tasks are a straight line from start to finish. A numbered list is the fastest format to write and to follow. SOP templates in every format →

Instruction language

SOP steps use the imperative: the form of the verb that gives an instruction (“Count”, “Seal”, “Sign”). One action per step keeps the procedure easy to follow and to check.

PatternExample stepWhy
Start with a verbCount the cash in the drawer twice.The first word tells the reader what to do.
One action per stepSeal the bag. Then place it in the safe.Each step can be done and checked on its own.
Exact quantitiesIf the total differs by more than £5, recount.Readers never have to judge what “small” means.
Name the item exactlyUse the blue bank bag from the top drawer.Removes guesswork for new staff.
Put warnings before the stepCaution: hot surface. Turn off the oven, then clean the tray.The reader sees the risk before acting.
Crafting effective standard operating procedures →

Writing an SOP in five steps

The person who does the task every day knows it best. Write the SOP with them, not for them. The full method is in how to write an SOP.

  1. 1Watch the taskObserve someone doing it once, noting every step and decision.
  2. 2Draft the stepsOne action per step, starting with a verb: “Count”, “Record”, “Lock”.
  3. 3Test with a newcomerAsk someone who has never done it to follow the draft. Note where they hesitate.
  4. 4Fix and approveRewrite the unclear steps; the owner signs off the version.
  5. 5Train and fileWalk the team through it and store it where they will look for it.

Who is responsible: a RACI line

Some SOPs add a short table showing who does what. RACI stands for Responsible (does it), Accountable (signs it off), Consulted (asked first) and Informed (told afterwards).

StepResponsibleAccountableConsultedInformed
Count the tillShift supervisorCafé managerNoneNone
Record discrepancies over £5Shift supervisorCafé managerOperationsFinance
Bank the takingsCafé managerOperations leadNoneFinance

Version control

A change log at the end of the SOP records every revision, so staff can see what changed and auditors can see when.

VersionDateChangeApproved by
3.11 June 2026Added the £5 tolerance for cash differencesPriya Shah
3.010 January 2026Moved to sealed bank bags; removed envelope stepMaria Lopez
2.04 March 2025First version for all six cafésMaria Lopez
SOP template guide: formatting, version control and approval →

Guides on SOPs

3 guides · newest first
Crafting Effective Standard Operating Procedures
Crafting Effective Standard Operating ProceduresPractical guide to writing SOPs people actually use: structure, templates, language patterns, visual elements, and version control practices.Apr 23, 2026 · 15 min read
 Complete SOP Writing Guide with Templates
Complete SOP Writing Guide with TemplatesExpert-written guide to writing SOPs with 6+ templates in ISO, simple, checklist, and flowchart formats. Includes examples and best practices for operations.Apr 11, 2026 · 23 min read
 Standard Operating Procedure Template Guide
Standard Operating Procedure Template GuideComplete SOP template with examples for manufacturing, healthcare, IT, food service, and HR. Includes formatting standards, version control, and approval workflows.Mar 29, 2026 · 26 min read