A good SOP (Standard Operating Procedure) answers: what is this, when do I use it, and what are the exact steps? It shouldn’t answer everything — it should answer enough for someone to do the task reliably without asking.
Use this template for any repeatable process your team runs: onboarding, publishing, reporting, handoffs, approvals, or recurring operational tasks.
SOP title
[Process name — be specific: "Monthly Campaign Report" not "Reporting"]
Section 1: Overview
Purpose: What does this process do, and why does it matter?
[1–2 sentences. Example: "This SOP covers how we prepare and distribute the monthly marketing campaign report to stakeholders. It ensures consistent format, correct data sources, and on-time delivery."]
Owner: Who is responsible for this process?
[Name or role]
When to use: When does this process run?
[Trigger or schedule. Example: "On the last business day of each month" or "When a new campaign brief is submitted"]
Time required: Approximate time to complete
[Example: "30 minutes"]
Section 2: Before you start
What does the person doing this task need to have ready?
- Access to
[tool/system] -
[Data, files, or information needed] - Completed step from
[upstream process]
Section 3: Steps
Number each step. Keep each step to one action. If a step requires a decision, flag it explicitly.
[Step description — what to do, not why][Step description]- ⚠ Decision point: If
[condition], go to step X. Otherwise continue. [Step description][Step description]
Screenshots or examples: Link or attach if this step is unclear in text.
Section 4: Output and handoff
What is the result of this process?
- Output:
[What is produced — document, report, email, configuration] - Where it goes:
[Destination — folder path, system, recipient] - Handoff to:
[Next person or process] - Notification:
[Who should be notified when complete, and how]
Section 5: Edge cases and exceptions
[List known exceptions or situations where the standard steps don't apply. If there are none, write "No known exceptions." Do not leave this blank — a missing exceptions section invites improvisation.]
Section 6: Version and maintenance
| Field | Value |
|---|---|
| Version | [e.g. 1.0] |
| Last updated | [Date] |
| Updated by | [Name] |
| Next review | [Date — quarterly is usually enough] |
Maintenance rule: This document should be updated whenever the process changes — not when someone decides it’s time to update documentation. Assign one person as owner. If nobody owns it, it will go stale.