Most businesses know they need SOPs.
Fewer know how to write SOPs.
And almost nobody knows how to write SOPs that are actually followed.
That’s the real gap.
A documented process is useless if:
no one reads it
no one follows it
it’s too long
it’s too vague
it’s confusing
it’s missing critical steps
it doesn’t reflect real-world workflow
it’s outdated
it doesn’t define success
it’s hard to access
it’s overly complicated
That’s why companies struggle with documentation — not because they can’t write, but because they’ve never been given a clear blueprint for building an SOP the right way.
This article provides exactly that blueprint.
Whether you're documenting your first SOP or improving existing ones, this checklist ensures every procedure you create is:
clear
usable
complete
easy to follow
easy to train
easy to update
and optimized for how real people work
Let’s break down what a strong SOP must include, what it absolutely should not include, and how to get the balance right.
What Every Strong SOP MUST Include
Below is a checklist your team can use to build any SOP — in any industry, for any level of complexity.
Follow this, and you’ll avoid 90% of documentation mistakes businesses make.
1. A Clear, Descriptive Title
A great SOP title tells the user instantly:
what the procedure is
which scenario it applies to
which role will use it (if relevant)
Examples of strong titles:
“Customer Intake & Call Documentation Procedure — Office Admins”
“Post-Service HVAC Inspection Checklist — Field Technicians”
“Monthly Financial Reconciliation — Bookkeeping Department”
Avoid vague titles like “Cleaning SOP” or “Customer SOP.”
2. Purpose Statement
In 1–2 sentences, explain why this SOP exists.
This frames the importance of the process and helps employees understand context.
Example:
“This procedure ensures every customer is booked correctly, with all necessary information captured, to prevent scheduling or service errors.”
3. Scope
Define where the SOP applies — and where it doesn’t.
Scope prevents confusion and overlap.
Example:
“This SOP applies to all new inbound service calls. It does not cover follow-up calls, complaint resolution, or appointment rescheduling.”
4. Required Tools, Resources, or Equipment
List everything the employee needs:
software
tools
forms
templates
checklists
supplies
safety gear
This prepares employees before they begin.
5. Step-by-Step Procedure (the heart of the SOP)
This is the core — and the most commonly botched part.
Strong SOP steps follow these rules:
✔ One clear action per step
Not:
“Verify system status, update customer file, and send the confirmation email.”
Do:
Verify system status
Update customer file
Send confirmation email
✔ Logical sequence
Steps should follow the real-world order in which they happen.
✔ Substeps where appropriate
Complex steps may require nested tasks for clarity.
✔ Include timing, thresholds, or required conditions
For example:
“Allow system to run for 10 minutes before checking pressure levels.”
✔ Include quality checkpoints
These reduce mistakes instantly.
✔ Use bolding or callouts for critical details
This increases adoption because the SOP becomes easier to scan.
6. Safety Warnings or Risk Notes (if applicable)
Safety isn’t just for industrial roles.
This section can include:
customer data privacy warnings
electrical risks
chemical dangers
software access limitations
compliance rules
These make the SOP trustworthy and complete.
7. Troubleshooting Guidance
Most SOPs skip this — and it’s a massive mistake.
Common issues and solutions empower employees to resolve problems independently.
Example:
“If the CRM does not load after login, clear the cache and attempt again. If it still fails, notify the Operations Manager.”
8. Definitions or Terminology
This avoids confusion across departments or new hires.
For example:
“NPS”
“Work Order”
“Initial Walkthrough”
“Callback”
Even simple terms must be defined if they are company-specific.
9. Completion Checklist
This creates consistency and accountability.
A well-defined checklist:
reduces forgotten steps
boosts professional output
ensures quality across teams
Checklists are powerful, especially for field and customer-facing processes.
10. Version Control and Update Date
Employees need to know:
if the SOP is current
when it was last updated
who owns the SOP
when it should be reviewed next
Outdated SOPs create confusion — version control prevents it.
What a Strong SOP Should NOT Include
SOPs often fail not because of missing content, but because of too much content or the wrong kind of content.
Avoid:
1. Overly Wordy Explanations
Employees won’t follow a novel-length SOP.
2. Irrelevant details
If it doesn’t help complete the task, it doesn’t belong in the SOP.
3. Complex jargon
SOPs should be understandable across all skill levels.
4. Paragraphs without structure
Steps must be numbered, broken down, and easy to skim.
5. Opinions or personal techniques
SOPs should reflect the company standard — not “John’s way” or “Maria’s shortcut.”
6. Ambiguous instructions
Avoid vague phrases like:
“Do it the right way”
“Use best judgment”
“Be thorough”
“Make sure it’s correct”
Replace them with measurable steps.
The Perfect SOP Structure Template
Here is a clean structure your team can follow:
Title
Purpose
Scope
Responsibilities (optional but useful)
Tools & Resources Needed
Prerequisites or Setup
Step-by-Step Procedure
Quality Standards / Output Requirements
Troubleshooting & FAQs
Completion Checklist
Version Control
This format improves usability and eliminates ambiguity.
Why SOPs Fail — Even When They’re Written Correctly
Some SOPs check every box… and still fail.
Common reasons:
• Nobody knows where the SOPs live
A forgotten Google Drive folder doesn’t count.
• SOPs aren’t updated
Outdated instructions destroy trust.
• SOPs are too long
If employees need 20 minutes to read them, they won’t.
• SOPs aren’t used in training
Onboarding must include SOP usage.
• Leadership doesn’t reinforce their importance
If leaders don’t follow SOPs, neither will employees.
• The team wasn’t involved in creating them
People follow what they help build.
Where SOP Manager Helps
SOP Manager solves the most common reasons SOPs fail by giving teams:
a central, searchable library
clean, consistent structure
AI-generated drafts that eliminate blank-page syndrome
built-in training tracks
version control
multimedia SOP enhancements
a format employees actually follow
It’s not just about creating SOPs —
it’s about running the business through them.