Standard Operating Procedure (SOP)
A controlled work procedure: document number and version, purpose, scope, who does what, materials, numbered steps with checks and warnings, records and a revision history.
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Country versions
- International
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
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What it is
A standard operating procedure (SOP) is a written, controlled description of how one task is done, so that it is done the same way whoever does it. It states the purpose and scope, defines the terms, says who is responsible, lists what is needed, walks through the steps in order with the check to make at each one and the warning to heed, and points to the records the work produces. A revision history shows what changed and who approved it.
This sheet follows the order that most quality systems use, including ISO 9001-style systems, so it fits into a document set you already have. The control block at the top carries the number, version, status, effective date, next review, owner and approver. The responsibilities table is a light RACI: tick who is responsible (R), accountable (A), consulted (C) and informed (I). The step table has a column for the check at each step and another for warnings. It is a template, not a certified document: your own document-control rules decide numbering, approval and retention.
When to use it
- A task is done by more than one person and the result should not depend on who does it.
- You are writing a process down before an audit, a new colleague or a customer review asks for it.
- Something went wrong and you want the corrected way of working fixed on paper.
- You are revising an existing procedure and need a clear revision history.
How to fill it in
- Fill in the control block: number, version, status, effective date, owner and approver. Keep the numbering your company already uses.
- Write the purpose in one or two sentences, and the scope so that a reader can tell at once whether the SOP applies to them.
- List only the terms a new colleague would not know, then mark who is responsible, accountable, consulted or informed.
- Write the steps in the order they happen, one action per row, with the check that shows the step is done and any warning.
- List the records the work produces and the related documents. On a revision, add a row to the history table.
- Print it for the review and approval signatures, or download it as a Word or Excel file for your document system.
Common mistakes
- Writing steps that mix several actions, so nobody can tell which one a check belongs to.
- Leaving out the check: a step with no way to confirm it was done is only advice.
- Naming a person instead of a role, so the SOP goes out of date as soon as that person moves on.
- Forgetting to raise the version and add a row to the revision history after a change.
- Copying a procedure from another site without checking that tools, forms and names match yours.
- Putting every company rule into one document instead of linking to the related documents.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Ledger
- Banner
- Executive
- Classic
- Modern
- Formal
- Minimal
- Side band
- Compact
- Boxed form
- Warm
- Plain (black and white)
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- What is the difference between an SOP, a work instruction and a policy?
- A policy states what the company intends. An SOP describes how a task or process is carried out. A work instruction is a narrower, usually step-by-step version for one machine or workstation. Companies use the words loosely, and this sheet works at either level.
- Do I mark all four letters for every role?
- No. A role usually has one or two. When several people are responsible, still name one role as accountable so that someone answers for the result.
- Does using this sheet make us ISO 9001 certified?
- No. The sheet uses elements common in ISO 9001-style systems, but certification depends on your whole management system and an independent audit. QuoteBill forms are general templates, not legal, regulatory or audit advice.
- How long should one step be?
- Short enough to do without re-reading: one action, a clear check, and a warning only where harm or rework is possible. If a step needs a long explanation, move it into a related document and refer to it.
- Can I add photos or drawings?
- Not inside the sheet. Name the drawing or photo sheet under related documents. If your process needs the pictures on the page, download the Word file and add them there.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 4 country versions: International, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.