SOP Format and Writing Guidelines: How to Structure and Write an SOP

Updated November 2, 2026 · Part 4 of our seven-part series on the SOP lifecycle

The standard SOP format is a controlled document with a header block (SOP ID, version, effective and review dates, owner and approver), then purpose, scope, roles, definitions, prerequisites, safety notes, numbered procedure steps, records, references and a revision history. Write the steps as a checklist, simple steps, hierarchical steps, a graphic or a flowchart, depending on the task.

By this stage you have defined the SOP’s scope and purpose and chosen your audience and authors. This guide covers the next decision: what the procedure looks like on the page and how it’s written. Here, SOP means a standard operating procedure, not an academic statement of purpose. If you’re new to the topic, start with our complete guide to standard operating procedures.

Format and writing style aren’t cosmetic. A procedure that is hard to scan is one people stop opening, and a procedure people stop opening is one they stop following. The test for every SOP is simple: someone who has never done the task should be able to complete it correctly by following the written steps alone.

The standard SOP format: what goes in the document

Use the same sections in the same order in every SOP, so readers always know where to look. This is the SOP document format most quality systems use. The US EPA’s guidance on preparing SOPs lists the same core building blocks: a title page, purpose, procedures, quality control and references (EPA QA/G-6).

Section	What it contains
Header block	Title, SOP ID (for example IT-ACC-004), version number, effective date, next review date, owner, approver and approval signatures
Purpose	One or two sentences on why the procedure exists and what a correct outcome looks like
Scope	Who it applies to, which sites or systems it covers and anything deliberately excluded
Roles and responsibilities	Named roles, not named people, and who does, approves, is consulted on and is informed about each part (a simple RACI table works well)
Definitions	Acronyms, system names and any terms the reader may not know
Prerequisites, tools and materials	Access rights, software, equipment, materials, training or approvals needed before starting
Safety and compliance notes	Warnings and cautions, placed directly before the steps they relate to
Procedure	The numbered steps, in the format you have chosen
Records	What the task produces, where it is filed and how long it is kept, in line with your records retention policy
References	Related policies, forms, work instructions and external standards
Revision history	Version, date, author and a plain description of what changed

To skip the setup, download our free SOP template in Word, which already has these sections, plus an Excel revision and review log.

SOP formats: which one fits the task?

There is no single correct format for an SOP. The right one depends on how long the task is, how many decisions it involves and how familiar the reader is with it.

SOP format	Use it when	Watch out for
Checklist	Short, familiar tasks that are repeated often, such as opening a store, closing a shift or issuing equipment	Assumes the reader already knows how to do each item. Poor for training someone new.
Simple step-by-step	Linear tasks with few or no decisions, which covers most administrative and IT procedures	Readers lose their place in long lists. Past 10 to 15 steps, split the procedure or move to a hierarchical format.
Hierarchical steps	Longer procedures where experienced staff need the main steps and newer staff need the detail underneath	Numbering becomes hard to follow beyond three levels (for example, 2.3.1).
Graphic or visual	Physical tasks where a photo, diagram or annotated screenshot explains a step faster than words	Images must be kept current when equipment or screens change, and they need alt text for accessibility.
Flowchart	Procedures where the outcome depends on decisions, such as approvals, escalations and triage	A diagram alone rarely carries enough detail. Pair it with written steps that screen readers can read.

You can mix SOP formats in one document. A common pattern is a flowchart for the overall decision path, with numbered steps for each branch.

IT SOP format

Most IT procedures (account requests, laptop issue, backups, patching, incident escalation) suit simple or hierarchical steps. Three things make an IT SOP format work. Name every screen, menu and field exactly as it appears in the system. Put the access rights the reader needs under Prerequisites. Link to a separate work instruction for anything that changes with each software release, so the SOP doesn’t go out of date every time a screen changes. The worked example below is an IT SOP.

Questions to settle before you pick a format

• Does this procedure already exist? Search your library first. Two versions of the same SOP is worse than none.
• Do we have a house format? If so, use it. If not, agree one before you write the first SOP, not after the tenth.
• How many routes are there through the task? One route suits a checklist or simple steps. Several routes point to a flowchart.
• How many roles are involved? If different roles do different parts, split the SOP or label each section by role.
• Where will it be read? At a desk, on a phone on the shop floor, or printed at a workstation. This affects layout, font size and images.
• What will you need to prove later? If an auditor or regulator may ask for evidence, build the records you need into the procedure.

SOP formatting standards

SOP formatting standards are the house rules that make every procedure look and behave the same. Agree them once, write them into a one-page style guide and apply them to every SOP:

1. Document control on every page. Show a short title, the SOP ID, the revision number, the date and “Page x of y”, so a reader can tell whether the copy is current and complete. EPA’s guidance recommends this notation in the upper right-hand corner (EPA QA/G-6).
2. One ID scheme. Combine a department code, a topic code and a number, such as IT-ACC-004 or QA-DOC-012. Never reuse a retired number.
3. Heading styles, not manual formatting. Use Word’s built-in heading styles so the table of contents updates and screen readers can navigate the document.
4. Numbered steps, no deeper than three levels. Use 1, 1.1, 1.1.1 at most. Keep numbering stable once published, because reviewers refer to steps by number.
5. Warnings before the step, in bold. Put safety and compliance notes directly before the step they apply to, so the reader sees them before acting.
6. Tables for decisions and roles. A two-column table (“If… / Then…”) is easier to follow than a paragraph of conditions.
7. Images that earn their place. Crop screenshots to the area that matters, highlight the field or button, add alt text and date the image.
8. One approval route. The title page carries the preparer’s and approver’s signatures and dates. Electronic approval in SharePoint counts.
9. One controlled location. Publish the approved version in a single SharePoint library with versioning turned on, and remove printed copies when a new revision goes live.

SOP guide: how to write an SOP in 8 steps

To write an SOP, define its scope and purpose, choose the reader and author, pick a format, draft every section from a template, write numbered steps that each start with a verb, test the draft with someone new to the task, get it approved, then publish it and track who has read it.

1. Define the scope and purpose. One task, one outcome. See how to set the scope and purpose of an SOP.
2. Choose the audience and authors. Write for the least experienced person who will do the task, with the people who do it every day. See choosing SOP audiences and authors.
3. Pick the format. Use the table above.
4. Draft the sections from a template. Fill in the header block, purpose, scope and roles before you write a single step.
5. Write the steps. Follow the SOP writing guidelines below.
6. Test the draft. Watch someone who has never done the task follow it without help. Every question they ask marks a gap in the writing. See testing and adjusting a new SOP.
7. Approve it. The owner approves the content, and quality or compliance approves where your rules require it.
8. Publish, train and track. Put it in one controlled library, assign it to the roles that use it and record who has read it. See distributing SOPs and training staff.

What are the guidelines for writing an SOP?

Write every SOP in one agreed format, with one action per step, starting with a verb, in the active voice and present tense. Name roles, not people. Put warnings and conditions before the step they apply to, define each term once, number the steps and record every change in the revision history.

These SOP writing guidelines match EPA’s advice that SOPs use a concise, step-by-step format, the active voice and the present tense, with “you” implied rather than written (EPA QA/G-6):

1. One action per step. If a step contains “and then”, it is probably two steps.
2. Start each step with a verb. “Enter the asset tag”, not “The asset tag should be entered”.
3. Use role names, not pronouns. “The line manager approves the request”, not “they approve it”.
4. Put conditions before actions. “If the request is urgent, call the service desk”, so the reader knows before acting.
5. Use “must” for requirements. “Should” reads as optional. Save it for genuine recommendations.
6. Name systems and fields exactly as they appear on screen, including capitalization.
7. Define jargon once, then use it consistently. Don’t switch between “ticket”, “case” and “request” for the same thing.
8. Write numbers as numerals and include units. “Wait 5 minutes”, not “wait five”.
9. Break up long text. Use tables, screenshots and diagrams where they explain something faster than a paragraph.
10. Keep it short. If a procedure passes 10 to 15 top-level steps, split it into linked SOPs or move the detail into work instructions.

Before and after: the same step, rewritten

Before	After
“The requester should ensure that the appropriate approvals have been obtained and the relevant details are recorded in the system prior to the equipment being released, and any exceptions should be escalated as necessary.”	1. Confirm the manager’s approval is recorded on the request. 2. Enter the asset tag and serial number in the Asset Register. 3. Release the equipment to the employee. 4. If approval is missing, do not release the equipment. Email the IT service desk within 1 business day.

The rewrite is longer on the page, but each step can be followed, checked and audited on its own. For more, see our SOP best practices.

SOP example: an IT procedure in the standard format

This SOP example shows every section filled in for a short IT procedure, so you can see how much detail each part needs. The company, names and dates are illustrative.

Section	Example
Title	Issue a laptop to a new starter
SOP ID / version	IT-ACC-004 / Version 2.1
Effective date / next review	March 2, 2026 / March 2, 2027
Owner / approver	IT Service Desk Manager / Head of IT
Purpose	Make sure every new starter receives a configured, recorded laptop on their first day.
Scope	All permanent and fixed-term employees at head office. Excludes contractors, who follow IT-ACC-007.
Roles	Line manager: requests the laptop and approves it. IT technician: prepares and issues it. IT Service Desk Manager: accountable for the procedure.
Prerequisites	Approved new starter request in the service desk; technician access to the Asset Register; a laptop from stock with the standard image.
Procedure	1. Open the new starter request and confirm the line manager’s approval is recorded. 2. If approval is missing, stop and email the line manager. Do not issue the laptop. 3. Take a laptop from stock and record its asset tag and serial number in the Asset Register. 4. Sign in with the setup account and confirm the device shows as compliant in the device management console. 5. Hand the laptop to the employee on their first day and ask them to sign the equipment receipt. 6. Attach the signed receipt to the request and close it.
Records	Asset Register entry; signed equipment receipt attached to the request.
References	Acceptable use policy; IT-ACC-007 Contractor equipment; work instruction WI-IT-021 Device setup.
Revision history	2.1 (March 2, 2026): added step 4, device compliance check. 2.0: moved setup detail to WI-IT-021.

What makes the best SOP template?

The best SOP template is the one every author in your organization uses without changing it. When writing an SOP template, build in:

• Every section from the standard SOP format above, in a fixed order, with a one-line guidance note under each heading.
• A header that repeats the SOP ID, revision, date and page numbering on every page.
• Word heading styles and a table of contents that updates itself.
• A revision history table that authors can’t skip.
• A matching review log, so you can see which SOPs are due for review.

Our free SOP template pack gives you the Word template and the Excel revision and review log. For documents that combine a policy and its procedure, use the free policy and procedure template for Word.

SOP vs work instruction: the right level of detail

An SOP describes how a process is carried out and who is accountable for each part. A work instruction goes one level deeper, describing exactly how one role completes one task, often at a single workstation or screen. If your SOP is filling up with keystroke-level detail, move that detail into a work instruction and link to it from the step. You then update only the work instruction when a screen changes. See where procedures sit alongside policies and processes.

Write, approve and review SOPs in one place

Most SOPs have several contributors: the people who do the task, the manager accountable for it, and reviewers from quality, safety or IT. Drafting in a SharePoint library lets everyone work on the same file, keeps a version history and lets decisions be discussed in a Microsoft Teams channel rather than lost in email.

Agree the approval and review route in advance. In regulated manufacturing, the rules can be specific. US drug manufacturers, for example, must have written production and process control procedures. Those procedures and any changes must be drafted, reviewed and approved by the appropriate units and by the quality control unit, and any deviation must be recorded and justified (21 CFR 211.100). Outside regulated settings, EPA’s guidance suggests reviewing SOPs on a periodic basis, for example every 1 to 2 years, and archiving obsolete versions. Our guide to reviewing and updating SOPs covers this stage.

Treat any departure from your SOP format as an exception that needs a reason. Many of the common reasons SOPs fail come back to inconsistent format and unclear writing.

SOP format FAQ

What is the standard format of an SOP?

A header block with the SOP ID, version, dates, owner and approver, followed by purpose, scope, roles and responsibilities, definitions, prerequisites, safety notes, numbered procedure steps, records, references and a revision history.

What is the best SOP format?

The one that matches the task. Use a checklist for short, familiar tasks, simple steps for linear tasks, hierarchical steps for longer procedures, visuals for physical tasks and a flowchart where the outcome depends on decisions.

What are SOP guidelines?

House rules for writing procedures: one agreed format, one action per step, steps that start with a verb, active voice, role names instead of people, warnings before the step, consistent terms, and a revision history for every change.

How long should an SOP be?

As long as the task requires and no longer. If a procedure has more than 10 to 15 top-level steps, split it into linked SOPs or move the detail into work instructions.

What is the difference between an SOP and a work instruction?

An SOP describes the process and who is accountable for each part. A work instruction describes exactly how one role performs one task, often at a specific workstation or screen.

How often should SOPs be reviewed?

On a fixed cycle set by your quality or compliance team, and whenever the process, system or regulation changes. EPA’s SOP guidance gives every 1 to 2 years as an example.

Should SOPs include screenshots?

Yes, where a screen is hard to describe in words. Crop to the area that matters, highlight the field or button, add alt text, and update the image when the system changes.

Next in the series

With the format and writing style settled, the next stages are testing and adjusting the draft, distributing the SOP and training staff, and reviewing and updating SOPs so they stay accurate. Prefer it all in one place? Download the free SOP manual.