How to Write an SOP - Step-by-Step Guide

Writing your first SOP feels intimidating — until you realise it's just:

a recipe for how your team does something consistently.

Here’s the simplest way to do it.

What is an SOP?

An SOP is:

• documented

• step-by-step

• clear about who does what

• easy to find when needed

It is NOT:

• a policy manual

• a legal document

• an unread wiki nobody updates

SOP vs Work Instruction vs Checklist

• SOP = whole process

• Work instruction = how to perform a single task

• Checklist = simple yes/no completion list

Most businesses need all three eventually.

Step-by-step: How to write your first SOP

Step 1 — choose the right process

Start with something that:

• repeats often

• causes mistakes when done wrong

• costs time or money when inconsistent

Examples:

• onboarding a customer

• processing refunds

• responding to support tickets

Step 2 — define the purpose and scope

Answer these:

• Why does this SOP exist?

• When should it be used?

• When should it not?

Step 3 — list tools and prerequisites

Examples:

• “Requires access to Xero”

• “Customer must already have active subscription”

• “Internet connection”

This prevents confusion later.

Step 4 — write the steps

Rules:

• short sentences

• numbered steps

• action-focused

Bad:

The form should be navigated to via the portal and subsequently completed.

Good:

1. Open the portal

2. Click “New Request”

3. Fill in customer name

Step 5 — add quality checks

Examples:

• double-check email spelling

• attach invoice file

• confirm ID matches account

Step 6 — test with someone new

The golden rule:

If a new person can follow it, it’s a good SOP.

Or generate your SOP automatically

Instead of:

• guessing formats

• worrying about structure

• messing with Word docs

SimpleSOP lets you:

• describe your process

• answer guided prompts

• get a clean SOP ready instantly

Join the waitlist