SOP Template: How to Write a Standard Operating Procedure and Keep Versions Under Control
An SOP template for small businesses: the sections every standard operating procedure needs, how to write clear steps, a complete end-of-day cash closing example, and an Excel register that tracks versions, review dates and who has been trained.
A standard operating procedure (SOP) is a short document that explains, step by step, how a recurring task is done so that anyone trained on it does it the same way: who does it, with what, in which order and how you check it came out right. A good SOP template uses the same sections every time, keeps steps short and checkable, and is controlled through a register that shows the current version and when it is due for review. This guide covers the sections, how to write the steps, a full example and the Excel register.
When an SOP is worth writing
- The task happens often and more than one person does it.
- A mistake is costly: money, safety, quality or a customer.
- Only one person knows how to do it, and their absence stops the work.
- You need to train new staff quickly.
Start with the five to ten tasks that rely most on a single person; the skills matrix template shows where they are.
The sections of the template
| Section | Content |
|---|---|
| Header | Title, code (for example SOP-FIN-02), version, approval date, author and approver |
| Purpose | The result the procedure guarantees, in one sentence |
| Scope | Which situations, locations and people it covers, and which it does not |
| Responsibilities | Which role does each part, and who checks |
| Materials and requirements | Tools, access, safety equipment, forms |
| Steps | A numbered list of actions |
| Checkpoints | What is checked, against which standard, and what to do if it fails |
| Records | What is written down and where it is kept |
| Revision history | Version, date, what changed, who approved it |
How to write the steps
- Start with a verb: “Count”, “Record”, “Lock”.
- One action per step. If a step contains “and” twice, it is probably two steps.
- Numbers instead of adjectives: “under $5 difference” rather than “a small difference”.
- Say what to do when something goes wrong, in the step where it can go wrong.
- Add photos or screenshots where a picture removes doubt.
- Test it: have a new team member follow the draft before you approve it.
For tasks with decisions (if A, do X; if B, do Y), add a simple flowchart to the list.
Example: end-of-day cash closing in a retail store
Code SOP-FIN-02 · Version 3 · Purpose: every register is counted, reconciled and secured before closing, with differences explained. Scope: all registers at the store. Responsible: shift lead; checked by the store manager.
- Close the register in the POS and print the end-of-day report.
- Count the cash drawer with a second staff member present, using the count sheet.
- Subtract the starting float and compare cash with the POS cash total.
- If the difference is more than $5, recount; if it remains, write the amount and a note on the count sheet and tell the manager the same evening.
- Match card and mobile payment totals with the terminal batch report.
- Put the next day’s float in the drawer and the rest in a sealed deposit bag; record the bag number.
- Lock the deposit bag in the safe and the drawer in the office.
- File the POS report, count sheet and terminal report in the day’s folder.
Checkpoints: steps 3, 4 and 5. Records: count sheet, reports and deposit log. Small cash expenses paid from the drawer go through the petty cash log, never straight out of the register.
The SOP register in Excel
With more than a handful of procedures, it is easy to lose track of the current version. Keep a register with one row per SOP:
| Column | Content |
|---|---|
| Code and title | SOP-FIN-02, End-of-day cash closing |
| Area and owner | Finance, store manager |
| Current version and date | 3, March 10 |
| Review interval | 12 months |
| Next review | =EDATE([@Date],[@IntervalMonths]) |
| Status | =IF(TODAY()>[@NextReview],"Review overdue",IF([@NextReview]-TODAY()<=30,"Review soon","Current")) |
| Link | Path or link to the approved document |
A second tab, Training, records who has read and practiced each SOP and on which version: one row per person and procedure with the date. =COUNTIFS(Training[SOP],A2,Training[Version],[@Version]) tells you how many people are trained on the current version.
Rolling out and maintaining SOPs
- Add the SOPs for each role to the employee onboarding checklist.
- Review an SOP when the task, equipment or rules change, or after a mistake the procedure did not prevent.
- Remove old versions from workstations so nobody follows an outdated one.
- Record agreed changes in the meeting minutes.
An SOP organizes work but does not replace legal requirements such as workplace safety rules or food safety plans; check procedures that affect safety against the rules that apply to you. The org chart defines the roles named as responsible. More guides are in Operations & HR.
Frequently asked questions
What is the difference between an SOP and a work instruction?
An SOP describes a whole process, who is involved and how it is controlled; a work instruction details how to do one operation at one workstation. Small businesses often combine them.
How long should an SOP be?
As short as possible while still letting someone do the task without questions: one or two pages for most tasks. Over five pages, split it.
How often should SOPs be reviewed?
At least once a year and whenever the task, equipment or rules change.
Can I keep the register in Google Sheets?
Yes, and link each row to the document in Google Docs. EDATE and COUNTIFS work the same way.