SOP Template: 10 Free, Copy-Paste Formats for 2026
Last updated: January 2026
A standard operating procedure (SOP) is the documented, repeatable way a task gets done so the outcome is the same no matter who does it. This page skips the theory: it gives you real, ready-to-use SOP templates you can copy straight into Google Docs, Word, or Notion, plus a breakdown of what every SOP needs and a faster way to produce one by recording the process instead of writing it. If you also want tooling, see our SOP software comparison.
Anatomy of an SOP: the 7 parts every template needs
Every effective SOP is built from the same seven parts. Remove any one and the procedure either can’t be followed, can’t be trusted, or can’t be audited.
Formats vary, but the underlying anatomy doesn’t. Each template below arranges these seven elements differently for different kinds of work.
- Title & ID
- A unique, searchable name plus an ID number so the SOP can be referenced, controlled, and found later.
- Purpose
- One sentence stating why the procedure exists and the outcome it guarantees.
- Scope
- What the SOP covers, and explicitly what it does not, so nobody applies it to the wrong situation.
- Roles & responsibilities
- Who does each part and who approves it, named by role so accountability never depends on memory.
- Steps
- The numbered actions themselves, each with the expected result so the follower knows they did it right.
- Exceptions
- What to do when the happy path breaks: the if/then rules and escalation thresholds that prevent guesswork.
- Revision history
- A dated log of every change, author, and version. This is the control record auditors and ISO 9001 both require.
10 free SOP templates (copy-paste ready)
Each template below is plain text. Click “Copy template”, paste it into your doc, and swap the bracketed placeholders for your own process.
Pick the format that matches your task. If you are not sure which, start with the standard step-by-step SOP; use the checklist when nothing can be skipped, and the software how-to when the work happens on a screen.
1. Standard step-by-step SOP
When to use it: The default format, and the one to reach for when a task is mostly linear: do this, then this, then this. Works for finance close-outs, data entry, report generation, and almost any repeatable desk process where order matters. If you only ever copy one template, copy this one.
STANDARD OPERATING PROCEDURE SOP Title: [e.g. Process a Customer Refund] SOP ID: [SOP-0001] Department / Owner: [Team + named owner] Effective date: [YYYY-MM-DD] Last reviewed: [YYYY-MM-DD] Version: [1.0] 1. PURPOSE State in one sentence why this procedure exists and the outcome it guarantees. 2. SCOPE What this SOP covers and, just as important, what it does NOT cover. 3. ROLES & RESPONSIBILITIES - [Role]: responsible for [what] - [Role]: approves [what] 4. PREREQUISITES Access, tools, or information needed before starting (e.g. admin login, refund policy open). 5. PROCEDURE Step 1 — [Action]. Expected result: [what you should see]. Step 2 — [Action]. Expected result: [what you should see]. Step 3 — [Action]. Expected result: [what you should see]. Step 4 — [Action]. Expected result: [what you should see]. 6. EXCEPTIONS / TROUBLESHOOTING - If [condition] happens, then [do this]. - Escalate to [role] when [threshold]. 7. REVISION HISTORY | Version | Date | Author | Change | |---------|------------|----------|--------------------| | 1.0 | YYYY-MM-DD | [Name] | Initial version |
2. Checklist SOP
When to use it: Best when the task is a set of items that must all be done but don’t depend heavily on order: opening a store, closing the books, pre-flight QA before a release. Checklists reduce error because the follower ticks physical boxes; use this when “did I forget something?” is the main risk.
CHECKLIST SOP SOP Title: [e.g. Weekly Website Deployment Checklist] Owner: [Named owner] Frequency: [Daily / Weekly / Per release] Version: [1.0] Last reviewed: [YYYY-MM-DD] PURPOSE One line: what completing this checklist guarantees. BEFORE YOU START [ ] Access to [system] confirmed [ ] [Required tool] open CHECKLIST [ ] Step 1 — [action] [ ] Step 2 — [action] [ ] Step 3 — [action] [ ] Step 4 — [action] [ ] Step 5 — [action] SIGN-OFF Completed by: ________________ Date: __________ Reviewed by: ________________ Date: __________ EXCEPTIONS - If any box cannot be ticked, stop and notify [role] before continuing. REVISION HISTORY v1.0 — YYYY-MM-DD — [Name] — Initial version
3. Hierarchical SOP
When to use it: Reach for this when steps have sub-steps and different readers need different depth. A manager skims the top-level phases while a new hire follows every nested instruction. Ideal for complex, multi-stage procedures like payroll runs, month-end reconciliation, or product launches.
HIERARCHICAL SOP
SOP Title: [e.g. Month-End Financial Close]
Owner: [Named owner] Version: [1.0] Last reviewed: [YYYY-MM-DD]
1. PURPOSE
2. SCOPE
3. ROLES & RESPONSIBILITIES
4. PROCEDURE
4.1 [Phase name — e.g. Prepare data]
4.1.1 [Sub-step action]
4.1.2 [Sub-step action]
- Note: [detail or condition]
4.2 [Phase name — e.g. Reconcile]
4.2.1 [Sub-step action]
4.2.2 [Sub-step action]
4.3 [Phase name — e.g. Review & approve]
4.3.1 [Sub-step action]
4.3.2 [Sub-step action]
5. EXCEPTIONS
- [Condition] -> [action] -> escalate to [role]
6. REVISION HISTORY
v1.0 — YYYY-MM-DD — [Name] — Initial version4. Flowchart-style (decision) SOP
When to use it: Use this when the path branches on decisions: approvals, triage, eligibility checks. Instead of a straight list, you map yes/no forks so the follower always knows where a condition sends them. Great for support escalation, refund approval, or incident triage.
FLOWCHART / DECISION SOP SOP Title: [e.g. Refund Approval Decision Flow] Owner: [Named owner] Version: [1.0] Last reviewed: [YYYY-MM-DD] PURPOSE One line describing the decision this SOP governs. DECISION FLOW (each node = a question; follow the arrow that matches) START | v [Q1] Is the request within 30 days of purchase? -- No --> Decline politely, log reason, END -- Yes --> go to Q2 [Q2] Is the amount under $200? -- Yes --> Approve refund, process in [system], END -- No --> go to Q3 [Q3] Is the customer on an annual plan? -- Yes --> Route to [Manager] for approval -- No --> Offer partial refund per policy, END END STATES - Approved: process refund, notify customer, log ticket. - Declined: send template reply, log reason. - Escalated: assign to [role], SLA [X hours]. REVISION HISTORY v1.0 — YYYY-MM-DD — [Name] — Initial version
5. Software / how-to SOP (with screenshots)
When to use it: The right format for any process that happens on a screen: configuring a tool, running a report, using an internal app. Each step pairs an action with a screenshot so the follower can match what they see. This is the format most SOPs actually need, and the one Dubble builds automatically.
SOFTWARE HOW-TO SOP SOP Title: [e.g. How to Add a New User in the Admin Panel] Owner: [Named owner] Version: [1.0] Last reviewed: [YYYY-MM-DD] Applies to: [App name + version/URL] PURPOSE One line: what the user will be able to do after following this guide. PREREQUISITES - [Admin access / permission level] - [Any info to gather first] STEPS Step 1 — [Action, e.g. "Go to Settings > Users and click Invite."] [ SCREENSHOT: settings-users-invite.png ] Step 2 — [Action, e.g. "Enter the new user's email and select a role."] [ SCREENSHOT: invite-form-role.png ] Step 3 — [Action, e.g. "Click Send invite and confirm the toast appears."] [ SCREENSHOT: invite-confirmation.png ] Step 4 — [Action, e.g. "Verify the user shows as Pending in the list."] [ SCREENSHOT: users-pending.png ] RESULT [What success looks like.] EXCEPTIONS - If the invite bounces, check [X] and re-send. REVISION HISTORY v1.0 — YYYY-MM-DD — [Name] — Initial version
6. Employee onboarding SOP
When to use it: Use when a new hire needs a consistent first week regardless of who’s running it. Structuring onboarding as an SOP means accounts, access, and introductions never get missed and every new starter gets the same start. Pairs well with the checklist format for day-one tasks.
EMPLOYEE ONBOARDING SOP SOP Title: [e.g. New Hire Onboarding — First 30 Days] Owner: [People/HR + hiring manager] Version: [1.0] Last reviewed: [YYYY-MM-DD] PURPOSE Ensure every new hire is set up, trained, and productive on a consistent schedule. ROLES - Hiring manager: [what they own] - IT: [accounts & access] - Buddy/mentor: [what they own] BEFORE DAY 1 [ ] Create accounts (email, [tools]) [ ] Order/ship equipment [ ] Assign a buddy [ ] Schedule week-1 meetings DAY 1 [ ] Welcome + workspace tour [ ] Grant system access, verify logins [ ] Review role, goals, and how-to SOPs WEEK 1 [ ] Complete [core training / SOPs] [ ] Shadow [process] with buddy [ ] 1:1 with manager DAY 30 [ ] Review progress against goals [ ] Collect feedback on onboarding REVISION HISTORY v1.0 — YYYY-MM-DD — [Name] — Initial version
7. Customer support SOP
When to use it: For support teams that need every ticket handled the same way, with consistent tone, response times, and escalation rules. Use this to define what a “good” reply looks like and when a ticket leaves the front line, so quality doesn’t depend on who picks it up.
CUSTOMER SUPPORT SOP SOP Title: [e.g. Handling an Inbound Support Ticket] Owner: [Support lead] Version: [1.0] Last reviewed: [YYYY-MM-DD] PURPOSE Deliver consistent, on-brand support and resolve tickets within SLA. SLA TARGETS - First response: [X hours] - Resolution: [Y hours/days] PROCEDURE 1. Acknowledge the ticket within SLA using [greeting template]. 2. Categorise and tag: [billing / bug / how-to / account]. 3. Reproduce or verify the issue; gather [needed details]. 4. Resolve using the relevant how-to SOP, or apply a workaround. 5. Confirm resolution with the customer before closing. 6. Log root cause and tag for reporting. ESCALATION - Bug affecting multiple users -> [Engineering], mark priority [P1/P2]. - Refund/billing dispute -> [Manager] per the refund decision flow. - No response after [N] days -> send follow-up, then close as stale. TONE Empathetic, plain language, no jargon. Always state the next step. REVISION HISTORY v1.0 — YYYY-MM-DD — [Name] — Initial version
8. Safety / compliance SOP (ISO 9001-aligned)
When to use it: Use this when the SOP has to satisfy an auditor or a quality standard. ISO 9001 requires documented information to be controlled: uniquely identified, version-controlled, approved before use, and traceable through a revision history. This template bakes those controls in so a procedure is audit-ready.
CONTROLLED SOP (ISO 9001-ALIGNED) Document title: [e.g. Machine Lockout/Tagout Procedure] Document number: [SOP-QMS-001] Revision: [Rev. A] Effective date: [YYYY-MM-DD] Supersedes: [prior rev / none] Prepared by: [Name / role] Approved by: [Name / role] Approval date: [YYYY-MM-DD] Next review due: [YYYY-MM-DD] Classification: [Internal / Controlled copy] 1. PURPOSE State the objective and the risk this procedure controls. 2. SCOPE Processes, sites, equipment, and personnel this SOP applies to. 3. REFERENCES - ISO 9001:2015 clause 7.5 (Documented information) - [Related SOPs, regulations, safety data sheets] 4. DEFINITIONS [Key terms and abbreviations.] 5. RESPONSIBILITIES - [Role]: [duty] - Quality manager: maintains document control and this revision history. 6. PROCEDURE 6.1 [Step] — including required PPE / safety checks. 6.2 [Step] 6.3 [Step] 7. RECORDS What must be recorded, where it is stored, and retention period. 8. REVISION HISTORY (document control — required) | Rev | Date | Description of change | Author | Approved | |-----|------------|-----------------------|--------|----------| | A | YYYY-MM-DD | Initial release | [Name] | [Name] |
9. Restaurant / retail shift SOP
When to use it: For frontline venues where each shift must open, run, and close the same way no matter who’s rostered. Use this to lock in food-safety, cash-handling, and cleaning steps so standards hold up on the busiest night and the quietest morning alike.
SHIFT SOP (RESTAURANT / RETAIL) SOP Title: [e.g. Closing Shift — Front of House] Location: [Store/venue] Owner: [Manager] Version: [1.0] Last reviewed: [YYYY-MM-DD] PURPOSE Ensure every shift is opened, run, and closed to the same standard. OPENING (start of shift) [ ] Unlock, disarm alarm, turn on lights/equipment [ ] Count opening float: $________ [ ] Check stock and temperatures ([fridge/freezer °C]) [ ] Set up stations / displays DURING SHIFT [ ] Follow food-safety / handling standards [ ] Restock as needed [ ] Log any incidents or wastage CLOSING (end of shift) [ ] Cash up and reconcile till: $________ (variance: $____) [ ] Clean and sanitise all stations [ ] Store food per safety rules, record temps [ ] Rubbish out, equipment off, lights off [ ] Arm alarm, lock up SIGN-OFF Staff: ____________ Manager: ____________ Date: ________ REVISION HISTORY v1.0 — YYYY-MM-DD — [Name] — Initial version
10. IT / MSP runbook SOP
When to use it: The format for operational IT tasks that must be executed precisely and recovered from reliably: backups, restores, incident response, patching. A runbook adds verification and rollback to every step, so an on-call engineer can act at 3am without guessing. Essential for MSPs and internal IT.
IT / MSP RUNBOOK SOP Runbook: [e.g. Restore a Client Server from Backup] Owner: [Team / on-call] Version: [1.0] Last reviewed: [YYYY-MM-DD] Systems: [hosts / services affected] Criticality: [P1/P2/P3] PURPOSE One line: the operational outcome this runbook produces. PREREQUISITES - Access: [credentials / VPN / vault path] - Tools: [console, backup software, monitoring] - Change window / approval: [required? who?] PROCEDURE 1. Pre-checks — confirm [state], notify [stakeholders], open change ticket. Verify: [command / expected output] 2. [Action step] Verify: [command / expected output] 3. [Action step] Verify: [command / expected output] 4. Post-checks — confirm service healthy, monitoring green. Verify: [command / expected output] ROLLBACK If any verify step fails: [rollback action], then escalate to [role]. INCIDENT / ESCALATION - On-call: [contact] Vendor: [contact + support ID] - Escalate if not resolved within [SLA]. REVISION HISTORY v1.0 — YYYY-MM-DD — [Name] — Initial version
Skip the template: generate the SOP from a recording
Templates give you the structure, but the slow part of any SOP is filling it in: writing every step and screenshotting every screen. Dubble does that part for you: record the process once and it produces the documented SOP automatically.
Instead of pausing to write up what you just did, you install the Dubble browser extension, press record, and do the task once. Dubble watches you work and turns each action into a numbered step with an auto-captured screenshot and an AI-written title and description, the exact steps and screenshots the software how-to template above leaves blank, filled in for you.
Because the output is portable, it fits any template on this page. Export the finished SOP to Google Docs, Notion, or markdown and paste it straight into your controlled document, your onboarding checklist, or your IT runbook, with no walled garden and no manual reformatting. And when the process changes, you re-record instead of re-screenshotting, which is the single biggest reason SOPs actually stay up to date.
It also starts free: unlimited SOPs, editing, and redaction on the free plan. To go deeper, see how it stacks up in our SOP software guide, generate a first draft with the AI SOP generator, or start with free SOP software.
Documenting something broader than a single procedure? Our process documentation templates cover SIPOC, swimlanes and controlled documents, and the training manual templates turn the same steps into onboarding and role-based training material.
SOP template: frequently asked questions
Stop filling in SOP templates by hand
Dubble records any process once and turns it into a documented SOP with steps and screenshots. Export it to Docs, Notion, or markdown and drop it into any template here. Free to start.