How To Write SOP: Free SOP Template + Examples

If you have ever thought, “I already explained this,” you are not alone. Most founders and operators do not have an “operations problem.” They have a “knowledge trapped in people’s heads” problem. The business runs because you remember the steps, catch mistakes, and answer questions in real time. That works until you hire help, outsource, or try to scale. Then everything that used to feel manageable turns into back and forth, missed details, and inconsistent output. That is exactly why SOPs matter. At Armasourcing, we see the same pattern across growing teams: the fastest way to get reliable results from a VA or remote team is not hiring “perfect” people. It is giving good people a clear, repeatable process they can follow. In this guide, you will get a copy-paste SOP template plus a simple method to write SOPs quickly, even if you have never documented a process before. What Is An SOP An SOP (Standard Operating Procedure) is a written step-by-step process that makes a task repeatable, trainable, and quality-controlled. A strong SOP does three things: Makes results consistent (even when different people do the work) Reduces questions and rework (because expectations are explicit) Speeds up onboarding (because training becomes “follow the system,” not “shadow the founder”) If you can explain a task once, you can SOP it and delegate it again and again. SOP Template (Copy-Paste) You can paste this into Google Docs, Notion, ClickUp, or any tool your team uses. If you want the SOP to actually get used, keep it practical and easy to scan. SOP Template SOP Name Type here… Department/Function Admin, Sales, Support, Ops, Marketing, Finance Owner Type here… Last Updated YYYY-MM-DD Purpose Why this SOP exists (1–2 sentences)… When To Use This SOP (Trigger) Example: When a new lead fills out the contact form. Tools / Access Needed List tools, logins, permissions, links, folders, templates… Inputs Required (Before You Start) What must be provided or confirmed before the task begins… Definition Of Done (How You Know It’s Complete) Clear completion rules. Example: Client updated in CRM, tag applied, follow-up scheduled, confirmation email sent. Step-by-Step Instructions Step 1… Step 2… Step 3… Tip: One action per line. Avoid long paragraphs. Quality Checks (Before Marking Complete) What to verify. Example: Spelling checked, correct template used, correct tags applied, links work. Edge Cases (If Something Goes Wrong) If X happens, do Y. Escalation Rules (When To Ask For Help) Example: If customer requests refund over $200, escalate to manager. Time Expectation Typical time range for the task… Example / References (Optional) Screenshots, sample output, Loom link, or a completed example… Copy Template Reset How To Write An SOP Fast (7 Steps) You do not need a week of planning. You need a fast draft and one real test. 1) Pick A Task You Repeat Weekly Start with high-frequency tasks that cause friction, like: Inbox triage Booking calls Posting content Sending invoices Following up on vendors Updating trackers 2) Write The Trigger And Definition Of Done These two lines alone prevent confusion. Trigger: “When does this start?” Definition of Done: “What is the finished output?” Most SOPs fail because they never define what “done” looks like. 3) List Tools And Access Write down what your team actually needs: Where the files live Which spreadsheet tab to use Which email template to send Which permissions are required If access is unclear, the SOP will stall. 4) Draft Steps As Verbs Write steps like actions: Open Check Update Copy Paste Send Tag Assign Schedule Avoid paragraphs. If a step needs explanation, add a short note under that step. 5) Add Quality Checks Quality checks are the “guardrails” that protect output. Examples: Confirm correct client name and email Confirm correct tags applied in CRM Confirm links are working Confirm file naming is correct Confirm date ranges are correct 6) Add Edge Cases And Escalation Rules This is how you stop Slack messages every 10 minutes. Examples: “If the customer is angry, use template B and escalate if they request a manager.” “If the vendor does not respond in 48 hours, follow up again and CC ops.” “If the job is outside service area, send the out-of-area message and tag as ‘Not a Fit.’” 7) Test With Fresh Eyes The best test is giving it to someone who did not create it (your VA, ops assistant, or team member). If they get stuck, your SOP is missing a tool, an input, or a decision rule. SOP Examples You Can Build This Week If you are not sure what to document first, here are SOP titles that create quick wins in most businesses. Admin Daily Inbox Triage And Follow-Up Rules Calendar Management And Meeting Prep Checklist File Naming, Folder Structure, And Where Everything Lives Sales Lead Intake And Qualification Workflow Booking Calls And No-Show Follow-Up Process Proposal Sending And Next-Step Tracking Customer Support Refund Request Handling And Approval Rules Ticket Triage And Escalation Rules Response Templates And Tone Guidelines Operations Weekly Vendor Follow-Up And Purchase Tracking Order Exception Handling (Late Shipment, Wrong Item, Damaged Goods) Project Handoff From Sales To Delivery Marketing Publish A Blog Post From Draft To Live Repurpose One Video Into 5 Social Posts Weekly Content Calendar Planning Workflow Finance Invoice Creation And Payment Confirmation Process Monthly Expense Categorization And Reporting Collections Follow-Up Process If you build SOPs for the top 3 tasks that repeat every week, you will feel the impact immediately. The Most Common SOP Mistakes (And How To Fix Them) Mistake 1: Writing A “Guide” Instead Of A Process A guide is educational. An SOP is operational. Fix: Use step-by-step actions and define the output clearly. Mistake 2: No Definition Of Done If “done” is vague, quality will drift. Fix: Add measurable completion rules like “CRM updated, tag applied, email sent, task marked complete.” Mistake 3: Missing Edge Cases When edge cases are not documented, your team must ask you. Fix: Add 5–10 common “if this happens” rules. Mistake 4: SOPs That Never Get Updated