Blog post header image with the title 'What an SOP Should Include' in bold text and a preview of an Employee Onboarding SOP template, showing sections like Purpose, Scope, Intended Users, and Requirements.

What Should an SOP Include?

Standard Operating Procedures (SOPs) are essential documents for businesses looking to standardize their processes, improve efficiency, and ensure compliance with industry regulations. Whether you're creating SOPs for the first time or refining existing ones, knowing what to include is key to making them effective.

In this guide, we'll walk you through the essential components of an SOP and best practices for writing one that enhances clarity, consistency, and operational success.

Why SOPs Matter

SOPs help businesses:

  • Maintain consistency in operations.
  • Improve employee training and onboarding.
  • Reduce errors and inefficiencies.
  • Ensure compliance with regulations.
  • Enhance overall productivity.

By creating clear and well-structured SOPs, businesses can streamline their workflows and empower employees to perform their tasks with confidence.

Essential Components of an SOP

While SOPs can vary based on industry and purpose, every SOP should include the following key elements:

1. Title & Identification Information

Each SOP should begin with a clear, descriptive title that indicates the process it covers. Additional identification details may include:

  • SOP number (for internal tracking).
  • Version number and date of last update.
  • Department or team responsible for the process.
  • Author or approver of the SOP.

2. Purpose

This section provides an overview of why the SOP exists. It should explain:

  • The goal of the procedure.
  • The importance of following it.
  • The expected outcome or benefit.

Example: "This SOP outlines the steps for employee onboarding to ensure a smooth integration of new hires into the company culture and operations."

3. Scope

Define who and what the SOP applies to by specifying:

  • The roles or departments responsible for executing the process.
  • Situations in which the SOP should be followed.
  • Any limitations or exceptions.

4. Roles & Responsibilities

List all individuals or teams involved in the process and their responsibilities. Be specific about each role's duties to avoid confusion.

Example:

  • HR Manager: Responsible for sending onboarding documents.
  • IT Department: Ensures the new hire has necessary equipment and system access.

5. Materials & Resources

If the procedure requires specific tools, software, or documents, list them clearly. This could include:

  • Forms or templates.
  • Software platforms.
  • Equipment or supplies.
  • Checklists.

6. Procedure (Step-by-Step Instructions)

The core of an SOP is its procedural steps. This section should:

  • Break down the process into clear, sequential steps.
  • Use numbered or bulleted lists for readability.
  • Include concise, action-oriented instructions.
  • Provide screenshots or visuals if necessary.

Example:

  1. HR sends the offer letter and onboarding paperwork to the new hire.
  2. The new hire completes and submits all required forms before the start date.
  3. IT sets up system access and provides login credentials.
  4. The department manager conducts an orientation session.

7. Safety & Compliance Guidelines (If Applicable)

For processes involving safety protocols, legal requirements, or compliance standards, include a section outlining:

  • Industry regulations to follow.
  • Safety precautions and emergency procedures.
  • Quality control measures.

This is especially crucial in healthcare, manufacturing, and finance industries.

8. Troubleshooting & Common Issues

Identify potential challenges that employees might face and provide solutions. This proactive approach can minimize disruptions.

Example:
Issue: The new hire does not receive login credentials by the start date.
Solution: The IT department should verify email delivery and resend credentials within 24 hours.

9. References & Supporting Documents

If the SOP refers to external policies, manuals, or related procedures, link or list them in this section. This ensures employees can access additional information if needed.

Example:

  • Company Onboarding Policy (HR-001)
  • IT Security Policy (IT-005)
  • Employee Handbook (HR-002)

10. Revision History & Approval

Every SOP should be reviewed and updated regularly. This section includes:

  • A record of revisions (dates, changes made, and the person responsible).
  • Approval signatures from managers or compliance officers.
Preview of an easy-to-use Standard Operating Procedure (SOP) template, showcasing included pages with sections for overview, roles, responsibilities, procedure steps, compliance, and version history.

Best Practices for Writing an Effective SOP

  • Keep it clear and concise: Use simple, direct language and avoid jargon.
  • Make it accessible: Store SOPs in a shared location where employees can easily find them.
  • Use a consistent format: Standardize the layout across all SOPs for easy navigation.
  • Include visuals when necessary: Diagrams, flowcharts, and screenshots can enhance understanding.
  • Review and update regularly: Schedule periodic reviews to ensure SOPs remain accurate and relevant.

Final Thoughts

A well-crafted SOP provides a clear roadmap for employees, helping businesses operate smoothly and efficiently. By including these essential components, you can create SOPs that not only improve workflows but also ensure consistency and compliance across your organization.

If you need ready-made SOP templates to save time, check out QuickBizDocs for professional, customizable SOPs designed for businesses of all sizes.

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