Critical Steps of Writing Standard Operating Procedure (SOP)
There is a form and a fashion for writing procedure in your office. When all procedure follows the same outline and level
of detail, it’s easy for multiple team members to contribute to writing procedure with an assurance of uniformity in your
outcomes. Using the example of how one would explain to another the procedure for making a glass of Chocolate Mile,
the following details the steps and form all procedure should follow. The following guidelines will explain the layout and
instruction for writing and customizing standard operating procedure (SOP) for each different procedure in your office.
TITLE/PURPOSE: Outline the title or purpose of the task.
Example: The title is: Making a Glass of Chocolate Milk. The purpose of this task is to make a glass of
chocolate milk.
DEPARTMENT: Write down the name of the department responsible for performing this task.
Example: Kitchen department
PRE-WORK: It is helpful to write down any pre-work that needs to be completed before this task can begin.
Example: Someone needs to go to the grocery store and buy milk and chocolate mix. You also must
have clean glass and spoon before they can begin.
LET’S DO IT: Write down step by step instructions as you “perform” this task. Be very specific in your details. Use
strong directive words like will and shall, not should or could or may. Use action verbs; don’t say “the engine is started
by turning the key”, instead say “Turn the key to start the engine”. Use words like go or open or put or close etc. In
office applications you might use words like click or open or tab over or close etc.
Example:
1. Go into the kitchen
2. Open the top cupboard to the right of the sink.
3. Get a tall glass off the bottom shelf.
4. Put the glass on the counter.
5. Close the cupboard door.
6. Turn around, open the refrigerator.
7. Get the jug of milk off the top shelf.
8. Close the refrigerator.
9. Go back the counter, set down the jug of milk.
10. Open the milk jug by turning the lid counter clockwise.
11. Pour milk into the glass that you got out of the cupboard, fill 2/3 full
12. Put the lid back onto the milk jug by turning clockwise.
13. Open the refrigerator.
14. Put the milk back into the refrigerator.
15. Close the refrigerator.
16. Open the cupboard to the left of the sink.
17. Get out the chocolate mix.
18. Close the cupboard.
19. Go over to the counter where the glass of milk is.
20. Pull opens the top drawer to the right of the dishwasher.
www.kmcuniversity.com
1-(855)-TEAMKMC
© 2014 KMC University All Rights Reserved
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
Get out a teaspoon.
Close the drawer.
Put the spoon on the counter next to the glass of milk.
Take the top off the chocolate mix by lifting the lid up.
Get your spoon.
Dip spoon into the chocolate mix.
Put 2 spoonsful into the glass of milk.
Stir the chocolate mix into the milk until dissolved, may take 30 seconds.
Lift the spoon out of the glass of chocolate milk.
Put the spoon into the sink.
Put the lid back on the chocolate mix.
Pressing down around the rim of the container.
Put the chocolate mix back into the cupboard you got it out of.
Lift the glass to your mouth and drink.
Put glass in the sink when you are finished drinking.
Turn the water on by twisting the faucet handle to the left.
Pick up the glass and put it under the stream of water coming out of the faucet.
Rinse the glass out.
Turn of the water by twisting the handle to the right.
This may seem like a lot of detail to make a simple glass of milk, but the point is important. You will need to write each
little step, without leaving anything out. Never assume someone else knows what you do. Keep in mind that when this
SOP is finished, you should be able to take someone off the street, sit them in your chair, hand them this SOP, and they
should be able to complete this task.
www.kmcuniversity.com
1-(855)-TEAMKMC
© 2014 KMC University All Rights Reserved