Free SOP Templates & Examples
An SOP (standard operating procedure) template provides a consistent structure for documenting how to complete a specific task. Templates ensure every SOP in your organisation follows the same format, making guides easy to write, easy to follow, and easy to maintain.
This page provides free SOP templates in three formats — step-by-step guide, checklist, and flowchart — along with real-world examples. You can also skip templates entirely by using SOP software like Foxstep to generate complete guides automatically from recorded workflows.
SOP templates provide a consistent structure for documenting business processes.What Every SOP Template Should Include
Regardless of format, every SOP should contain these seven sections:
| Section | What to Write | Example |
|---|---|---|
| Title | Specific, descriptive name for the process | "How to Submit an Expense Report in NetSuite" |
| Purpose | One sentence explaining why this SOP exists | "Ensures all employee expenses are submitted correctly and processed within 5 business days." |
| Scope | Who this SOP applies to and when | "All employees submitting expenses over $25. Does not cover corporate card transactions." |
| Prerequisites | What the reader needs before starting | "NetSuite account access, receipt image or PDF, manager's cost centre code." |
| Steps | Numbered, sequential instructions with screenshots | "1. Navigate to Finance → Expense Reports. 2. Click 'New Report'..." |
| Expected outcome | What success looks like | "You will see a confirmation screen with a report number. Your manager receives an approval email." |
| Last updated | Date and owner | "Last updated: March 2026 by Finance Operations" |
Template 1: Step-by-Step Guide
The step-by-step guide is the most common SOP format. It works best for software-based workflows where the reader needs to follow exact instructions in sequence. This is the format that SOP tools like Foxstep generate automatically.
| SOP: How to Submit an Expense Report | |
|---|---|
| Purpose | Ensure all employee expenses are submitted correctly and processed within 5 business days. |
| Scope | All employees submitting expenses over $25. |
| Prerequisites | NetSuite account access, receipt image/PDF, manager's cost centre code. |
| Step 1 | Log in to NetSuite and navigate to Finance → Expense Reports in the left sidebar. |
| Step 2 | Click the "New Report" button in the top toolbar. |
| Step 3 | Select the expense category (Travel, Meals, Software, etc.) from the dropdown menu. |
| Step 4 | Enter the expense amount, date, and a brief description. Attach the receipt file. |
| Step 5 | Enter your manager's cost centre code in the "Department" field. |
| Step 6 | Review the summary and click "Submit for Approval". |
| Expected outcome | A confirmation screen appears with a report number. Your manager receives an approval email within 1 hour. |
| Last updated | March 2026 · Finance Operations |
When to use this format: Software workflows, system processes, any task with sequential steps that must be followed in order.
Step-by-step guides with annotated screenshots are the most common SOP format for software workflows.Template 2: Checklist
Checklists work best for processes with independent items that can be completed in any order. They are commonly used for onboarding, quality assurance, and setup procedures.
| SOP: New Employee Onboarding Checklist | |
|---|---|
| Purpose | Ensure every new hire has the tools, access, and information they need on day one. |
| Scope | HR and IT teams onboarding new full-time employees. |
| Before Day 1 | |
| ☐ | Create company email account |
| ☐ | Provision laptop with standard software |
| ☐ | Add to Slack workspace and relevant channels |
| ☐ | Create accounts for required tools (CRM, project management, etc.) |
| ☐ | Schedule first-week meetings with manager, buddy, and team |
| Day 1 | |
| ☐ | Welcome meeting with manager (30 min) |
| ☐ | IT setup walkthrough — verify all access works |
| ☐ | Share onboarding guide links and SOP library |
| ☐ | Complete HR paperwork (tax forms, emergency contacts, benefits) |
| First Week | |
| ☐ | Complete security awareness training |
| ☐ | Shadow team member on 2–3 core processes |
| ☐ | Review team SOPs and flag any questions |
| ☐ | End-of-week check-in with manager |
| Last updated | March 2026 · People Operations |
When to use this format: Onboarding, quality checks, setup procedures, any task with independent items.
Template 3: Decision Flowchart
Flowcharts are best for processes with decision points where different actions are needed based on conditions. They are commonly used in customer support, incident response, and approval workflows.
| SOP: Customer Refund Request Handling | |
|---|---|
| Purpose | Ensure all refund requests are handled consistently within SLA. |
| Scope | Customer support agents handling refund requests. |
| Start | Customer submits refund request |
| Decision 1 | Is the request within the 30-day refund window? |
| → Yes | Go to Decision 2 |
| → No | Deny refund. Send "outside refund window" template. Offer 20% discount on next purchase. End. |
| Decision 2 | Is the refund amount under $500? |
| → Yes | Process refund immediately. Send confirmation email. End. |
| → No | Escalate to Team Lead for approval. If approved, process refund. If denied, offer alternative resolution. End. |
| Last updated | March 2026 · Customer Support |
When to use this format: Customer support escalation, incident response, approval workflows, any process with "if/then" decision points.
Use step-by-step for sequential tasks, checklists for independent items, and flowcharts for decision-heavy processes.SOP Examples by Team
Not sure which processes to document first? Here are the most commonly created SOPs by department:
| Team | Common SOPs | Best Format |
|---|---|---|
| Operations | Vendor onboarding, purchase orders, inventory management, incident response | Step-by-step / flowchart |
| IT / Support | Password resets, software installation, ticket escalation, access provisioning | Step-by-step |
| HR / Training | New hire onboarding, offboarding, leave requests, benefits enrolment | Checklist / step-by-step |
| Customer Success | Account setup, feature walkthroughs, refund handling, renewal process | Step-by-step / flowchart |
| Finance | Expense reports, invoice processing, month-end close, vendor payments | Step-by-step |
| Consulting | Client process discovery, deliverable creation, handover documentation | Step-by-step |
Skip Templates: Automate SOP Creation Instead
Templates help when you are writing SOPs manually. But modern SOP software eliminates the need for templates entirely by generating complete guides automatically from recorded workflows.
| Approach | Time per SOP | Screenshots | Formatting | Consistency |
|---|---|---|---|---|
| Manual + template | 30–60 minutes | Take, crop, annotate manually | Manual | Varies by author |
| SOP software | 1–2 minutes | Automatic with annotations | Automatic | Uniform |
Tools like Foxstep, Scribe, and Tango record your workflow as you perform it and produce a numbered guide with annotated screenshots. You edit the output rather than building from a blank template. For a comparison of SOP tools, see our Best SOP Software in 2026 guide.
SOP software generates complete guides automatically, eliminating the need for manual templates.Frequently Asked Questions
What should an SOP template include?
Every SOP template should include seven sections: title, purpose, scope, prerequisites, numbered steps with screenshots, expected outcome, and last-updated date. This structure ensures consistency across all SOPs in your organisation.
How do I choose the right SOP template format?
Match the template to the process. If the task has sequential steps (click this, type that), use a step-by-step guide. If the task has independent items that can be done in any order (onboarding checklist), use a checklist. If the process has decision points where different actions are needed (customer refund handling), use a flowchart. When in doubt, start with a step-by-step guide — it is the most commonly used format.
Do I need SOP templates if I use SOP software?
No. SOP software like Foxstep generates the entire SOP automatically from recorded workflows — including numbered steps, annotated screenshots, and formatting. Templates are only necessary when writing SOPs manually.
How many SOPs does a company need?
Start with 10 to 20 processes that cause the most pain when undocumented. Most small teams need 20 to 50 SOPs. Larger organisations may have hundreds. Focus on impact, not quantity.