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What is an SOP? A complete guide

SOP stands for Standard Operating Procedure: a documented, step-by-step set of instructions for doing a routine task consistently, safely, and to the required standard, whoever performs it. This guide covers what SOPs are, why you need them, and how to create them.

Published 6 April 2026 · Last updated 7 September 2026

What does SOP stand for?

SOP stands for Standard Operating Procedure. It's a documented, step-by-step set of instructions that describes how to carry out a routine activity. SOPs ensure that tasks are performed consistently, safely, and to the required standard - regardless of who performs them.

Why do businesses need SOPs?

Without documented procedures, every employee does things their own way. This leads to:

  • Inconsistent quality - customers get different experiences depending on who serves them
  • Training gaps - new starters learn different methods from different colleagues
  • Safety risks - the HSE found that inadequate training contributes to 40% of investigated workplace incidents
  • Compliance failures - you can't prove procedures were followed if they're not documented
  • Knowledge loss - when experienced staff leave, their knowledge leaves with them

These are also the reasons teams move their SOPs and training into one system — why use an LMS works through the costs in detail.

What should an SOP include?

A good SOP typically contains:

  1. Title - what the procedure is called
  2. Purpose - why this procedure exists
  3. Scope - who it applies to and when
  4. Steps - numbered, sequential actions to follow
  5. Safety notes - any hazards, PPE requirements, or warnings
  6. Evidence requirements - what proof is needed (photos, signatures, checklists)
  7. Review date - when the SOP should next be checked for accuracy

SOP examples by industry

Manufacturing: Machine setup procedure, quality inspection checklist, changeover process, warehouse staff training SOP

Healthcare: Medication administration, infection control, patient transfer

Hospitality: Food preparation, allergen management, opening and closing procedures, restaurant staff training SOP

Retail: Cash handling, stock receiving, customer complaint resolution

Construction: Working at height, excavation safety, site induction

The procedure most teams need first is the one that governs training itself: our free training SOP template (UK) and staff training SOP (US) set out who trains whom, how competence is signed off, and how records are kept.

Are SOPs a legal requirement in the UK?

While there's no single law that says “you must have SOPs”, several UK regulations require documented procedures:

  • The Health and Safety at Work Act 1974 requires employers to provide safe systems of work
  • The Management of Health and Safety at Work Regulations 1999 require documented risk assessments and procedures
  • The UK GDPR requires documented data handling procedures
  • ACAS recommends documented disciplinary and grievance procedures
  • Industry regulators (CQC, FSA, HSE) expect documented training procedures in their inspections

In practice, if you have 5 or more employees, you are legally required to document your health and safety arrangements, which effectively means having SOPs.

How to create SOPs efficiently

The traditional approach - sitting down and writing every procedure from scratch - is why most businesses never get around to it. Modern tools like TrainedTeam make it faster:

Ready to write your first SOP?

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