The short version: you can get a free SOP template from Microsoft Word, Google Docs, Atlassian Confluence, Notion, Smartsheet and ClickUp. The template matters less than how you write it: the US EPA's SOP guidance says to keep it concise and step by step, test it with someone other than the writer, and review it every one to two years.
A standard operating procedure is how a small business stops depending on one person's memory. Write down how a task is done once, and anyone can do it the same way, whether you're on holiday, hiring help or handing work to a virtual assistant.
Where to get a free SOP template
In no particular order, each one best for a different job:
- Microsoft Word: best for formal SOPs you'll print or sign off.
- Google Docs: best for SOPs your team edits and comments on together.
- Atlassian Confluence: best for teams that keep processes in a shared wiki.
- Notion: best for linking SOPs together in one searchable workspace.
- Smartsheet: best when each step needs an owner and a status.
- ClickUp: best if your tasks already live there and you want SOPs beside them.
SOP template sources side by side
| Source | Best for | Format |
|---|---|---|
| Microsoft Word | Formal, signed-off SOPs | Document |
| Google Docs | Team editing | Document |
| Atlassian Confluence | Shared process wiki | Wiki page |
| Notion | Linked SOP library | Database page |
| Smartsheet | Step owners and status | Sheet |
| ClickUp | SOPs next to tasks | Doc inside the workspace |
How the EPA says to write an SOP
The most useful free guide I've found on SOPs comes from the US Environmental Protection Agency. It was written for quality systems, but the writing advice works for any business process.
It says SOPs should be written in a concise, step-by-step, easy-to-read format, using the active voice and present tense. The word you shouldn't be used, but implied. It warns against wordy, redundant or overly lengthy documents, and suggests using a flow chart to illustrate the process.
It also says to write with enough detail that someone with limited experience could carry out the procedure. That's the test I'd use for every SOP: could a new freelancer follow it on their first day without messaging you?
What every SOP should contain
The EPA guidance also covers the small details that make an SOP easy to manage. It suggests a document control notation on each page with a short title or ID number, the revision number, the date and the page number out of the total, so anyone can check they've got the current, complete version.
It also recommends keeping a master list of all SOPs, showing each one's number, version, date of issue, title, author and status. For a small business that can be a single spreadsheet. Once you have more than a handful of SOPs, that list is how you spot the ones nobody's looked at in years.
So a practical SOP template has a header with the title, ID, version and date, a one-line purpose, the owner, the tools or logins needed, the numbered steps and any checklist attached at the right step.
The catch: an SOP nobody reviews
Here's where most templates fall down. They help you write the SOP, then nothing reminds you it exists. The EPA guidance says SOPs need to remain current to be useful, so whenever a procedure changes, the SOP should be updated and re-approved.
It also says SOPs should be reviewed on a periodic basis, for example every one to two years, and the review date should be added to each SOP. If an SOP describes a process that's no longer followed, it should be withdrawn and archived. And it recommends testing draft SOPs with people other than the original writer before they're finalised.
So whichever template you pick, add two fields at the top: last reviewed and next review due. That one small change stops your SOP library quietly going out of date.
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How to write an SOP from a free template
- Pick one task you repeat often, such as publishing a blog post or onboarding a client.
- Copy the template and fill in the title, purpose, owner and last reviewed date.
- Write each step as a short instruction in the active voice.
- Attach any checklist or form at the step where it's used, as the EPA suggests.
- Ask someone who didn't write it to follow it and note where they get stuck.
- Fix those steps, then set the next review date.
Making SOPs faster to write
You don't have to write every SOP from a blank page. My SOP writing prompt pack turns a quick voice note into a first draft, and if you're working out what to hand over first, the delegation decision mini guide will help you choose.
Start with the tasks that cause the most questions when you're away. Those are the SOPs that give you back the most time and calm.
My verdict: use whichever free template sits where your team already works, write it short and step by step, and put a review date on it. A simple SOP that's current beats a beautiful one that's two years out of date.
Run a free SOP template tool that belongs on this list? See how to get it featured.
Frequently asked questions
Where can I get a free SOP template?
Microsoft Word, Google Docs, Atlassian Confluence, Notion, Smartsheet and ClickUp all offer free SOP templates.
How should an SOP be written?
The US EPA's guidance says SOPs should be concise, step by step and easy to read, in the active voice and present tense.
How often should an SOP be reviewed?
The EPA guidance says SOPs should be reviewed periodically, for example every one to two years, and updated whenever the procedure changes.
Who should test an SOP?
The EPA recommends testing draft SOPs with people other than the original writer before they're finalised.
What should go at the top of an SOP?
The EPA suggests a document control notation with a short title or ID number, the revision number, the date and the page count, so people know they have the current version.
What happens to SOPs for processes you no longer use?
The EPA guidance says an SOP for a process that's no longer followed should be withdrawn from the current file and archived.
