Use this to document any repeatable process in your business. Copy it once per procedure, fill in the blanks, and keep it where your team can find it. A worked example is filled in at the bottom. To reuse it, hit "Save or print to PDF" above, or copy the sections into your own doc.
One sentence: what this procedure produces and why it matters.
When this SOP applies (and when it doesn't). What triggers it.
Tools, logins, templates, or information required before you start.
The check that confirms the outcome (what "good" looks like).
The most common exception and exactly what to do about it. Who to escalate to.
Procedures that come before or after this one, and any reference links.
EXAMPLE — Send a customer quote
Purpose: Get an accurate, branded quote to a new customer within one business day.
When to use: Any time a lead requests pricing by phone, form, or referral.
You need first: The customer's contact info and property details, and access to the quoting tool.
Done right when: The customer has the proposal, and the lead shows "quote sent" with a follow-up scheduled.
If it goes wrong: If the address won't resolve, enter the size manually and flag it for the owner to confirm.
Want systems like the one in that example built into your business? See how we systemize a business, read the case study, or book a free 20-minute call.
Bowie & Co. · Run a Better Business · Business systems for small business · More free resources