SOP templates: how to write a safe operating procedure

A safe operating procedure (SOP) is a written, step-by-step method for doing a task safely. It names the hazards, the equipment, the controls and what to do if something goes wrong. An SOP template gives you the same structure for every task, so each one is quick to write and easy to find. Use SOPs for routine, repeated work and for tasks where a mistake could seriously hurt someone.

This guide explains what a good SOP includes, how to build a template, how to keep your SOPs in a register, and what a finished example looks like.

Why SOPs matter

The WHS laws don't ask for an SOP by that name for most tasks. They do require you to control the risks of your work, and SOPs are one of the most practical ways to do that. A written procedure:

• gives every worker the same method, so the task is done the same way each time
• passes on what experienced workers know, which helps new starters
• shows what the controls are, so supervisors can check them
• gives you a record to review after an incident

If a task has enough risk to need a SWMS, the SOP is still useful as a shorter, tool-level guide that the crew can keep at the workstation. For the difference between the two, read our guide to SWMS vs JSA.

SOP or standard operating procedure?

You'll see both "safe operating procedure" and "standard operating procedure" used for the same kind of document. The difference is mostly one of wording. The safety focus is what matters. We explain the terms in more detail in safe operating procedure vs standard operating procedure. Whichever you choose, use it consistently across your business.

What an SOP template should include

A good template has the same sections every time. Here's what to include:

1. Title and identification. The task name, a document number, the version and the date it was last reviewed.
2. Purpose and scope. Why the procedure exists, who it applies to and what it doesn't cover.
3. Hazards. The main things that could go wrong with this task.
4. Equipment, tools and PPE. What's needed, including any inspection before use.
5. Roles and training. Who may do the task, what licence or training they need and who supervises.
6. Step-by-step instructions. Short, numbered steps in the order the work is done. Put warnings next to the step they apply to.
7. Emergency response. What to do if something goes wrong, including first aid and who to call.
8. Records and references. The forms to complete, related SWMS and legislation or manufacturer guidance.
9. Review. The date of the next review, and who approves changes.

The template should be short enough to read at the bench. Put the detail in the steps, not in long paragraphs before them.

Vague wording like "appropriate PPE" or "be careful" can't be checked, so an auditor or supervisor can't tell whether it was followed. Name the control, the person and the trigger. When you choose controls, follow the hierarchy of controls: remove the hazard first, and use PPE last.

Build a template in five steps

1. Pick the tasks. Start with the tasks that are high-risk, done often or where a mistake has happened before. Don't try to write one for everything at once.
2. Watch the task being done. Talk to the people who do it, and watch a few times. What's written down and what happens on the job are often different.
3. Draft the steps. Write one action per step. Use plain words and short sentences, and keep the order that the work actually follows.
4. Test it with a worker. Ask someone who does the job to follow the SOP without help. Note what they get stuck on and fix it.
5. Approve, issue and review. Have a competent person sign it off, put it in the register and set a review date.

Keep an SOP register

A register is the list of every SOP in your business, with its number, title, version, owner and review date. Without one, people end up using old copies, and nobody knows which SOP covers a task. A register makes it easy to see what's overdue for review and to show an inspector or client what you have. It also sits well alongside the other documents in our guide to 15 essential safety documents every workplace needs.

Our standard operating procedure register is a starting point. Each SOP should also carry the same version number as the register, so a printed copy can be checked against it.

Example: angle grinder

An angle grinder SOP is a useful example because the risks are easy to underestimate. A short version might look like this:

• Hazards: disc breakage, kickback, sparks, noise, dust and entanglement.
• Equipment and PPE: check the guard and disc before use, and check the disc rating is above the grinder's speed. Wear safety glasses, a face shield for cutting, hearing protection and gloves.
• Steps: isolate the power source before changing discs. Clamp the work where you can. Keep the guard between you and the disc. Don't force the grinder. Let the disc stop before you set it down.
• Emergency: if the disc breaks, stop the tool, step back and report any injury to the first aider.
• Training: the operator has been trained in use and checks the tool is tagged and in good condition.

You can start from our angle grinder SOP and adjust it to your tools and site. The same steps apply to most powered hand tools: check first, control the work, and know what to do if something fails.

For a generic starting point for any task, our SOP template gives you the sections above.

Review and keep SOPs current

An SOP is only useful while it matches the job. Review each one:

• when the equipment, materials or supplier changes
• after an incident or near miss involving the task
• when a worker reports the steps don't work in practice
• on the review date in the register

Ask the people who use the SOP what they'd change. Their feedback usually beats the first draft. Record each change with its new version number, and make sure the old copy comes off the bench.

You can also check understanding. A short set of questions on the SOP after training shows whether the key steps have sunk in, and gives you a record of who was trained.

Common questions

Does every task need an SOP?

No. Write them for routine tasks, high-risk tasks and tasks where a mistake has caused harm before. Simple, low-risk tasks may only need a brief instruction or a toolbox talk.

What's the difference between an SOP and a SWMS?

A SWMS is a plan for a particular high-risk job, and it's required under the WHS Regulations for some construction work. An SOP covers a task or piece of equipment in general and can be used across many jobs. Many businesses use both: the SOP for the tool, and the SWMS for the job.

How long should an SOP be?

Long enough to cover the steps and hazards, and short enough to read at the workstation. One or two pages is typical for a single task.

Who should approve an SOP?

A competent person, usually a supervisor or manager with knowledge of the task, should approve each SOP. Where the task involves high risk, include a worker who does the job in the review.