Free sop template

What is a sop template?

A standard operating procedure (SOP) is a written document that provides clear, step-by-step instructions for completing a routine task or process. SOPs are used to standardise how work is performed across a team or organisation, ensuring consistency, reducing errors and supporting compliance with safety and quality requirements. They are common in maintenance, manufacturing, construction, mining, logistics and facilities management.

A well-written SOP typically includes the purpose and scope of the procedure, the roles responsible for each step, the tools and materials required, detailed instructions, safety warnings and quality checkpoints. SOPs should be reviewed and updated regularly to reflect changes in equipment, regulations or best practice. Quality management systems such as AS/NZS ISO 9001 require documented procedures for key processes, and Safe Work Australia guidance recommends written safe work procedures for tasks involving significant hazards. An SOP template provides a consistent structure that ensures every procedure covers the essential elements, making it easier for teams to write, review and follow their own SOPs.

Section 19 of the Work Health and Safety Act 2011 requires PCBUs to provide and maintain safe systems of work, and documented SOPs are the primary mechanism for meeting that duty. ISO 9001:2015 requires organisations to determine and maintain documented information necessary for the effectiveness of their quality management system, while ISO 55001:2024 extends this to asset management systems by requiring documented procedures for the operation, maintenance and care of assets. Organisations that maintain well-structured SOPs are better positioned to pass regulatory audits, reduce training time and demonstrate compliance across multiple frameworks simultaneously.

Learn more about compliance and inspections in MapTrack.

Benefits of digitising forms in MapTrack

When you move your checklists from paper to MapTrack, you get:

• Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
• Automatically get alerts when faults are identified.
• Link every form digitally as a PDF to the relevant asset, location or person.
• Receive a digital PDF copy with every submission to your email.
• Ability to share forms digitally.
• Build conditional logic (show or hide questions based on answers).
• Take pictures or attach photos. Not possible with a paper-based form.
• Electronic signatures.
• Edit forms later without reprinting.
• Restrict permissions (who can view, complete or approve).
• Build forms with AI (describe what you need and MapTrack suggests the form).
• Set recurring audit schedules with automatic reminders and escalation.
• Produce regulator-ready PDF compliance packs in one click.
• Track corrective actions from finding to close-out with full audit trail.

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What to include in a sop template

This sop template covers 12 key areas:

• Title: a clear, descriptive name for the procedure (e.g. "Forklift pre-start inspection" or "Pump seal replacement").
• SOP number: a unique identifier for version control and cross-referencing.
• Purpose: a brief statement explaining why the procedure exists and what it aims to achieve.
• Scope: defines which tasks, equipment, sites or personnel the SOP applies to.
• Definitions: explains any abbreviations, technical terms or acronyms used in the document.
• Responsibilities: identifies who is responsible for each role in the procedure (operator, supervisor, safety officer, etc.).
• Required tools, materials and PPE: lists everything needed before starting the task.
• Step-by-step procedure: numbered instructions describing each action in the correct sequence.
• Safety warnings: hazard alerts, cautions and critical safety notes embedded at the relevant step.
• Quality checkpoints: verification points where the worker confirms a step meets the required standard.
• Revision history: a log of changes including version number, date, author and description of what changed.
• Approval signatures: sign-off blocks for the person who prepared, reviewed and approved the SOP.

How often should you complete this checklist?

SOPs should be reviewed at least every 12 months as part of your management system review cycle. They should also be reviewed and updated whenever there is a change to equipment, materials, regulations, personnel, work methods or site conditions that affects the procedure. Following an incident, near miss or audit finding related to the task, the relevant SOP should be reviewed immediately to determine whether it contributed to the event and whether changes are needed. Other common triggers for revision include new regulatory guidance, updated manufacturer instructions, organisational restructures, introduction of new technology and feedback from workers who use the procedure daily.

During ISO 9001 or ISO 45001 certification audits, auditors will check that SOPs are current, that the revision history is accurate and that workers can demonstrate familiarity with the documented procedure. Keeping a scheduled review register for all SOPs ensures none are overlooked. Record each review in the revision history, even if no changes were required, so the audit trail shows that the document was actively assessed. Organisations with large SOP libraries often stagger reviews across the year to spread the workload and maintain consistent document currency.

Applicable regulatory standards

This template aligns with the following regulations and standards:

• Work Health and Safety Act 2011 (Cth) - Section 19 (primary duty of care)
• ISO 9001:2015 - Clause 7.5 (documented information)
• ISO 55001:2024 - Asset management systems

Related resources

More compliance templates and guides:

• Work order / job card template
• Equipment maintenance log
• Risk assessment template
• Corrective action (CAPA) form
• Safety inspection checklist
• Maintenance scheduling
• Inspections and checklists
• Plant compliance tracking