Writing your first standard operating procedure is much easier when you can see a good one first. So here are ten.
These SOP examples come from the kind of work small businesses do every day: opening and closing, handling complaints and refunds, cleaning, welcoming a new hire, replying to reviews. Each one fits on a single page, uses plain words, and shows one of the three most useful SOP formats. Copy the one closest to your business, change the details in [brackets], and you have a working SOP tonight.
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What every good SOP example has in common
- One task per SOP. "Closing the kitchen," not "running the restaurant."
- The basics at the top: purpose, who does it, when, and how long it takes.
- Short steps that start with a verb, with a tip only where people usually go wrong.
- A clear finish line: what "done right" looks like.
- One common mistake, so new people avoid it from day one.
SOP format: 3 formats you'll see below
| Format | Use it when | Examples below |
|---|---|---|
| Numbered steps | The order matters | Opening a café, first day, receiving a delivery, sending a quote |
| Checklist | Nothing can be missed, but the order is flexible | Closing a kitchen, office cleaning |
| If…then | The task includes a decision | Complaints, refunds, replying to reviews |
Not sure which to use? Start with numbered steps. More on choosing in how to write an SOP.
SOP example 1: Opening a café
Format: numbered steps
- Purpose: Be ready to serve the first customer at 6:30 a.m. sharp
- Who: Opening barista
- When: Every day, 6:00 a.m.
- Time needed: 30 minutes
| # | Step | Tip |
|---|---|---|
| 1 | Turn off the alarm and unlock the back door | Code is on the card in the office, not on your phone |
| 2 | Turn on the espresso machine and grinder | It needs 20 minutes to heat; do this first |
| 3 | Count the cash drawer | It should start with $150 in small bills |
| 4 | Put out today's pastries and label them | Oldest first, at the front of the case |
| 5 | Brew the first batch of drip coffee | Write the time on the carafe |
| 6 | Pull a test shot and taste it | Adjust the grind if it runs faster than 25 seconds |
| 7 | Flip the sign to Open and unlock the front door | At 6:30, not before |
Done right looks like: Machine hot, drawer counted, case full, door open at 6:30.
Common mistake: Starting the machine last, so the first customers wait.
SOP example 2: Closing a restaurant kitchen
Format: checklist
- Purpose: Leave the kitchen clean, safe and ready for the morning crew
- Who: Closing cook
- When: Every night after last orders
- Time needed: 45 minutes
| # | Step | Tip |
|---|---|---|
| ☐ | Turn off fryers, grill and ovens | Fryer oil filtered on Tuesdays and Fridays |
| ☐ | Cover, label and date all food | Use the day-color stickers |
| ☐ | Check walk-in and reach-in temperatures | Fridge at or below 40°F; write it in the log |
| ☐ | Wash, sanitize and put away all tools | |
| ☐ | Wipe down the line and sanitize surfaces | Green cloth for food areas only |
| ☐ | Sweep and mop the floor, including under the line | |
| ☐ | Take out trash and break down boxes | |
| ☐ | Write any low stock on the order sheet | The owner orders at 9 a.m. |
Done right looks like: Equipment off, food labeled, temperatures logged, floor dry, order sheet updated.
Common mistake: Forgetting to log temperatures, which the inspector asks for.
SOP example 3: Rebooking a client at checkout (salon)
Format: numbered steps
- Purpose: Keep the chair full by booking the next visit before the client leaves
- Who: Front desk or stylist
- When: Every client, at checkout
- Time needed: 2 minutes
| # | Step | Tip |
|---|---|---|
| 1 | Ask how they liked the result | Listen; fix anything before you take payment |
| 2 | Suggest the next visit | "For this color, most clients come back in 6 weeks." |
| 3 | Offer two specific times | Two choices make it easy to say yes |
| 4 | Book it in the app and confirm out loud | Day, time, stylist, service |
| 5 | Take payment and mention the reminder text | "You'll get a text the day before." |
Done right looks like: Next visit booked before they leave, or a note saying why not.
Common mistake: Asking "Do you want to book again?" instead of offering times.
SOP example 4: Office cleaning visit
Format: checklist
- Purpose: Leave the client's office clean in the same order, every time
- Who: Cleaning crew
- When: Each scheduled visit
- Time needed: 90 minutes
| # | Step | Tip |
|---|---|---|
| ☐ | Empty all trash and recycling, replace liners | |
| ☐ | Dust desks, shelves and window sills | Don't move papers on desks |
| ☐ | Clean and disinfect kitchen counters, sink and microwave | |
| ☐ | Clean and restock restrooms | Soap, paper towels, toilet paper |
| ☐ | Vacuum carpets and mop hard floors | Start at the back, finish at the door |
| ☐ | Check doors are locked and lights off | |
| ☐ | Take a photo of each room and send the done text | "[Client], all done for today ✓" |
Done right looks like: Every box ticked, photos sent, building locked.
Common mistake: Skipping the photos, which are your proof if there's a complaint.
SOP example 5: Handling a customer complaint
Format: if…then
- Purpose: Turn an upset customer into one who comes back
- Who: Any team member
- When: Whenever a customer complains, in person or by phone
- Time needed: 5 to 10 minutes
| # | Step | Tip |
|---|---|---|
| 1 | Listen without interrupting, then repeat the problem back | "So the order was cold and late. Is that right?" |
| 2 | Apologize for the experience | No excuses, even if it wasn't your fault |
| 3 | If the fix costs under $[25]: fix it now | Remake, replace or refund on the spot |
| 4 | If it costs more, or they're still upset: call the manager | Say "I want to make this right, let me get [name]." |
| 5 | Write it in the complaint log | What happened, what you did, their phone number |
Done right looks like: Customer leaves with a fix or a clear next step, and it's in the log.
Common mistake: Arguing about whose fault it was.
SOP example 6: Processing a refund at the register
Format: if…then
- Purpose: Refund fairly and the same way every time
- Who: Cashier
- When: When a customer asks for a refund
- Time needed: 5 minutes
| # | Step | Tip |
|---|---|---|
| 1 | Ask for the receipt or look up the sale | |
| 2 | If it's within [30] days and unused: refund to the original payment method | |
| 3 | If it's after [30] days: offer store credit | |
| 4 | If there's no receipt and no record: call the manager | |
| 5 | Write the refund on the refund sheet and initial it | Amount, reason, your initials |
Done right looks like: Customer refunded or offered credit, and the sheet matches the register.
Common mistake: Refunding in cash when they paid by card.
SOP example 7: A new employee's first day
Format: numbered steps
- Purpose: Help new people feel welcome and useful on day one
- Who: Manager or shift lead
- When: New hire's first shift
- Time needed: Full shift
| # | Step | Tip |
|---|---|---|
| 1 | Meet them at the door and show them where to put their things | |
| 2 | Give the tour: exits, restroom, break area, first aid | |
| 3 | Introduce them to everyone on shift | |
| 4 | Fill in the paperwork together | ID, tax forms, emergency contact |
| 5 | Walk through the 3 most important SOPs | Opening, closing and handling complaints |
| 6 | Let them shadow one person for the rest of the shift | Same person all day |
| 7 | Check in at the end: "What was confusing?" | Fix the SOP if something was unclear |
Done right looks like: Paperwork done, key SOPs read, and they know who to ask.
Common mistake: Leaving them alone with a binder.
SOP example 8: Replying to an online review
Format: if…then
- Purpose: Show every customer, and every future reader, that you care
- Who: Owner or manager
- When: Within 48 hours of any new review
- Time needed: 5 minutes
| # | Step | Tip |
|---|---|---|
| 1 | Read the whole review twice | Wait an hour if it makes you angry |
| 2 | If it's positive: thank them by name and mention one detail | |
| 3 | If it's negative: apologize, own what's fair and offer to talk offline | Give a phone number or email |
| 4 | If it's fake or abusive: report it through the platform | Don't argue in public |
| 5 | Write it in the review log | Date, rating, your reply |
Done right looks like: Every review answered within 48 hours.
Common mistake: Copy-pasting the same reply to every review.
SOP example 9: Receiving a supplier delivery
Format: numbered steps
- Purpose: Pay only for what actually arrived, in good condition
- Who: Whoever is on shift
- When: Every delivery
- Time needed: 15 minutes
| # | Step | Tip |
|---|---|---|
| 1 | Check the delivery against the order sheet | Count every box |
| 2 | Check cold items' temperature first | Refrigerated at or below 40°F |
| 3 | Open and check for damage | Take a photo of anything damaged |
| 4 | Write any missing or damaged items on the invoice | Before you sign |
| 5 | Sign and put cold items away first | Oldest stock to the front |
| 6 | Leave the invoice in the office tray |
Done right looks like: Everything counted, problems written on the invoice, cold items stored within 15 minutes.
Common mistake: Signing before counting.
SOP example 10: Sending a quote after a site visit
Format: numbered steps
- Purpose: Send a clear price while the customer is still deciding
- Who: Owner or estimator
- When: Same day as the site visit
- Time needed: 20 minutes
| # | Step | Tip |
|---|---|---|
| 1 | Record a 2-minute voice note before you leave | Measurements, problems, what they asked for |
| 2 | Turn it into a quote with the template | Use the free quote or estimate template |
| 3 | Check every line and price | |
| 4 | Send it as a PDF with a short message | Mention when you can start |
| 5 | Set a reminder to follow up in 2 days |
Done right looks like: Quote sent the same day and a follow-up reminder set.
Common mistake: Waiting until the weekend to write quotes.
Turn these examples into your own SOPs (with AI)
Pick the example closest to your task, do the task once while recording a voice note on your phone, then paste both into an AI assistant (ChatGPT, Claude, Gemini or Copilot) with this prompt:
Here's an example SOP and a transcript of me doing a similar task in my business. Write my SOP in the same format: purpose, who, when, time needed, up to 8 short steps starting with a verb (tips only where people go wrong), "done right looks like" and one common mistake. Use my words and my details. Example: [paste] Transcript: [paste]
Check every step, then test it on someone new. If they finish without asking you anything, it works. AI drafts, you decide.
Frequently asked questions
What is an example of an SOP?
A one-page set of steps for a routine task, like opening a café: who does it, when, 5 to 8 numbered steps with short tips, and what "done right" looks like. All ten examples on this page follow that pattern.
What are the 3 main SOP formats?
Numbered steps (when order matters), checklists (when nothing can be missed but order is flexible) and if…then steps (when the task includes a decision). Many SOPs mix them.
How long should an SOP be?
For most small business tasks, one page. If it needs more than 8 steps, it's usually two tasks.
Can I copy these SOP examples for my business?
Yes. They're free to use. Change the names, times, amounts and rules in [brackets] to match how your business works, and check any rule that depends on local law, like food temperatures or refund policies.
Do you have a blank SOP template?
Yes: the free SOP template, in Word and Google Docs, with a filled-in example on page 2.
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Want your business to run without you in every room?
These examples come from Run It Without You, book 5 of the AI for Small Business series. It walks you through writing guides for your whole team, training new hires faster, building staff schedules and setting up simple automations, with ready-to-copy prompts and a Team Playbook spreadsheet.
See the full kit · or start with the free 5 Quick Wins guide