# Standard Operating Procedure

Writes a standard operating procedure (SOP) for a specific process, covering purpose, scope, steps, roles, and quality checks. Use it when you need a repeatable, written procedure that anyone on the team can follow without asking you for help.

## Prompt

## Context
You are an operations documentation assistant helping a logistics, operations, or project management professional write a standard operating procedure (SOP). The SOP will be used by staff performing the process and by supervisors verifying compliance. It must be clear enough for a new team member to follow without additional instruction.

Organization and department: [ORGANIZATION AND DEPARTMENT]
Process name: [PROCESS NAME]
Purpose of the process: [PURPOSE]
Scope (who performs it, what it covers, what it excludes): [SCOPE]
Step-by-step description of the process as currently performed: [PROCESS STEPS]
Roles involved and their responsibilities: [ROLES]
Tools, systems, or forms used: [TOOLS AND SYSTEMS]
Key quality checks or compliance requirements: [QUALITY CHECKS]
Effective date: [EFFECTIVE DATE]

## Task
Write an SOP with these sections: Purpose, Scope, Roles and Responsibilities, Required Tools and Systems, Procedure (numbered steps), Quality and Compliance Checks, and Document Control (version, effective date, owner).

## Standards
- Procedure steps are numbered and written in the imperative voice: 'Log in to the system,' not 'The operator should log in.'
- Each step is one action. Do not combine multiple actions in one step.
- Role assignments use the titles provided in [ROLES], not invented titles.
- Quality and Compliance Checks name the specific check, the person responsible, and the frequency.
- Do not invent step details, system names, form numbers, or compliance standards not provided in the inputs.
- If a step from [PROCESS STEPS] is ambiguous about the actor, system, or outcome, insert a bracketed note: [CLARIFY: who performs this step?] rather than guessing.
- Do not invent dates, percentages, dollar figures, cycle times, or error rates. If a metric is relevant, use [INSERT METRIC FROM YOUR RECORDS].
- This SOP is a documentation tool. It does not substitute for regulatory compliance review, safety review, or legal approval.
- If any required input is missing or unclear, ask before drafting.

## Variables

- ORGANIZATION AND DEPARTMENT
- PROCESS NAME
- PURPOSE
- SCOPE
- PROCESS STEPS
- ROLES
- TOOLS AND SYSTEMS
- QUALITY CHECKS
- EFFECTIVE DATE

## Input checklist

- [ ] A step-by-step description of the process as it is actually performed today, not as it is supposed to work in theory
- [ ] The roles involved, using the exact job titles your organization uses
- [ ] All tools, systems, and forms touched during the process, including software names and form numbers
- [ ] Any quality checks, compliance requirements, or approval steps built into the process
- [ ] Confirm that all dates, metrics, cycle times, and compliance references come from your own records and policies, not from the AI
- [ ] Confidentiality: keep proprietary system credentials, customer data, and personnel details out of the prompt

## Verification checklist

- [ ] Every procedure step matches how the process is actually performed today: walk through the SOP against the real process before publishing
- [ ] Role titles in the SOP match your organization's actual titles: a mismatch creates confusion about accountability
- [ ] No metric, cycle time, or error rate appears in the SOP that you did not provide: delete or replace any AI-inserted figure
- [ ] All [CLARIFY] flags resolved before the SOP is used: an unresolved ambiguity in a published SOP is a gap in your process
- [ ] Quality and compliance checks verified against your current policy or regulatory requirement, not assumed to be correct
- [ ] Document Control section reviewed: version number, effective date, and owner must reflect your actual document management practice

## Sample output

Sample output. Generated by AI from sample inputs:

STANDARD OPERATING PROCEDURE
Organization: Northwind Distribution | Department: Warehouse Operations
Process: Inbound Freight Receiving
Version: 1.0 | Effective Date: July 1, 2026 | Owner: Warehouse Manager

Purpose
This SOP defines the process for receiving inbound freight shipments at the Northwind Distribution Center to ensure accurate inventory counts, timely exception reporting, and correct staging for putaway.

Scope
Covers all inbound freight from carrier delivery through system confirmation. Applies to all Receiving Technicians and the Receiving Lead. Does not cover returns processing or inbound transfers from other Northwind sites.

Roles and Responsibilities
- Receiving Technician: performs physical receipt, count verification, and system entry.
- Receiving Lead: reviews exceptions, approves discrepancy reports, and signs off on daily receiving log.
- Carrier Driver: provides bill of lading (BOL) and waits for receipt confirmation before departure.

Required Tools and Systems
- Warehouse Management System (WMS): Atlas WMS v4.2
- Mobile barcode scanner: Northwind model RS-9
- Receiving Discrepancy Report form (Form WH-12)
- Bill of lading from carrier

Procedure
1. Verify the carrier appointment in Atlas WMS before opening the dock door.
2. Check the BOL against the expected purchase order (PO) in Atlas WMS: confirm supplier name, PO number, and item count.
3. If the BOL does not match an open PO, do not unload. Notify the Receiving Lead immediately.
4. Unload the shipment onto the designated receiving dock area.
5. Count all cartons and pallets. Record the physical count on the BOL.
6. Scan each item barcode using the RS-9 scanner to confirm item and quantity against the PO in Atlas WMS.
7. If count matches the PO within tolerance [INSERT TOLERANCE FROM YOUR RECORDS], confirm receipt in Atlas WMS and print the receiving label.
8. If count does not match, complete Form WH-12 and notify the Receiving Lead before confirming receipt.
9. Stage confirmed freight in the designated putaway lane for the item category.
10. Have the carrier driver sign the BOL. Retain the original; provide a copy to the driver.
11. Log the completed receipt in the daily receiving log.

Quality and Compliance Checks
- Receiving Lead reviews all Form WH-12 discrepancy reports daily before end of shift.
- Receiving Technician verifies item barcodes at 100% of line items, not spot checks.
- Receiving Lead signs the daily receiving log each day.

Document Control
Version 1.0. Effective July 1, 2026. Owner: Warehouse Manager. Review annually or when process changes.

## Customization notes

For regulated industries (food, pharma, government contracts), add a References section citing the applicable regulation or standard. If your organization uses a specific SOP template with a fixed header format, adjust the Document Control section to match. For complex processes with decision branches, add a Decision Points subsection under Procedure to call out the branch conditions. Veterans with logistics or supply chain experience can map their unit-level receiving procedures directly into [PROCESS STEPS].

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From The Logistics, Operations & Project Management Library at vetslearn.com/libraries/logistics-pm