SOP Template with Screenshots (Copy or Download)

Template text

# [SOP title: name of one process]

| Field | Value |
|---|---|
| SOP no. | [SOP-001] |
| Version | [1.0] |
| Date | [YYYY-MM-DD] |
| Owner | [name, role] |
| Approver | [name, role] |
| Next review | [YYYY-MM-DD] |

## 1. Purpose

[Why does this SOP exist? Which outcome or risk does it protect? One or two sentences.]

## 2. Scope

- Applies when: [example: refunds up to the agreed limit]
- Does not apply when: [example: chargebacks follow SOP-002]

## 3. Roles

| Role | Responsibility |
|---|---|
| [Performer] | [Does the steps below] |
| [Approver] | [Checks and approves the result] |
| [Owner] | [Keeps this SOP current] |

## 4. Before you start

- [Access or permission needed]
- [Document or information needed]
- [Test account or sample data if you are practicing]

## 5. Procedure

### Step 1: [Short title, starts with a verb]

[One action. Name the button or field exactly as it appears on screen.]

Picture: [images/step-01.png, what the screenshot shows]

Caption: [one line that tells the reader what to look at]

### Step 2: [Short title]

[One action.]

Picture: [images/step-02.png, what the screenshot shows]

Caption: [one line]

> Warning: [only where a step cannot be undone or often goes wrong]

### Step 3: [Short title]

[One action.]

Picture: [images/step-03.png, what the screenshot shows]

Caption: [one line]

[Copy the block for each further step. One action and one picture per step.]

## 6. Checkpoints

- [ ] [Where mistakes happen most, for example: is the amount the same as on the invoice?]
- [ ] [Is the confirmation message shown?]

Picture: [images/result.png, what the finished state looks like]

## 7. Error cases

| Situation | What to do | Who to tell |
|---|---|---|
| [Error message or situation] | [Resolution step] | [Person or channel] |

## 8. Related documents

- [Work instruction for a hard step: WI-001]
- [Another SOP or form]

## 9. Revision history

| Version | Date | Changed by | Change |
|---|---|---|---|
| [1.0] | [YYYY-MM-DD] | [name] | [First release] |

Download as Markdownsop-template-with-screenshots.md · A plain Markdown file that opens in any editor.

How do I fill in the SOP template with screenshots?

Name one process in the title. "Process a customer refund" works; "customer service" does not.
Write purpose and scope in a few lines. Say what does not apply.
Put one action in each step, starting with a verb, and name the button exactly as it appears.
Add one screenshot per step. Mark the target with a ring or an arrow and crop to what matters. Save the files under the names in the picture lines.
Describe each picture and add a caption. The words after the file name say what the picture shows, which also serves as alt text in Word.
Add a warning only where a step cannot be undone.
Test it on someone new, then set the next review date.

The method behind the sections is in what is an SOP and how to write one. If a single step needs more detail than fits here, write it as a separate work instruction with the work instructions template with pictures. The difference between the two is explained in SOP vs work instruction.

What does a filled-in step look like?

Part of a made-up SOP, "Process a customer refund":

One step filled in
Part	Text
Step title	Step 2: Open the invoice
Action	Click the invoice that the customer asks to be refunded.
Picture	images/step-02.png, the Invoices tab with the correct invoice marked
Caption	Check that the invoice number matches the ticket.
Warning	A refund cannot be undone once it is confirmed.

In a wiki or a Markdown editor, turn each picture line into an image link or insert the file there. In Word, insert the picture under the step.

How do I move the template into Word or a wiki?

Paste the Markdown into any editor that reads it. For Word, paste the text, apply Heading 2 to the section titles and the list button to the steps, then insert the pictures under their steps. The guide on a step-by-step guide with screenshots, ready for Word shows the details.

How do I fill section 5 with screenshots using Izly?

If the process happens in a web application, record section 5 instead of typing it. Start the Izly Chrome extension and do the task once. Each click becomes a step with a screenshot, and you edit the texts, crop, add a tip or warning and cover sensitive areas in the editor.

Then link the guide in the procedure, or export it. PDF is on every plan; Word, HTML and Markdown are on Pro and Studio. Izly records tasks in desktop Chrome only, and it does not write the purpose, roles or error cases for you. See pricing or start free.

Frequently asked questions

Do I have to use the picture file names in the template?

No. They are placeholders. Use any folder and file names you like, as long as the picture lines point to the real files. In a Word file you insert the pictures directly instead.

How many steps should the procedure have?

Keep it readable: about five to twelve steps. If it grows longer, move the hard parts into work instructions and link to them from the step.

Can I use the template commercially?

Yes, copy and adapt it inside your organization. For legal or certification requirements, ask your own advisor or certification body.

Is a screenshot needed on every step?

For a task in software, yes, it is the point of this template. For steps that happen away from the screen, replace the screenshot with a photo or delete the picture line.

Record it once and let the guide write itself

With Izly you do the task once in the browser. Clicks and screenshots become a step-by-step guide that you edit, share, turn into a narrated video or run again for every row of a table.

Add to Chrome, it’s free See pricing