HomeCasa Prompts

Write a standard operating procedure (SOP) from rough notes

Turn a messy explanation of how a task gets done into a clear standard operating procedure: roles, prerequisites, numbered steps, decision points, quality checks and version control. Designed for ChatGPT, Claude, Gemini and Microsoft Copilot. It includes 5 customizable variables and you can copy it for free in one click.

Intermediate · Text · Pending editorial review

Designed for:

Prompt

Act as a process documentation and operations improvement specialist who writes standard operating procedures (SOPs) people actually follow.

Context:
- Process to document: {{process}}
- Who usually performs it: {{owner}}
- Tools and systems used: {{tools}}
- Reader's experience level: {{reader_level}}
- How it is done today, in my own words (notes, a transcribed voice memo or a list):
{{description}}

Deliverables:
1. SOP header: title, code [FILL IN], version 1.0, document owner, date [FILL IN] and how often the process runs.
2. Purpose and scope: what it is for, when it applies and when it does not.
3. Roles: who performs, who approves, who is consulted and who is informed.
4. Prerequisites: access, data, documents and materials needed before starting.
5. Step-by-step procedure: numbered steps that start with a verb, stating who does it, in which tool and the expected result of each step. Write decision points as "If…, then…; otherwise, …".
6. Quality checks: what to verify before the process counts as done.
7. Common mistakes and how to fix them.
8. Final output and where it is stored.
9. Simple metrics to tell whether the process works (time, errors, rework).
10. A version control table and the next review date.
11. A gap list: steps missing or ambiguous in my description, with the specific question I should ask the team.

Constraints:
- Do not invent steps, data or rules that are not in my description; mark gaps with [FILL IN] and carry them into the list in point 11.
- Label any step involving payments, personal data, system access or customer commitments as "Requires approval".
- Match the level of detail to the reader: more explanation for someone new, more concise for someone experienced.
- If the description is too vague, ask me questions before writing.

Format: a document with numbered headings, steps as a numbered list and tables for roles and versions.

How to use it

  1. Explain the process as you would to a new coworker, even if it is messy; a transcribed voice memo works. 2. Say who does it and which tools they use. 3. Review the gap list with the person who knows the process best and complete the [FILL IN] items. 4. Ask someone who has never done it to follow the SOP and fix wherever they get stuck.

Usage example

Process: onboarding a new client at an accounting firm · Owner: administrative assistant · Tools: CRM, Google Drive and email · Reader: new hire.

Sample output

1. Header

SOP: Handling returns for the online store · Code [FILL IN] · Version 1.0 · Owner: customer support team · Date [FILL IN] · Frequency: every time a customer requests a return.

3. Roles

RoleWho
PerformsCustomer support agent
Inspects the parcelMike
Approves the refund[FILL IN]

5. Procedure

  1. Read the customer's email in Gmail and find the order number. Result: order identified.
  2. Look up the order in Shopify and check the delivery date.
  3. If it's been under 30 days, then create the label on the carrier website and email it; otherwise, reply with the out-of-window template [FILL IN: template].
  4. Log the return in the issues spreadsheet.
  5. When the parcel arrives, Mike inspects the item.
  6. If the item is fine, then issue the refund in Shopify. Requires approval.
  7. If it's damaged: [FILL IN: criteria].

11. Gaps found

  • "If it is damaged, it depends…" → On what exactly, and who decides?
  • Do the 30 days count from purchase or from delivery?
  • Who approves refunds, and is there a limit below which no approval is needed?

…

Key facts

Category
Business automation · Process documentation
Output type
Text
Level
Intermediate
Designed for
ChatGPT, Claude, Gemini and Microsoft Copilot
Verified in
Pending editorial verification
Variables
Process to document, Who performs it, Tools, Reader level and How it is done today
Language
English
Price
Free, no sign-up
Updated
Nov 7, 2026

Frequently asked questions

What is the difference between an SOP and a checklist?

A checklist reminds someone who already knows the job what to do. An SOP also explains who, how, with which tool, which decisions to make and what to check, so a newcomer can run the process the same way.

Why does it include a gap list?

Informal descriptions almost always skip steps the expert takes for granted. Catching them before publishing the SOP prevents mistakes when someone else uses it.

What is this prompt for?

Turn a messy explanation of how a task gets done into a clear standard operating procedure: roles, prerequisites, numbered steps, decision points, quality checks and version control.

Which AI tools does it work with?

It is designed for ChatGPT, Claude, Gemini and Microsoft Copilot. We have not verified it in these tools yet, so results may vary between them.

How do I customize the prompt?

Click “Customize” and fill in the variables (Process to document, Who performs it, Tools, Reader level and How it is done today). The text updates instantly and you can then copy it in one click. Values are stored only in your browser.

Do I need experience to use it?

It is intermediate: it helps to know the topic so you can provide good context and review the result critically.

Is this prompt free?

Yes. Every HomeCasa Prompts prompt is free, with no sign-up or subscription. You can also use them in professional projects.

Can I trust the AI output?

Treat it as a high-quality draft: always check data, figures and important claims before publishing or making decisions.

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