10 Ten Principles for Writing SOP

Action Steps
Writing Action Steps: The action step is the basic element of the SOP. It gives a direct command to
perform a specific action and answers the question “what is to be done?” There are ten principles to consider.

PRINCIPLE 1: Use Simple Command Statements
Begin the action step with a singular present tense action verb.
Complete the basic action step with the direct object of the
verb and any supportive information about the action verb and
the direct object.
Poor: The reading shall be recorded on the Data Collection
Form.
Better: Record reading on Data Collection Form.
PRINCIPLE 6: State the Condition First
Conditional steps are used when a decision is based upon the
occurrence of a condition or a combination of conditions.
Conditional steps use the terms if, then when, and, or, or not to
present required action(s) and condition(s). The most common
practice is to write the conditional statement first, followed by
the action.
Example: If pH is below 6 or above 10, then notify a supervisor.

PRINCIPLE 2: Keep Action Steps Simple PRINCIPLE 7: List Multiple Objects

Write action steps using words that are easily understood by the Often an action step is followed by several objects. If the there
users. Where a word is used that requires a definition, the defi- are more than three objects consider listing them in a vertical
nition of the word should be included as part of that action step format using bullets, dashes, or asterisks. Use numbers only to
or as a note that immediately precedes the action step that uses indicate order of performance.
the defined word. Restructure the actions as needed to avoid Example: Verify the temperature, pressure, and pH level.
using sub-sub-action steps.
PRINCIPLE 8: Use Parallel Structure
PRINCIPLE 3: Avoid the Passive Voice Write headings and words using the same tense, ending, or
Passive statements are a weaker method of expressing action other value. When you use parallel structure, you increase the
and can introduce a great deal of ambiguity into an SOP. The readability of your writing by creating word patterns readers can
passive voice often reveals itself in the form of the verb "to be" follow easily.
or words that end in “ed.” Different forms of the verb "to be" Example: Test documentation requires recording data, com-
are: be, am, is, are, was, were, been, being. When you see these pleting logs, and signing the coversheet.
forms in your SOPs, consider rewriting them into the active
voice. PRINCIPLE 9: Emphasize Important Information
Passive: The pipette needs to be on the lowest setting for the Use emphasis techniques, for example, bold, italics, or under-
operating range of the pipette. lining, to highlight important information. Emphasize informa-
Active: Adjust pipette to lowest setting for operating range. tion which if overlooked or misinterpreted could result in user
error or injury. For consistency purposes it might be helpful to
PRINCIPLE 4: Identify the Responsible Person define what will be emphasized and how it will be emphasized.
Address SOPs to a primary user who is the “actor” or the per-
son performing the action. It is not necessary to say “The PRINCIPLE 10: Use Referencing and Branching
Chemistry Technician shall…” or “the Lab Assistant will…” When you direct the user to go to another step or section with-
for every step, as long as the primary user is the actor. However in an SOP or to go to another SOP, this is called referencing
if someone else performs a step, that actor must be identified. and branching.
Referencing directs users to other steps or sections within
PRINCIPLE 5: Use Quantitative Information the procedure, or to other procedures, and then back to the ini-
Specify quantitative rather than qualitative information when- tial point.
ever possible. Use standard units of measures and use them con- Branching routes users to other steps or sections within the
sistently. Express quantitative information such as ranges, lim- procedure, or to other procedures, but the user does not return
its, rates, or authorization levels in a way so that users do not to the initial departure point.
need to judge accuracy.
Poor: Maintain room temperature at 72°F ±5 Norm Moreau is a consultant and trainer known for develop-
Better: Maintain room temperature 67°F to 77°F ing SOPs and implementing SOP programs. www.theseuspro.com