How to Write a Standard Operating Procedure

One of the terms that you will hear as you have conversations about HACCP is the term “prerequisite programs”.  The word prerequisite is defined as something that is required as a condition for something else to happen. In the food safety world, prerequisite programs are food safety systems that must be in place before HACCP is implemented. Otherwise, the HACCP program will not work effectively.

Using a relatable example to make the point, let’s say that rinsing your mouth with mouthwash is a HACCP requirement. What do you think the prerequisite activities would be, prior to mouthwash? If you said rinsing, brushing and flossing, then you are right. There’s no point using mouthwash if you still have food in your mouth. Once you have completed these prerequisite steps then rinsing with mouthwash will be effective in killing the remaining germs. In the food manufacturing industry, examples of prerequisite programs include: ​

1. Establishment Layout: To prevent cross-contamination
2. Receiving: To make sure that incoming raw materials meet specifications
3. Storage: To prevent spoilage
4. Cleaning and Sanitation: To remove food hazards from food contact surfaces and the food environment
5. Personal Hygiene: To prevent food contamination due to poor hygiene of food handlers
6. Pest Control: To prevent food contamination by pests
7. Training: To make sure that everyone knows the proper food safety procedures and are following them
8. Equipment and Facilities: For ensuring proper maintenance and hence reduction of potential cross-contamination
9. Water Quality: To maintain a potable water supply
10. Traceability: To trace and recall contaminated, or otherwise unsafe food products

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Once you have these programs in place, then you are ready to implement HACCP. Prerequisite programs for HACCP must be properly documented using standard operating procedures (SOPs). SOPs provide a lay out of what should be done, how it should be done, who should do it, how it should be monitored, and corrective actions if the standards are not met. Documentation is important since it provides evidence to auditors and inspectors that the activities were done.

If you are asked to write an SOP for a task or job function, make sure you ask for a template that your company may already be using. There is no need to start from scratch if you have one that could simply be modified. An important principle that you should remember as you develop SOPs is that you are not writing for yourself but for other users. You must always keep the user in mind as you write. They may not be at your skill or education level. Therefore, you must endeavor to be as simple and explicit as needed to ensure that the task is understood and will followed.

If you do not have a template to get you started on your new SOP, or you are not sure if the one that you are using is acceptable, here are some key components that you should be sure to include: ​

1. Title: Give a title that makes it clear what is to be accomplished e.g. “cleaning of agitating kettle”.
2. Purpose: Why does this SOP exist? Say in one or two sentences, what is to be accomplished.
3. Scope: Who is this SOP for? Indicate who the SOP applies to. This could be an individual, an entire department or more than one department.
4. Procedure: How should the activity be done? Outline in detail, the steps needed to get the job done. Include what is to be done, who will do it, how it is to be done, and how often. Be clear and keep it as simple as possible.
5. Monitoring: Indicate who will monitor the procedure, how it is to be done, and how often.
6. Corrective Actions: Say what action is to be taken if there is a deviation from the standard and indicate who is responsible for taking action.
7. Verification: Indicate how the procedure will be checked to ensure that it is being followed. Indicate who is responsible for verification and how often verification will be done.
8. Records: List all the records associated with this SOP.

Once you have developed your SOPs take the appropriate steps to provide the training needed to transfer the procedures to practice. Be aware that the SOP is a living breathing document that should be regularly reviewed and updated as practices change to adapt to your operation. Finally, make your SOPs accessible to the intended users who may need to refer to them as needed to carry out their tasks.