What is the difference between an SOP and a work instruction?

An SOP describes a whole procedure: what has to happen, in what order and who is responsible. A work instruction covers one task inside that procedure in full detail, for the person doing it. An SOP often points to several work instructions.

What should a work instruction include?

A document number and title, the task and expected result, where it applies, who does it, tools, parts and PPE, numbered steps with one action each and cautions where there is risk, a quality check, and the revision, approver and date.

Is there a work instruction template in Word?

Yes. Click "Word (.doc)" under the template on this page to download it. It opens in Microsoft Word with the headings and numbered steps in place. You can also copy it into Google Docs or save it as PDF.

Does ISO 9001 require work instructions?

ISO 9001:2015 does not name a required document called a work instruction. It asks you to keep documented information to the extent needed to have confidence that processes are carried out as planned. Many companies use work instructions to meet that for tasks where a mistake affects quality.

Can AI write work instructions?

Yes. Describe one task to SOPMagic's free generator and it drafts numbered steps, cautions and checks in seconds. Treat it as a first draft: check every value against the equipment manual and the way the work is really done before you release it.

Work instructions: free template and how they differ from an SOP

A work instruction tells one person exactly how to do one task. Here is what goes in one, how it differs from an SOP, a free work instruction template and a filled example you can download as Word, Google Docs or PDF.

Updated 2026-11-01

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What are work instructions?

Work instructions are step-by-step directions for a single task, written for the person who does it. They name the workstation, the tools and parts, the exact settings and values, and how to check the result, one action per step. They are usually kept at the point of use, so an operator can follow them while working.

Where an SOP describes a whole procedure and who is responsible for each part, a work instruction zooms in on one of those steps. That is why they are common in manufacturing, warehouses, maintenance and labs: the work is physical, the details matter, and a missed setting causes scrap, rework or injury.

SOP vs work instruction

Both are controlled documents, and both use numbered steps. The difference is how much of the work they cover and how deep they go.

	SOP	Work instruction
Answers	What has to happen, in what order, and who is responsible.	Exactly how one task is done, action by action.
Covers	A whole procedure, often across several roles or departments.	One task, for one role, at one workstation or machine.
Written for	Supervisors, new hires, managers and auditors.	The operator doing the job, at the point of use.
Detail	Who does what and when. Points to work instructions for the hands-on detail.	Settings, torque, temperatures, quantities, tolerances and checks.
Format	Mostly text: purpose, scope, responsibilities, procedure, records.	Short numbered steps, often with a photo or diagram for each step.
Example	Outbound shipping: picking, packing, labeling and carrier hand-off.	Pack and label one outbound carton at a packing station.

Where work instructions sit in the document hierarchy

1
Policy
What the company commits to and why, such as a quality or safety policy.
2
Process
The high-level flow from input to output, such as order to delivery.
3
SOP
One procedure inside the process: steps, owners and records.
4
Work instruction
One task inside the SOP, written for the person doing it.
5
Forms and records
Checklists, logs and sign-offs that prove the work was done.

Free work instruction template

Every field tells you what to write. Replace the text in brackets, keep one action per step, put the exact value in the step that needs it, and add a photo reference wherever position matters.

Blank work instruction template

WI-[number]: [Task name]

Task and result: [The one task this covers and the result it must produce, e.g. "Fit and torque the four mounting bolts on part 1042".]
Where it applies: [Workstation or machine, part or product number, and the SOP this task belongs to.]
Who does it: [Role that performs the task, and the training it needs] · [Role that checks the result]
Tools, parts and PPE: [Tool, with size or setting] · [Parts or materials, with part numbers] · [Required PPE]

Steps

1
[Verb + object, e.g. "Clamp the part in the fixture"]
[One physical action. Say where, with what, and how far. Add a photo reference such as "see photo 1".]
2
[Next action]
[Write the exact value: torque, temperature, time, quantity or tolerance.]
Caution: [The hazard or quality risk at this step, and what to do about it.]
3
[Next action]
[Keep one action per step and the steps in working order.]
4
[Check the result]
[How the operator confirms this task is right before moving on, and what to do if it is not.]
5
[Record and release]
[What to mark, scan or sign, and where the finished work goes next.]

Quality check and document control

[Accept / reject criteria, or a link to the inspection sheet.]
[Whom to stop and call if something does not match this instruction.]
[Revision letter, author, approver and date.]

Word opens the .doc file directly. For Google Docs, the template is copied with its headings and lists, ready to paste. For PDF, choose "Save as PDF" in the print dialog.

Work instruction example

The same template filled in for a warehouse packing station. It belongs to an outbound shipping SOP and covers one carton, start to finish. Download it and swap in your own task.

Example work instruction

WI-WH-014: Pack and label an outbound carton

Task and result: Pack one picked order into a carton so it arrives undamaged, and label it so the carrier scans it on the first try.
Where it applies: Packing stations 1 to 4, all single-carton parcel orders. Part of SOP-WH-010 Outbound shipping. Pallet freight is covered by WI-WH-015.
Who does it: Packer, trained on this instruction and the station scanner · Shift lead, for mismatched or damaged items
Tools, parts and PPE: Handheld barcode scanner · Cartons in sizes S, M and L · Bubble wrap and paper void fill · Tape gun with 2 in (48 mm) packing tape · Shipping label printer and parcel scale · Cut-resistant gloves

Steps

1
Check the pick against the packing slip
Scan the order barcode on the packing slip, then scan each item. The screen must show every line in green before you continue.
Caution: If an item is missing, extra or damaged, stop and call the shift lead. Do not swap items from another order.
2
Choose the carton
Use the smallest carton that leaves about 2 in (5 cm) of space on every side of the items.
3
Wrap and place the items
Wrap fragile items in two layers of bubble wrap. Put the heaviest item on the bottom and the packing slip on top.
4
Fill the empty space
Fill gaps with paper void fill, close the flaps and shake the carton gently. Nothing should move or rattle.
5
Seal the carton
Tape the center seam on the top and bottom, then tape both edge seams on each side to make an H.
Caution: Keep your fingers clear of the tape gun blade and wear cut-resistant gloves.
6
Label the carton
Print the shipping label and stick it flat on the top face, away from seams and tape. Scan the label; the screen must show the same order number.
7
Weigh and stage
Weigh the carton on the parcel scale, confirm the weight on screen, and place it on the outbound cart for its carrier.
Caution: Cartons over 50 lb (23 kg) get a "Heavy" sticker and a two-person lift.

Quality check and document control

Accept: all lines green, no movement on the shake test, label scans first time.
Damaged or mismatched items go to the hold shelf with a note for the shift lead.
Revision B, approved by the warehouse manager. Review every 12 months or when packaging changes.

How to write work instructions

Good work instructions are short and literal. A new person should be able to do the task right the first time without asking anyone.

1
One task, one person
If the task passes between two roles or two stations, split it into two work instructions, or it belongs in the SOP.
2
Start every step with a verb
"Scan", "Tighten", "Check". One action per step, in the order the operator actually does them.
3
Write the exact value
Give the torque, temperature, time, count or tolerance. "Tighten well" and "wait a bit" cannot be followed.
4
Show it
Add a photo or diagram wherever position, orientation or a part's look matters, and refer to it in the step.
5
Put the check in the step
Say how the operator knows the step is right, and what to do when it is not. Put cautions on the step where the risk happens.
6
Test it with someone new
Watch a new person follow it with no help. Every question they ask is a missing line. Then add a revision and an approver.

Write a work instruction with AI

SOPMagic's free generator writes in the same structure as the template above. Describe one task instead of a whole process, for example "pack and label an outbound carton", add the station, tools and any rules, and you get numbered steps with one action each, cautions on the risky steps, and notes on checks and records.

Edit the draft against how the job is really done, then download it or turn each step into a short training video clip.

Write a work instruction freeFree · No sign-up · Runs in your browser

Frequently asked questions

What are work instructions?: Work instructions are step-by-step directions for one task, written for the person who performs it. They list the tools, parts and PPE, give exact settings and values, and say how to check the result, so the task is done the same way every time.
What is the difference between an SOP and a work instruction?: An SOP describes a whole procedure: what has to happen, in what order and who is responsible. A work instruction covers one task inside that procedure in full detail, for the person doing it. An SOP often points to several work instructions.
What should a work instruction include?: A document number and title, the task and expected result, where it applies, who does it, tools, parts and PPE, numbered steps with one action each and cautions where there is risk, a quality check, and the revision, approver and date.
Is there a work instruction template in Word?: Yes. Click "Word (.doc)" under the template on this page to download it. It opens in Microsoft Word with the headings and numbered steps in place. You can also copy it into Google Docs or save it as PDF.
Does ISO 9001 require work instructions?: ISO 9001:2015 does not name a required document called a work instruction. It asks you to keep documented information to the extent needed to have confidence that processes are carried out as planned. Many companies use work instructions to meet that for tasks where a mistake affects quality.
Can AI write work instructions?: Yes. Describe one task to SOPMagic's free generator and it drafts numbered steps, cautions and checks in seconds. Treat it as a first draft: check every value against the equipment manual and the way the work is really done before you release it.

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