---
title: "Law firm standard operating procedures: how to write and keep them"
url: https://notionforlawyers.com/post/law-firm-sop-standard-operating-procedures
updated: 2026-10-17
author: Raghav Handa
---

# Law firm standard operating procedures: how to write and keep them

Law firm standard operating procedures are short written instructions for recurring tasks such as opening a matter, running a conflict check or closing a file. Write the ten tasks that cause the most mistakes first, use one consistent format, name an owner for each, and review them on a schedule so they stay accurate.

## Key takeaways

- Document repeated, error-prone tasks first, not everything at once.
- One page per procedure, with a checklist people can follow in the moment.
- Every SOP needs an owner and a review date.
- Keep them where people already work, linked to the matter workflow.

## What to document first

Start with tasks that are frequent, easy to get wrong or dependent on one person's memory.

1. New enquiry and conflict check
2. Engagement letter and onboarding
3. Opening a matter and naming files
4. Diarising deadlines and checking them
5. Handling client money (follow your regulator's rules)
6. Closing a matter and file retention
7. Departing staff and access removal


## A simple SOP format

| Section | Contents |
| --- | --- |
| Purpose | One sentence on why this procedure exists |
| Owner | The person responsible for keeping it accurate |
| When it applies | The trigger, such as a new instruction |
| Steps | Numbered, each starting with a verb |
| Checks | What must be true before moving on |
| Review date | When it was last confirmed accurate |

Where a rule comes from a regulator, link to the rule or note it by name only if you are certain, and tell readers to check the current version.


## Keeping them alive

1. Write from practice: Watch the task done once and write what really happens.
2. Test it: Ask someone new to follow it and fix what confuses them.
3. Assign an owner: No owner means no updates.
4. Schedule review: Quarterly or after any incident.
5. Link from the workflow: Put the SOP link on the matter template so it is one click away.


## SOPs in Notion with LawyerOS

A Notion database of procedures, with properties for owner, area and next review date, plus a view of procedures due for review, gives you a living manual. Link relevant SOPs from the matter template so they sit beside the work. LawyerOS is a template for matters and deadlines; the SOP database is something you add using the same approach.

- Reduce admin time: https://notionforlawyers.com/post/5-ways-to-reduce-admin-time
- Legal case management in Notion: https://notionforlawyers.com/guides/legal-case-management-in-notion


## FAQ

### How long should an SOP be?

Usually one page. If it needs more, split it into separate procedures.

### Do small firms need SOPs?

Yes. Written procedures help cover holidays, onboarding and mistakes, even with two people.

### Who should own SOPs?

The person who does the task, with a partner or manager approving.

### Can SOPs replace regulatory rules?

No. They describe how your firm applies the rules. Check the rules in your jurisdiction.