--- title: "Law firm standard operating procedures: the 8 SOPs a small firm should write first" url: https://thematteros.com/blog/law-firm-sop-template updated: 2026-10-27 author: Raghav Handa --- # Law firm standard operating procedures: the 8 SOPs a small firm should write first A small firm should write eight standard operating procedures first: intake, conflict check, deadlines, client updates, weekly review, AI use, matter closing and backup. Each SOP names a trigger, an owner, numbered steps, a checker and the record it produces, and fits on one page. Write the SOP where the work happens, not in a separate binder. ## Key takeaways - One page per SOP: trigger, owner, steps, checker, record. - Start with the eight routines where a miss costs most. - Put the SOP inside the matter template so it is used. - Review each SOP after the first real use and twice a year after. ## What is a law firm SOP, and what makes it useful? A standard operating procedure is a short written routine that tells someone what to do, in what order, who checks it and what record it leaves. Law-office procedures manuals exist at book length (PracticePro in Canada publishes one for solos and small firms), but a small firm gains most from a handful of one-page routines it actually uses. An SOP is useful when it is short enough to follow mid-task and specific enough that two people would do the same thing. Search results for 'law firm SOP template' include many near-identical pages on unrelated domains; the more substantive sources we found are practitioner articles from TimeSolv and LawNext Monitor. The skeletons below are our own synthesis. ## Which 8 SOPs come first? | SOP | Trigger | Owner | Checker | Record produced | Matter Method piece | | --- | --- | --- | --- | --- | --- | | 1 Intake | New enquiry accepted | Intake lead | Responsible lawyer | Matter record | Matter | | 2 Conflict check | Before engagement | Searcher | Second person | Conflict log entry | Matter | | 3 Deadlines | Any legal date arises | Responsible lawyer | Named checker | Deadline record with source | Actions | | 4 Client updates | Fixed cadence or event | Responsible lawyer | Supervisor spot check | Update log | Matter | | 5 Weekly review | Weekly | Practice lead | None, it is the check | Review notes | Actions, Time | | 6 AI use | Any AI-assisted task | User | Reviewer | AI use log entry | Evidence, Research | | 7 Closing | Matter ends | Responsible lawyer | Practice lead | Closing record | Matter, Evidence | | 8 Backup | Monthly | Practice lead | Second person restores a file | Backup log | Team | ## What does an SOP skeleton look like? Use the same skeleton for all eight so they are easy to read. Example, SOP 3, Deadlines: 1. Trigger: A court order, letter, statute or contract sets a date. 2. Record: Create a deadline record: date, type, the order or rule it comes from, matter. 3. Calculate: Calculate from the applicable rules or use your docketing service. Never from memory. 4. Check: A second person verifies the calculation and initials the record. 5. Remind: Create reminder actions at your chosen lead times. 6. Review: The weekly review lists all dates in the next 30 days. Which lead times and rules apply is your decision and depends on your jurisdiction. The SOP records your decision; it does not make it for you. ## Who does what? A RACI for the eight SOPs RACI means Responsible (does it), Accountable (answers for it), Consulted, Informed. A lean-operations guide from Promise Legal uses the idea for small firms. For a three-person firm: | SOP | Partner | Associate | Assistant | | --- | --- | --- | --- | | Intake | A | C | R | | Conflict check | A | R | R (search) | | Deadlines | A | R | C | | Client updates | A | R | I | | Weekly review | R/A | R | R | | AI use | A | R | R | | Closing | A | R | R | | Backup | A | I | R | A solo can use the same table: every cell is you, but the checker column still matters, so schedule a cooling-off recheck for the highest-risk SOPs. ## How do you roll out SOPs so they get used? 1. Write the SOP from the last time you did the task, not from theory. 2. Put it where the work happens: a template page linked to each matter beats a binder. 3. Use it once on a real matter and fix what failed. 4. Name the owner and a review date at the top. 5. Add one SOP per fortnight rather than all eight at once. 6. Hand the SOP to the next new starter as the first test: can they follow it unaided? Procedures that rely on memory degrade. Procedures that are stored with the record, and checked weekly, survive staff changes. - Delegation and matter handover: https://thematteros.com/blog/law-firm-delegation-and-handover - What is a law firm operating system?: https://thematteros.com/blog/what-is-a-law-firm-operating-system - Legal operations for solo lawyers: https://thematteros.com/blog/legal-operations-for-solo-lawyers ## Where MatterOS fits Last reviewed: 30 October 2026. We make MatterOS, a Notion template for lawyers, so weigh our view accordingly. This page is organisational information, not legal advice. MatterOS ($39 one-time) is a Notion template with Matters, Actions, Time, Team, Evidence and Research databases, templates, playbooks and role setups. You can attach an SOP page to the Team database and link it from matter templates, which is where it gets used. MatterOS does not enforce SOPs or provide pre-written legal procedures for your jurisdiction. - Templates, playbooks and role setups: https://thematteros.com/features/templates_personas_playbooks - The Team piece: https://thematteros.com/features/pillar_team - MatterOS: the Notion operating system for lawyers: https://thematteros.com/product - What is included and what it does not do: https://thematteros.com/facts - Pricing: one payment, no subscription: https://thematteros.com/pricing ## FAQ ### What SOPs does a law firm need? At minimum: intake, conflict check, deadlines, client updates, weekly review, AI use, matter closing and backup. They cover the routines where a miss is costly. Each should fit on a page and name a trigger, an owner, steps, a checker and the record it creates. ### How long should a law firm SOP be? One page. If it needs more, split it into two procedures. A person should be able to follow it while doing the task. Longer manuals, such as published law-office procedure manuals, are better as reference than as daily tools. ### Can a solo lawyer use SOPs? Yes. Writing the routine once removes decisions, protects against forgetting under pressure, and makes the first hire easier. Add a checker step even if it is you again on a delay, or a trusted colleague for high-risk routines like deadlines. ### What is a RACI chart for a law firm? It assigns each procedure to a person who is Responsible, one Accountable, others Consulted and Informed. For small firms it prevents the common case where everyone assumes someone else did the task. Keep it to a single table. ### Where should SOPs be stored? Next to the work. A page linked from the matter template or the team workspace is used more than a document on a shared drive. Whatever you use, show the owner and last review date on the page. ## Sources - [TimeSolv: law firm standard operating procedures](https://www.timesolv.com/?p=14269) - [LawNext Monitor: standard operating procedures for lawyers](https://monitor.lawnext.com/article/standard-operating-procedures-for-lawyers) - [PracticePro: law office procedures manual for solos and small firms](https://www.practicepro.ca/2017/06/law-office-procedures-manual-for-solos-and-small-firms-3rd-edition/) - [Promise Legal: lean law firm operations guide](https://blog.promise.legal/startup-central/lean-law-firm-operations-guide/)