A Safety Data Sheet (SDS) is a detailed information document about a hazardous substance or mixture. It tells you what the substance is, what the dangers are, how to use it safely, and what to do in an emergency.
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What is a Safety Data Sheet?
A Safety Data Sheet (SDS) — formerly called a Material Safety Data Sheet (MSDS) — is a standardised document that provides comprehensive information about a hazardous substance or chemical mixture.
Every SDS contains 16 sections covering:
- What the substance is and who supplies it
- What hazards it presents
- How to handle it safely
- What to do in an emergency
- How to dispose of it properly
An SDS is not optional. Suppliers must provide one for any substance or mixture classified as hazardous under the CLP Regulation. You must obtain and keep SDSs for all hazardous substances you use.
Legal requirements for Safety Data Sheets
In the UK, SDSs are required under two key pieces of legislation:
REACH Regulation
The Registration, Evaluation, Authorisation and Restriction of Chemicals (REACH) requires:
- Suppliers to provide SDSs for hazardous substances
- SDSs to be provided free of charge
- SDSs to be in English for the UK market
- SDSs to be kept up to date and provided to downstream users
CLP Regulation
The Classification, Labelling and Packaging (CLP) Regulation determines:
- Which substances require an SDS
- How hazards must be classified
- What pictograms and signal words to use
- The standardised 16-section format
While the UK has left the EU, REACH and CLP were retained in UK law as "UK REACH" and "GB CLP". The requirements remain essentially the same.
The 16 sections of a Safety Data Sheet
Every SDS must follow the same structure. Understanding what each section contains helps you find the information you need quickly.
Section 1: Identification
- Product name and identifier
- Supplier details (name, address, contact)
- Emergency telephone number
- Recommended uses and restrictions
Why it matters: Confirms you have the right SDS for the product you're using and tells you who to contact in an emergency.
Section 2: Hazards identification
- Classification of the substance
- Hazard pictograms (symbols)
- Signal words (Danger or Warning)
- Hazard statements (H-codes)
- Precautionary statements (P-codes)
Why it matters: The most critical section. Tells you immediately what dangers the substance presents and what precautions to take.
Section 3: Composition/information on ingredients
- Chemical identity of ingredients
- Concentration ranges
- CAS numbers and EC numbers
- Classification of hazardous ingredients
Why it matters: Helps you understand what's actually in the product, especially important for mixtures and for checking against occupational exposure limits.
Section 4: First aid measures
- First aid by route of exposure (inhalation, skin, eyes, ingestion)
- Symptoms and effects
- Medical attention needed
Why it matters: Critical information for emergency response. Should be communicated to employees during training.
Section 5: Fire-fighting measures
- Suitable extinguishing media
- Specific hazards arising from the substance
- Special protective equipment for fire-fighters
Why it matters: Important for emergency planning and for fire risk assessments if the substance is flammable.
Section 6: Accidental release measures
- Personal precautions and protective equipment
- Environmental precautions
- Containment and clean-up methods
Why it matters: Tells you what to do if there's a spill. Essential information for emergency procedures.
Section 7: Handling and storage
- Safe handling precautions
- Hygiene measures
- Storage conditions (temperature, incompatibilities)
- Specific end uses
Why it matters: Direct guidance on day-to-day safe use. Key information for your COSHH risk assessment and control measures.
Section 8: Exposure controls/personal protection
- Occupational exposure limits (WELs)
- Engineering controls needed
- Personal protective equipment (PPE) specifications
- Environmental exposure controls
Why it matters: Tells you exactly what control measures and PPE are needed. Essential for your COSHH assessment.
Section 8 is one of the most important for practical COSHH compliance. It tells you exactly what PPE and controls you need — don't guess, check the SDS.
Section 9: Physical and chemical properties
- Appearance, odour, pH
- Melting/boiling points
- Flash point
- Flammability, vapour pressure
- Density, solubility
Why it matters: Helps you understand how the substance behaves, which informs handling, storage, and emergency response.
Section 10: Stability and reactivity
- Chemical stability
- Possibility of hazardous reactions
- Conditions to avoid
- Incompatible materials
- Hazardous decomposition products
Why it matters: Tells you what not to do — what substances to keep it away from and what conditions to avoid.
Section 11: Toxicological information
- Routes of exposure
- Acute and chronic health effects
- Symptoms
- Carcinogenicity, mutagenicity, reproductive toxicity
Why it matters: Detailed health hazard information. Important for health surveillance decisions and understanding long-term risks.
Section 12: Ecological information
- Aquatic toxicity
- Persistence and degradability
- Bioaccumulation potential
- Soil mobility
Why it matters: Environmental impact information. Important for disposal decisions and environmental management.
Section 13: Disposal considerations
- Waste treatment methods
- Disposal of contaminated packaging
- Relevant legislation
Why it matters: How to dispose of the substance safely and legally. Remember, you have a duty of care for waste disposal.
Section 14: Transport information
- UN number
- Proper shipping name
- Transport hazard class
- Packing group
Why it matters: If you transport hazardous substances, this tells you the classification and what requirements apply.
Section 15: Regulatory information
- UK and EU regulations applying to the substance
- Chemical safety assessment
Why it matters: Confirms any specific regulatory requirements or restrictions on use.
Section 16: Other information
- Date of preparation or last revision
- Changes from previous version
- Training recommendations
- Abbreviations and acronyms
Why it matters: Tells you how current the SDS is. Always check the revision date when you receive an SDS.
How to read an SDS for COSHH assessments
When conducting a COSHH risk assessment, you need information from several sections:
Key SDS Sections for COSHH Assessment
What dangers does the substance present? Check pictograms and H-statements
What exposure limits apply? What PPE and engineering controls are recommended?
What precautions for safe use? What storage conditions are needed?
What first aid is needed? What should you tell employees about symptoms?
What are the acute and chronic health risks? Do you need health surveillance?
How should waste be handled and disposed of?
Common SDS terminology explained
Safety Data Sheets use technical language. Here are key terms you'll encounter:
H-statements (Hazard statements): Standardised phrases describing the nature of hazards (e.g., H315 = Causes skin irritation)
P-statements (Precautionary statements): Standardised phrases describing recommended measures (e.g., P280 = Wear protective gloves)
CAS number: A unique identifier for each chemical substance (like a substance's "barcode")
WEL (Workplace Exposure Limit): The maximum concentration of a substance in air that workers can be exposed to
PPE: Personal Protective Equipment
DNEL (Derived No Effect Level): The level of exposure below which no adverse effects are expected
PNEC (Predicted No Effect Concentration): Similar to DNEL but for environmental protection
Acute toxicity: Harmful effects from a single exposure or short-term exposure
Chronic toxicity: Harmful effects from repeated or long-term exposure
If you don't understand something in an SDS, contact the supplier. They have a duty to provide the information in a way you can use for risk assessment.
Obtaining SDSs from suppliers
Your rights
Under REACH, suppliers must:
- Provide an SDS automatically with the first delivery of a hazardous substance
- Provide it free of charge
- Provide it in English
- Update you with revised versions when the SDS changes
How to request an SDS
If you don't have an SDS for a substance:
- Check your delivery documentation — SDSs are often included with orders or emailed separately
- Check the supplier's website — Many have SDS download sections
- Contact the supplier directly — By email or phone, providing the product name and batch/lot number
- Request in writing if necessary — If the supplier doesn't respond promptly
A supplier refusing to provide an SDS is a red flag. If a substance requires an SDS and they won't provide one, consider whether you should be buying from them at all.
Keeping SDSs up to date
SDSs aren't static documents. Suppliers must revise them when:
- New health or safety information becomes available
- The classification changes
- Authorisation or restriction measures are imposed
- Information on risk management changes
Your responsibilities
You should:
- Replace old SDSs with updated versions when provided
- Check for updates periodically (at least annually)
- Review SDSs when conducting COSHH assessment reviews
- Keep a record of when you received each SDS version
SDS Review and Update
Reactive Approach
- •Wait for supplier to send updates
- •Only check when prompted
- •Risk using outdated information
- •May miss important safety changes
- •Compliance gaps possible
Proactive Approach
Recommended- •Request updates annually
- •Check supplier websites regularly
- •Review during COSHH assessment cycle
- •Subscribe to supplier safety bulletins
- •Document your review dates
Bottom line: Taking a proactive approach ensures you always have current information and demonstrates due diligence in managing chemical safety.
Employee access to Safety Data Sheets
Legal requirement
Under the COSHH Regulations, employees must have access to relevant SDSs. This doesn't mean they need to read all 16 sections, but:
- SDSs must be available when needed
- Key information should be communicated during training
- Employees should know where to find SDSs
- Emergency sections should be readily accessible
Making SDSs accessible
Options include:
Central physical file:
- Keep printed copies in a binder in a known location
- Easy for employees without computer access
- Needs manual updating
- Can become outdated
Digital system:
- Store SDSs on a shared drive or intranet
- Easy to update and distribute new versions
- Requires computer/device access
- Can be searched and cross-referenced
Mixed approach:
- Digital master library
- Printed key sections at point of use
- Emergency information on walls near storage areas
- QR codes linking to digital copies
Consider posting simplified "one-page" summaries at points of use, extracted from sections 2, 4, 7, and 8 of the full SDS. Employees get the key information they need without wading through 16 sections.
Digital vs paper SDSs
Both formats are acceptable, but each has advantages:
Paper SDSs
Advantages:
- No technology needed
- Available during power outages
- Familiar to all employees
- Can be posted at workstations
Disadvantages:
- Storage space required
- Manual updates needed
- Can become damaged or lost
- Hard to search
Digital SDSs
Advantages:
- Easy to update and distribute
- Searchable across all SDSs
- No physical storage needed
- Version control easier
- Can include alerts for updates
Disadvantages:
- Requires devices and connectivity
- Not accessible during IT failures
- Some employees less comfortable with digital
- Need backup system
Whatever system you use, you must be able to access SDSs quickly in an emergency. Consider having emergency sections available in both formats.
Using SDSs for COSHH assessments
SDSs are the foundation of your COSHH risk assessments, but they're not the assessment itself. Here's how they fit together:
- Start with the SDS — It tells you what the hazards are and what controls the supplier recommends
- Consider your actual use — The SDS covers general use; you need to assess how you actually use the substance in your workplace
- Check if additional controls are needed — The supplier's recommendations are a baseline, you may need more based on your circumstances
- Document your assessment — Record how you use the substance and what controls you've put in place
- Refer back when reviewing — When you review your COSHH assessment, check if the SDS has been updated
Manufacturing company fined after chemical exposure
A small manufacturing company used cleaning solvents for degreasing parts. They had the SDS but hadn't properly read section 8 on exposure controls.
- ✗Employees used the solvent in an unventilated room
- ✗No extraction or ventilation provided
- ✗Employees wore general work gloves, not chemical-resistant gloves as specified
- ✗Several employees reported headaches and dizziness
- ✗HSE inspection found inadequate controls despite SDS clearly specifying requirements
The company was prosecuted and fined £15,000 plus costs. They had to install local exhaust ventilation and provide proper chemical gloves. Several employees required medical monitoring.
Having an SDS isn't enough — you must read it, understand it, and implement the controls it recommends. Section 8 is particularly critical for identifying required control measures.
Frequently asked questions
No, only substances and mixtures classified as hazardous under the CLP Regulation require an SDS. However, suppliers may voluntarily provide SDSs for non-hazardous substances. If a substance isn't hazardous enough to need classification, it doesn't legally require an SDS.
Nothing significant — they're the same thing. MSDS (Material Safety Data Sheet) is the older term. In 2015, the format was standardised globally and the term SDS (Safety Data Sheet) became standard. Some suppliers still use MSDS, but the content is the same.
Keep superseded SDSs for at least 3 years after you stop using the substance. This helps if health issues emerge later and you need to show what information you were working with. Some organisations keep them longer as part of occupational health records.
It depends. Domestic cleaning products sold to consumers don't come with SDSs. But if you buy the same product in bulk or industrial strength for workplace use, the supplier should provide an SDS if it's classified as hazardous. If in doubt, ask the supplier.
Not always. Section 8 should be more specific about what controls are needed. If the SDS is vague, contact the supplier for more specific advice based on your use. You may need to arrange for an occupational hygienist to assess whether your ventilation is adequate.
Be very careful. While some legitimate databases exist, the only legally reliable source is your actual supplier. Different formulations of the 'same' product can have different hazards. Always get the SDS from whoever sold you the product, as they're responsible for its accuracy.
Yes. The need for an SDS isn't based on quantity. Even small amounts of highly hazardous substances need proper assessment and control. The quantity affects the risk level, but you still need the hazard information from the SDS to assess that risk.
The legal requirement is for the SDS to be in English. However, you have a duty to ensure employees understand the hazards and controls. You may need to provide translated summaries or additional training in their language. The full 16-section SDS doesn't have to be translated, but key safety information should be communicated effectively.
Next steps
If you're just starting with COSHH compliance, read our introductory guide:
If you're ready to start assessing your substances:
How to conduct a COSHH risk assessment →
Struggling to interpret complex SDSs or ensure your COSHH assessments are adequate? A health and safety consultant or occupational hygienist can help you build a robust chemical safety management system.
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