What Is a Safety Data Sheet (SDS)? 16 Sections Explained
Safety Data Sheets explain the hazards of a substance or mixture and how to handle, store, transport, and dispose of it safely. If you use coatings, inks, adhesives, batteries, cleaners, or textile finishes in your product or its production process, current SDS belong in your technical file. This guide covers when you need SDS, the 16 sections in plain English, and how to use SDS to support your GPSR documentation.
1. SDS vs. MSDS
SDS is the modern, globally harmonised 16-section format that replaced the older MSDS term. The structure is consistent across markets, which helps suppliers and authorities read the same document without confusion. If a supplier still sends “MSDS,” ask for the current SDS layout.
2. When you need an SDS
European Union
You need SDS for hazardous substances or mixtures supplied in the EU. The format and content follow REACH Annex II as amended by Commission Regulation (EU) 2020/878. Language must match the Member State where the product is placed on the market. External reference: EU 2020/878
United States
OSHA’s Hazard Communication Standard requires employers to keep SDS for hazardous chemicals in the workplace. External reference: OSHA: SDS format
3. The 16 SDS sections
Here is the standard order and what each part tells you:
- 1. Identification (product name, intended use, supplier details, emergency number)
- 2. Hazards (classification, pictograms, hazard and precaution statements)
- 3. Composition (ingredients for mixtures, identifiers, typical ranges)
- 4. First aid (symptoms and immediate measures)
- 5. Firefighting (extinguishing media, specific hazards, protective equipment)
- 6. Accidental release (spill containment and cleanup)
- 7. Handling and storage (safe use, conditions to avoid)
- 8. Exposure controls and PPE (limits, engineering controls, required protection)
- 9. Physical and chemical properties (appearance, pH, flash point, solubility, and more)
- 10. Stability and reactivity (incompatible materials, decomposition risks)
- 11. Toxicology (likely exposure routes and health effects)
- 12. Ecology (environmental impact, often non-mandatory in U.S. SDS)
- 13. Disposal (waste handling)
- 14. Transport (UN number, proper shipping name, class, packing group)
- 15. Regulatory (key laws that apply)
- 16. Other information (revision date, version history, training notes)
4. Where SDS fit in your GPSR technical file
Under GPSR, your technical file must show that risks are identified and controlled. SDS support this by providing hazard, handling, and storage data for chemicals used in or with the product. Typical inclusions: UV inks on acrylic parts, cyanoacrylate glues, two-part epoxies, cleaning solvents, textile treatments, paints and coatings, rechargeable battery electrolytes, and lithium battery packs. Cross-reference the SDS to your risk analysis, user instructions, and labelling so the story is consistent.
5. How to request the right SDS from suppliers
What to ask for
- Ask for a GHS-compliant SDS in the destination market format.
- For EU shipments, require the REACH Annex II 2020/878 version and the correct language.
- Confirm trade name, product code, and revision date match your purchase order.
- For mixtures, require ingredient identifiers and typical concentration ranges in Section 3.
Where to store it
File the SDS in the same index as your test reports and Declaration of Conformity, so authorities can trace each claim quickly. Use our free risk analysis template and product label template to keep data aligned.
6. Quick quality checks when reviewing SDS
Checklist
- Format and date. Use the 16-section layout with a recent revision date.
- Classification. Check that Section 2 pictograms and hazard statements match the composition in Section 3.
- Emergency contact. Section 1 must include a working 24-hour number where required.
- Language. Match the SDS language to the country of sale in the EU.
- Battery notes. Lithium-ion cells and packs often come with their own SDS and transport statements in Section 14.
Keep the SDS current and re-request it when suppliers update formulations or labels.
7. Articles vs. chemicals used with them
Most finished goods are “articles,” so they usually do not need their own SDS. That does not remove the need to collect SDS for hazardous substances or mixtures used with or inside the article. Example: your acrylic organiser does not need an SDS, but the UV ink, adhesive, and battery pack do. Use SDS data to justify warning phrases in your warnings and to populate safe-use instructions.
8. Version control and traceability
Practical steps
- Store SDS alongside reports and drawings in a versioned index within the technical file.
- Note the revision date in your bill of materials or parts list.
- When a formulation changes, update your risk analysis, labels, and if necessary the DoC.
- Capture supplier confirmations by email or in your change control log.
Frequently Asked Questions
Do I need an SDS for my finished product?
Usually not if it is an “article” that does not release hazardous chemicals during normal use. You still need SDS for hazardous substances or mixtures used with or inside the product, such as inks, adhesives, coatings, cleaners, or battery packs.
Are sections 12 to 15 required everywhere?
In the U.S., sections 12 to 15 are not mandatory under OSHA, though many suppliers include them. In the EU, SDS content follows REACH Annex II and you will typically see all sections populated.
What language should my EU SDS be in?
Use the official language of the EU country where you place the product on the market. If you sell in multiple countries, collect the SDS in those languages.
How often should SDS be updated?
Whenever new information affects hazard classification, handling, storage, transport, or regulatory status. Ask suppliers for the newest revision during onboarding and at least annually for critical chemicals.
How do SDS link to the Declaration of Conformity?
SDS support claims in your DoC by evidencing safe handling, storage, and hazard controls. Cross-reference the SDS in your technical file index.
Who provides the SDS?
The supplier of the substance or mixture provides the SDS free of charge. Ensure the trade name, product code, and revision date match your purchase order or manufacturing record.