Creating a Safety Data Sheet is more than paperwork. It is how you communicate hazards and keep customers, workers, and responders safe.
This guide will show you the step-by-step process of how to author an SDS to stay compliant with your local SDS requirements.
What a compliant SDS must include
To create an SDS that is compliant, you must use the 16-section format set out in the rules for safety data sheets. The order of headings and information follows the same format for each SDS, the date of creation must be mentioned and the information kept up-to-date. Sections 12–15 use the standard headings; content may be limited depending on the jurisdiction.
Step-by-Step process of Authoring an SDS
Step 1: Define the product and gather source data
To start creating your SDS, the first step is to gather the product information you will place into specific SDS sections.
Create a worksheet for Section 1 – Identification:
Record the product identifier, intended use, restrictions, company contact details, and a 24-hour emergency phone number. Use the exact name and identifier that will also appear on labels.
Build a second sheet for Section 3 – Composition:
List each ingredient’s name, CAS number, typical concentration, any permitted range, and the source for each value.
Collect supporting evidence for later sections:
Gather physical and chemical data, toxicology summaries, transport details, and workplace exposure standards for Section 8. Always name the source of any exposure number you include.
With these inputs ready, you can classify hazards with less rework.
Step 2: Classify hazards before starting the SDS draft
Hazard classification drives Section 2 and shapes statements in other sections. Follow the sequence below.
If you have scientifically sound test results for the mixture, use them to set the hazard classes and categories directly against the legal criteria.
If your product doesn’t have direct test data, use Bridging Principles. This means applying reliable safety information from a similar product.
When neither test data nor bridging applies, classify the product based on its ingredients.
With classifications set, drafting becomes easier and more consistent.
Step 3: Create the SDS, section by section
Draft the document in the 16-section structure. Use a template that reflects current headings and sub-headings.
Quick reference: the 16 SDS sections
| Sections & Headings | What to include | Authoring pointers |
|---|---|---|
| 1. Identification | Product identifier; recommended use; restrictions; responsible party contact; emergency number | Use the same product name/ID as on the label and in your system. |
| 2. Hazard(s) identification | Final hazard classes/categories; label elements: pictograms, signal word, hazard and precautionary statements | Cross-check with the shipped-container label; add the unknown acute toxicity line when required. |
| 3. Composition / information on ingredients | Hazardous ingredients with CAS and exact concentration or an allowed range; note any confidentiality claim | Use prescribed concentration ranges where justified; store exact concentration information internally. |
| 4. First-aid measures | Route-specific first aid; most important symptoms/effects; notes to physician | Keep instructions clear and easy to follow during an emergency. |
| 5. Fire-fighting measures | Suitable media; hazards from combustion; protective equipment | State what to use to put out a fire and any special hazards to expect. |
| 6. Accidental release measures | Personal precautions; PPE; containment and cleanup | Separate action plans for small vs. large spills if they differ. |
| 7. Handling and storage | Safe handling; storage conditions; incompatibilities | Give clear storage temperatures/conditions and note what to keep away from. |
| 8. Exposure controls / personal protection | Exposure standards and source; engineering/administrative controls; PPE | Name the source of limits and note when numbers are advisory. |
| 9. Physical and chemical properties | Appearance, odor, pH, flash point, vapor pressure, density, solubility, and other listed properties | Make sure the property list matches the current format. |
| 10. Stability and reactivity | Reactivity; stability; hazardous reactions; conditions/materials to avoid; decomposition products | Ensure data accuracy since information from section 7 depends on it. |
| 11. Toxicological information | Likely exposure routes; symptoms; numerical measures where relevant; major effects | Match statements to your classification notes and cited data. |
| 12. Ecological information | Environmental fate and effects (if provided) | Headings are standard; content may be limited. |
| 13. Disposal considerations | Waste handling and disposal guidance (if provided) | Give practical disposal advice that matches local rules and company policy. |
| 14. Transport information | UN number; proper shipping name; class; packing group (if provided) | Match any transport-relevant label elements. |
| 15. Regulatory information | Safety, health, and environmental regulations for the product | Avoid empty headings; state when no data are available. |
| 16. Other information | Revision date; description of changes; references | Keep a change log so users can see what is new. |
With the draft complete, a quick check will confirm that the SDS and the shipped-container label match on hazard classes, the signal word, and required statements.
Step 4: Quality-check and align with labels
Before finalizing the SDS, it is important to cross-check labels, chemical properties from tests, legal exposure limits and other relevant information. This ensures that there is no conflicting information and saves later edits.
After this final check, the document is ready. If your product list changes often, consider online authoring tools to keep documents consistent with less manual work.
Why cloud SDS authoring matters when scale and change increase
Creating an SDS by hand can be tedious and time consuming, especially when doing for multiple products.
When you manage many products or frequent updates, an SDS Authoring software helps cut repeat work and keeps output consistent. For example, tools that offer classification help, version history and approvals, and label generation that mirrors Section 2.
These tools save time on formatting and version control so you can focus on clear, accurate content.
Final Thoughts
Accurate SDS information helps prevent workplace accidents by giving people straightforward hazard statements, matching label details, and dependable first-aid and spill guidance.
To put this into practice, focus on four steps:
- Gather the right inputs
- Classify hazards using established criteria
- Write to the required sections
- Confirm that the SDS, secondary container label, and shipping container label match on hazard classes, the signal word, and hazard statements.
When formulas change often, using a trusted authoring tool keeps every version current and consistent, which reduces mistakes and supports safer work practices.
FAQs
1) Who can write an SDS and do they need specific training?
A designated person who understands classification rules and the required sections can write it. Many organizations train an internal “competent person” to own this process and keep records.
2) Do I have to include all 16 headings verbatim and numbered?
Yes: the item numbers and headings must appear in the prescribed order on the SDS.
3) When new hazard information appears, how fast must I update the SDS?
Update the SDS when significant new data becomes available. If the change occurs within 90 days before a sale, you may provide the current SDS plus a separate document that lists the changes at the time of sale, then issue the updated SDS.
4) Can I protect confidential composition with ranges or generic names?
Yes: prescribed concentration ranges and certain generic names are allowed when conditions are met. Keep exact values in internal records and follow the rules for ranges.
5) Do I need to list exposure limits from more than one source?
Include the applicable occupational exposure limit values and their sources. Limits can vary by jurisdiction, so name the source to avoid confusion.