How to Author an SDS: A Step-by-Step Guide

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. For Sections 12–15, the headings are required, while content may be optional.

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:

This includes product identifier, intended use, restrictions on use, company contact information, and an emergency number. Use the exact names and identifiers that will appear on labels.

Build a second sheet for Section 3 – Composition:

This should consist of each ingredient’s name, CAS No., typical concentration, any allowed range, and the source for each value.

Collect supporting evidence for later sections:

For the other sections, physical or chemical data, toxicology summaries, and exposure limits need to be collected.

In Section 8, include occupational exposure limit values and the source. The limits can vary by jurisdiction.

Once these worksheet inputs are ready, you can start classifying hazards with confidence.

Step 2: Classify hazards before starting the SDS draft

Classifying hazards is the most important part of SDS writing. It is mainly stated in Section 2 and details involving hazards are written in other sections throughout the SDS.

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 much and more consistent.

Step 3: Create the SDS, section by section

Draft the document in the required 16-section structure. Make sure your template reflects the current format so terms and sub-headings stay consistent.

Quick reference: the 16 SDS sections

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.