

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.
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 on use, company contact details, and an 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. List source for the information.
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 the focus of Section 2, and related statements flow through several other sections.
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 required 16-section structure. Use a template that reflects current headings and sub-headings so terms stay consistent.
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 values 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. Spillage, 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 | Workplace exposure standards (with 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) | Use concise, relevant details where available. |
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 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. Review at least every five years. |
After drafting, confirm the SDS and the shipped-container label show the same hazard classes, signal word, pictograms, 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 online SDS authoring matters when scale and change increase
Creating an SDS by hand can be tedious and time consuming, especially when doing it 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 accidents by giving people plain-language 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 clear criteria
- Write to the required sections
- Confirm 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.
FAQs
1) Do I have to use all 16 headings in order with item numbers?
Yes. Use the standard 16-section format in order with item numbers, include the revision date, and keep the sheet current.
2) How often should an SDS be reviewed and reissued?
Review and update at least every five years, and sooner if new hazard information becomes available. Keep the latest revision date in Section 16.
3) Can I keep formulations confidential in Section 3?
You may use prescribed concentration ranges and, where permitted, generic names. Keep exact numbers internally and ensure ranges are justified.
4) Can I rely on an overseas SDS?
Yes, if it complies with the alternative compliance provisions and you add the required local information (such as local contact and emergency details). Keep a record naming the jurisdiction you rely on.
5) May I list a poison centre as the emergency number?
You can, but only with permission from the service and after submitting the SDS. Make sure Section 1 shows the correct emergency details.