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 in the US, you must follow OSHA’s HazCom Standard. The standard requires all SDSs to be in a 16-section format. Sections 1-11 and 16 are mandatory and Sections 12-15 are 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.
1. Create a worksheet for Section 1 – Identification:
This includes product identifier, intended use, situations where it should not be used, company contact information, and an emergency number.
2. Build a second sheet for Section 3 – Composition:
This should consist of each ingredient’s name, CAS No., typical concentration, any allowed range. The source for each value must also be included.
3. Collect supporting evidence for later sections:
For the other sections physical or chemical data, toxicology summaries, and exposure limits need to be collected.
Confirm applicable OSHA PELs for Section 8. If you include other limits for context, label them as informational.
Once these worksheet inputs are ready, you can start classifying hazards with confidence.
Step 2: Classify hazards before starting the SDS draft
Classifying hazards are the most important part of an 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 valid test data for your product, use it to determine the correct hazard classes and categories.
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 OSHA’s required 16-section structure. Make sure your template reflects the current HazCom so terms and sub-headings stay consistent.
Quick reference: the 16 SDS sections
| Section & Heading | 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 trade-secret claim | Use the prescribed concentration ranges to hide trade secrets; store exact concentration information internally. |
| 4. First-aid measures | Route-specific first aid; most important symptoms/effects; notes to physician | Keep instructions direct, 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 temps/conditions and note what to keep away from. |
| 8. Exposure controls / personal protection | OSHA PELs; engineering/administrative controls; PPE | Mark any non-OSHA limits as informational. |
| 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 HazCoM. |
| 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 such as ATE; major effects | Match statements to your classification notes, referring to the data used. |
| 12. Ecological information | Environmental fate and effects (if provided) | Not enforced by OSHA; often included for completeness. |
| 13. Disposal considerations | Waste handling and disposal guidance (if provided) | Give simple 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. |
*Sections 12–15 are not mandatory under OSHA’s HazCom.
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 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 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 OSHA criteria
- Write to the required sections
- Confirm that the SDS, secondary container label, and transport 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 is allowed to author an SDS?
A designated person who understands hazard classification and the required SDS sections can author it. Many organizations train an internal “competent person” to be assigned this job.
2) Do I need Sections 12–15?
OSHA does not make Sections 12–15 mandatory; they are often included for completeness or customer expectations.
3) How often should an SDS be updated?
Update when new material hazard information becomes available, and adjust labels so both remain consistent.
4) Can I reuse text across similar products?
Yes, as long as the content reflects the actual hazards and properties of each mixture. Keep records that support each classification.
5) What helps first-time authors most?
A clear template, a clean ingredient list with ranges, and a final label check against Section 2.