What a safety data sheet (SDS) gives information about

Last updated 2026-07-09

What is a safety data sheet and why does OSHA require it?

A safety data sheet is a standardized document that chemical manufacturers, importers, and distributors must ship with every hazardous chemical they sell. It tells the downstream employer and the worker exactly what the chemical is, what it does to the human body, how to handle it safely, and what to do when something goes wrong.

OSHA's Hazard Communication Standard, codified at 29 CFR 1910.1200, requires SDSs as part of what the agency calls the employee's "right to know" about workplace hazards. OSHA updated the standard in 2012 to align U.S. rules with the United Nations' Globally Harmonized System of Classification and Labelling of Chemicals (GHS), which locked in the current 16-section format. ^[1][13]

Before 2012, manufacturers used a looser Material Safety Data Sheet (MSDS) format. The old sheets varied wildly in layout and detail, which made it hard for a worker to find one number fast in an emergency. The GHS format fixed that. Every section now sits in the same order on every SDS, no matter who made the product or where it came from.

Run a small business that touches any covered chemical (cleaning products, paints, solvents, adhesives, fuels) and the rule is plain: keep a current SDS for each one and make those sheets accessible to employees on every shift. Accessibility is not optional. A locked filing cabinet only the manager can open does not count. ^[1]

For how SDSs sit inside your larger chemical safety duties, see our guide to hazard communication.

What are the 16 sections of an SDS and what does each one cover?

The GHS format splits chemical information into 16 numbered sections. Sections 1 through 8 must always carry information. Sections 9 through 11 and 16 carry information where it exists. Sections 12 through 15 are required in format but governed for content by other agencies (EPA, DOT), so manufacturers sometimes mark them "not applicable" depending on the product. ^[1]

Here is what each section covers:

Section	Title	Key information you will find
1	Identification	Product name, manufacturer contact, recommended use, emergency phone number
2	Hazard identification	GHS hazard classification, signal word (Danger or Warning), hazard statements, pictograms
3	Composition / ingredients	Chemical identity, CAS numbers, concentration ranges, trade secret claims
4	First-aid measures	What to do if someone inhales, swallows, or contacts the chemical; when to call a doctor
5	Fire-fighting measures	Suitable extinguishing media, special hazards from combustion, protective gear for firefighters
6	Accidental release measures	Spill containment and cleanup steps, environmental precautions
7	Handling and storage	Safe handling practices, storage temperature and compatibility requirements
8	Exposure controls / PPE	OSHA permissible exposure limits (PELs), ACGIH TLVs, required respirators, gloves, eye protection
9	Physical and chemical properties	Appearance, odor, pH, boiling point, flash point, vapor pressure, flammability
10	Stability and reactivity	Conditions to avoid, incompatible materials, hazardous decomposition products
11	Toxicological information	Routes of exposure, acute and chronic health effects, carcinogenicity, reproductive toxicity
12	Ecological information	Aquatic toxicity, persistence, bioaccumulation (EPA-governed)
13	Disposal considerations	Recommended disposal methods, regulatory waste classification
14	Transport information	DOT, IATA, IMDG shipping classification, UN number, packing group
15	Regulatory information	TSCA status, SARA 313, state right-to-know laws
16	Other information	Revision date, list of changes, literature references

Section 8 is the one workers and supervisors lean on most. It names the exact gloves, goggles, and respirator the manufacturer recommends, plus the air concentration that triggers each of them. ^[2]

What health and safety hazards does an SDS describe?

Section 2 classifies the hazards using GHS categories. Section 11 fills in the toxicology. Together they answer the question a worker actually cares about: what can this chemical do to me?

GHS sorts hazards into two families. Physical hazards cover flammable, explosive, oxidizing, compressed gas, and the rest. Health hazards break down into acute toxicity, skin and eye corrosion, respiratory sensitization, germ cell mutagenicity, carcinogenicity, reproductive toxicity, and specific target organ toxicity. ^[13]

Section 11 must list all known routes of entry, meaning inhalation, skin contact, eye contact, and ingestion. It must also separate acute effects (what happens after one short exposure) from chronic effects (what develops after repeated or long-term exposure). If the International Agency for Research on Cancer (IARC) or the National Toxicology Program (NTP) has classified the substance as a carcinogen, the SDS has to say so. ^[1]

Here is what trips people up. The health data in Section 11 often comes from animal studies or occupational epidemiology, and the sheet must note that. OSHA's standard says the information should include "whether the hazardous chemical is listed in the National Toxicology Program (NTP) Annual Report on Carcinogens or has been found to be a potential carcinogen." ^[1] Sometimes the underlying evidence is thin. A well-written SDS says that plainly rather than leave the section blank.

Physical hazard data lives in Sections 2, 5, and 9. Flash point in Section 9 tells you the temperature at which a liquid can ignite. Section 5 tells you which extinguisher to grab and whether the chemical throws off toxic combustion byproducts, which matters a lot for chlorinated solvents that release hydrogen chloride gas when they burn. See our article on the hcl safety data sheet for a worked example of how a reactive chemical gets documented.

What exposure limits appear in an SDS, and how do they work?

Section 8 holds the numbers that decide whether your ventilation and PPE are good enough. The SDS must list OSHA's permissible exposure limit (PEL), given in parts per million (ppm) or milligrams per cubic meter (mg/m3) as an 8-hour time-weighted average, unless no PEL exists for the substance. ^[2]

Manufacturers usually add the American Conference of Governmental Industrial Hygienists (ACGIH) threshold limit value (TLV), and for some substances a short-term exposure limit (STEL) that applies to a 15-minute window. ACGIH TLVs are not enforceable under OSHA. They are often more current than the PELs, many of which date to the 1970s and have never been updated. ^[4]

OSHA PELs cover roughly 500 substances in 29 CFR 1910.1000 Table Z-1. Where a chemical has no PEL, the general duty clause (Section 5(a)(1) of the OSH Act) still requires employers to protect workers from recognized hazards. OSHA citations have used ACGIH TLVs as evidence of what the industry recognizes as a hazard threshold in those gaps. ^[4]

Work with chemicals that have low PELs or high vapor pressures and Section 8 may call for engineering controls (local exhaust ventilation, enclosures) before any PPE. The order is deliberate: ventilation first, respirator second. Leaning on a respirator alone when the SDS calls for engineering controls is a violation under 29 CFR 1910.134 as well as 1910.1200.

What PPE does an SDS specify?

Section 8 lists recommended PPE for each exposure route: respiratory protection, hand protection (with glove material and thickness where the chemical can permeate), eye and face protection, skin and body protection, and thermal protection where it applies. ^[2]

Glove recommendations deserve more attention than they get. Not every glove stops every chemical. Nitrile, for instance, breaks down fast in ketone-based solvents like acetone but holds up well against many petroleum products. The SDS should name the glove material and, ideally, the breakthrough time, which is how long the chemical takes to permeate the glove at a stated thickness. If the sheet just says "chemical-resistant gloves" and stops there, that is an incomplete SDS. Ask the manufacturer for a better one, or pull the glove maker's own chemical resistance chart.

Respiratory entries in Section 8 often name the cartridge type (organic vapor, acid gas, P100 particulate) and say whether an air-purifying respirator will do or whether you need supplied air. A supplied-air requirement usually means the airborne concentration can top the IDLH (immediately dangerous to life or health) value under some foreseeable condition.

The PPE named in the SDS has to match your written PPE hazard assessment under 29 CFR 1910.132(d). If the sheet calls for a half-face respirator with OV cartridges on a given solvent and your assessment never mentions that chemical, you have a documentation gap an inspector will find. ^[12]

What first aid and emergency response information does an SDS contain?

Section 4 gives route-specific first aid: inhalation (move to fresh air, call 911 if breathing is labored), skin contact (rinse time in minutes, whether to strip clothing), eye contact (flush duration, often 15 to 20 minutes at the eyewash station), and ingestion (usually do not induce vomiting, call poison control). ^[2]

Section 6 covers the spill. It tells you how to contain the release (absorbent, sand, no water on water-reactive chemicals), what PPE to wear during cleanup, and whether the spill trips an environmental reporting obligation.

Section 5 tells firefighters what they are walking into. Some chemicals, ammonium nitrate among them, demand an approach that looks nothing like a normal structural fire. Section 5 also flags whether a chemical reacts violently with water or gives off toxic gas as it burns.

Poison control centers and emergency rooms read SDSs to guide treatment. The emergency phone number in Section 1 is often a 24-hour line staffed by toxicologists. CHEMTREC, 1-800-424-9300, is the one you will see most. Post that number physically near any area where the chemical is stored or used. A binder on a shelf does not help the person who just splashed acid in one eye. ^[5]

Who is required to create, provide, and keep an SDS?

OSHA puts the duty to write an SDS on chemical manufacturers and importers. They must send the SDS with the first shipment of a product and with the first shipment after any revision. Distributors have to pass the sheet down the supply chain. ^[1]

Employers who use the chemicals (OSHA's "downstream employers") must do four things:

1. Obtain an SDS for every hazardous chemical in the workplace. 2. Keep SDSs accessible to employees during their shifts, in every work area where the chemical is used or stored. 3. Provide SDSs to employees and their designated representatives on request. 4. Update the SDS file when revised sheets show up.

Section 1910.1200 sets no hard retention clock of its own. But 29 CFR 1910.1020 (Access to Employee Exposure and Medical Records) requires keeping exposure records, which OSHA and courts read to include SDSs for substances a worker was exposed to, for 30 years after that employee's last day. ^[6] Thirty years is a long time. Digital storage with an offsite backup is the practical answer.

Can't get an SDS for a chemical? OSHA's standard says you may not use the chemical until you have one. ^[1] And if a vendor cannot produce one at all, that tells you something about the product itself.

How often must an SDS be updated?

Manufacturers must update an SDS within three months of learning new and significant information about a chemical's hazards or the ways to protect against them. ^[1] The standard never defines "significant" precisely, but OSHA's interpretations make clear that a newly identified carcinogenicity, new exposure limit data, or a newly discovered reactive hazard all count.

For employers, the takeaway is simple. Re-check your SDSs on a schedule, especially for chemicals you have run for years under old MSDS paperwork. The fastest check is to open the manufacturer's website and compare the revision date in Section 16 of the sheet you hold against the current version they post.

Revision dates matter during inspections. An inspector who finds a 1997 MSDS for a chemical the manufacturer revised in 2019 to add a carcinogenicity classification treats that as a documentation failure. It also opens you to liability if a worker later develops a condition tied to that chemical and you cannot show you handed them current hazard information.

There is no fixed employer review schedule in 1910.1200. Annual verification of SDS currency across your chemical inventory is reasonable and defensible.

How must employers make SDSs accessible to workers?

The accessibility rule under 29 CFR 1910.1200(g)(8) is firm: SDSs must be readily accessible to employees in their work area during each work shift. ^[1] OSHA has issued letters of interpretation spelling out what "readily accessible" means on the ground.

Acceptable methods:

• Physical binders or folders kept in the work area
• A central computer terminal that stays on and is never password-locked against employees
• Electronic systems reachable via tablets or kiosks in the work area
• A designated SDS coordinator with a phone number workers can call for immediate access

Unacceptable methods:

• Systems that force employees to fetch information from another building
• Locked cabinets where employees hold no keys
• Any setup that depends on a manager being present

OSHA has allowed electronic storage for years, but only where nothing blocks access: no login required, the system is always up, and paper copies are on hand if the system goes down. ^[7]

Night-shift and remote workers get the same protection as day-shift workers at a central plant. If your maintenance crew services equipment in a separate building at 2 a.m., the SDSs for the chemicals they touch must be accessible in that building at that hour. Same rule, no exceptions for the clock.

How do SDSs fit into a written hazard communication program?

OSHA's Hazard Communication Standard requires every covered employer to keep a written Hazard Communication Program. The written program has to explain, at minimum, how your facility handles labels, SDSs, and employee training for hazardous chemicals. ^[1] SDSs are one of three parts of HazCom. The other two are container labels and training.

Your written program must address, in plain terms:

• How you maintain the SDS file (location, format, update process)
• How you get SDSs for new chemicals before they land in the workplace
• How employees reach SDSs, including what to do if the electronic system is down
• How you handle non-routine tasks that may bring in chemicals outside your standard inventory

Small businesses get cited for HazCom violations less often because they lack SDSs and more often because the written program does not describe what they actually do, or because the chemical inventory list has holes. The inventory matters because you cannot keep SDS coverage for chemicals you never listed.

Need a compliant written HazCom program fast? SafetyFolio's safety program generator walks you through the SDS management requirements and produces a written program in about 15 minutes, already formatted for an OSHA inspector.

For how all these duties connect, the hazard communication hub article covers the full standard.

What are common SDS violations OSHA cites, and how much do they cost?

Hazard Communication lands near the top of OSHA's citation list every year. In fiscal year 2023 it ranked second, with 3,213 violations cited across all industries. ^[8]

The SDS-specific violations that show up most:

• Missing SDSs for one or more hazardous chemicals (the inventory gap)
• SDSs not accessible to workers during the shift
• Outdated sheets (pre-GHS MSDS format still in use after the June 2016 deadline)
• No written HazCom program that addresses SDS procedures

OSHA classifies most HazCom violations as "other-than-serious" but will issue serious citations when the missing hazard information ties to an acute health risk. As of January 2024, OSHA's maximum penalty for a serious violation is $16,131 per violation, and willful or repeat violations can reach $161,323 per violation. ^[9]

Small-business penalties are often reduced for size (a 60 to 70 percent reduction is typical for employers with 10 or fewer employees), good faith, and history. The base citation still costs time, paperwork, and reputation.

The defense is not complicated: a complete, current SDS file with an access system that your written program actually describes. An inspector who sees organized sheets, revision dates checked, and a training log showing workers know how to use them is far less likely to write a citation even where a small procedural gap exists.

How do workers use SDSs in actual day-to-day work?

Knowing an SDS exists is not the same as knowing how to use one. OSHA requires training on how to read SDSs under 29 CFR 1910.1200(h), and that training has to happen before employees work with, or in areas near, hazardous chemicals. ^[1]

Workers reach for an SDS in three main moments: before starting a task with an unfamiliar chemical, right after a skin or eye exposure when they need the flush time and the 911 threshold, and while setting up storage or mixing when they need to confirm compatibility.

Section 7 (handling and storage) and Section 10 (stability and reactivity) are the pair that prevent mixing accidents. The incompatibility data in Section 10 tells you whether storing bleach next to ammonia-based cleaners is a problem. It is. That combination produces chloramine gas. The flammable storage figures in Section 7 tell you the maximum quantity allowed in a standard cabinet versus a flammable storage cabinet rated for the load.

Workers running lockout tagout on equipment that handles hazardous chemicals need the SDS too, because residual chemical during energy isolation is a real exposure. The sheet tells them what PPE to wear while they bleed lines or crack open flanges.

Good training is not a one-time classroom hour. Workers hold onto information when they know where the binder is and have actually opened it for a chemical they use. Run a short drill: a supervisor picks a chemical and asks a worker to find the flash point or the glove type. Five minutes, real competency. OSHA training resources can help you structure it.

Where can you find free SDSs for any chemical?

Manufacturers are the primary source and are legally required to hand over SDSs on request and with shipments. Most post them under a "Safety" or "Technical Documents" tab. A product name plus "SDS" in a search engine usually lands you there in under a minute.

The National Institute for Occupational Safety and Health (NIOSH) keeps the NIOSH Pocket Guide to Chemical Hazards, which covers about 700 common industrial chemicals and is free at CDC.gov. ^[10] It is not a full SDS, but it gives you the exposure limits, health effects, and basic PPE guidance in a tight format.

Other free sources:

• OSHA's chemical sampling information pages at osha.gov
• NIH's PubChem, run by the National Library of Medicine, which absorbed the old TOXNET data ^[11]
• The American Chemical Society's SciFinder (paid, though many university libraries provide access)

Get a shipment with no SDS? Contact the manufacturer or importer in writing and keep a copy of your request. OSHA expects you to chase SDSs down, not sit and wait for them.

One caution worth repeating. Third-party SDS databases (anything that is not the manufacturer's own site) sometimes host stale versions. Confirm the revision date in Section 16 matches the current version on the manufacturer's website before you rely on a third-party copy for compliance.

Frequently asked questions

What is the difference between an SDS and an MSDS?

MSDS (Material Safety Data Sheet) is the older format used before OSHA's 2012 HazCom revision. MSDSs had no required section order or consistent content. The SDS replaced the MSDS and follows the GHS 16-section format. OSHA's full compliance deadline for the new format was June 1, 2016. Any sheet still in MSDS format is out of date and should be replaced with the manufacturer's current SDS.

How many sections does a safety data sheet have?

An SDS has exactly 16 sections under the GHS format required by OSHA's Hazard Communication Standard (29 CFR 1910.1200). The sections cover identification, hazards, composition, first aid, fire fighting, spill response, handling and storage, exposure controls and PPE, physical properties, stability, toxicology, ecological information, disposal, transport, regulatory information, and other information including the revision date.

Does an SDS tell you what personal protective equipment to wear?

Yes. Section 8 of the SDS lists the PPE required for each exposure route: respiratory protection (cartridge type or supplied air), hand protection (glove material and thickness), eye and face protection, and skin protection. It also includes OSHA permissible exposure limits and ACGIH threshold limit values. This information must be consistent with your workplace's written PPE hazard assessment under 29 CFR 1910.132(d).

Are employers required to keep SDSs if they only use small amounts of a chemical?

Yes. OSHA's Hazard Communication Standard has no minimum-quantity exemption for SDS requirements. Any hazardous chemical present in the workplace requires an SDS, no matter how little you use. The only exemptions are for consumer products used in quantities and ways that do not create a greater hazard than typical consumer use, and that exemption is narrow and often misapplied.

Can an SDS be stored digitally instead of in a paper binder?

Yes. OSHA allows electronic SDS storage as long as the system is always accessible during a shift with no login barrier, needs no manager assistance, and has a backup plan if it goes down. OSHA has issued letters of interpretation confirming electronic systems meet 29 CFR 1910.1200(g)(8) as long as nothing blocks immediate employee access.

What should I do if I cannot find an SDS for a chemical in my workplace?

Contact the manufacturer or distributor in writing and request the SDS, and keep a copy of the request. Until you receive it, OSHA's standard does not permit use of the chemical. If the manufacturer cannot provide one, that is a compliance problem for them. You can also check the manufacturer's website directly, since most post current SDSs under a safety or technical documents section.

How long do I have to keep old SDSs after an employee no longer works with a chemical?

29 CFR 1910.1020 requires keeping records of employee chemical exposures, which OSHA and courts read to include SDSs for chemicals employees were exposed to, for 30 years after the employee's last date of employment. That long retention window is one reason digital archiving with offsite backup is a practical necessity for any business with a real chemical inventory.

What is in Section 2 of an SDS?

Section 2 covers hazard identification. It includes the GHS hazard classification (flammable liquid, acute toxicity, skin corrosive, and so on), the signal word (Danger or Warning), hazard statements (standardized phrases describing the hazard), precautionary statements, and the GHS pictograms that must appear on the container label. If the chemical has no classifiable hazards, Section 2 must say that.

Does an SDS include information about how to dispose of a chemical?

Yes. Section 13 covers disposal considerations, including recommended disposal methods, whether the substance qualifies as a hazardous waste under EPA's RCRA rules, and any specific regulatory requirements. Disposal regulations vary by state and locality, so Section 13 is a starting point, not a full compliance answer. Always confirm disposal requirements with your state environmental agency.

What is the difference between a PEL and a TLV on an SDS?

A PEL (permissible exposure limit) is OSHA's legally enforceable air concentration limit, set in 29 CFR 1910.1000. A TLV (threshold limit value) is a guideline published by the American Conference of Governmental Industrial Hygienists (ACGIH) and is not legally binding. TLVs are often more current than OSHA's PELs, many of which have not changed since the 1970s. Section 8 of the SDS usually lists both.

Does an SDS have to be in English?

OSHA requires SDSs to be in English, and the standard also allows employers to add translations in other languages alongside the English version. If your workforce includes workers whose first language is not English, providing translated SDSs next to the English versions is good practice and supports the training requirement under 29 CFR 1910.1200(h), which requires training in a language workers understand.

Who writes an SDS, and how accurate is the information?

Chemical manufacturers and importers prepare SDSs and are responsible for the accuracy of the information. OSHA requires the content to rest on available data, but the agency does not pre-approve any SDS. Quality varies. A well-resourced manufacturer with in-house toxicologists produces a more thorough sheet than a small importer working off generic templates. When health effects data is limited, a good SDS says so rather than leave sections blank.

What does the signal word on an SDS mean?

GHS uses two signal words: Danger and Warning. Danger flags a more severe hazard category. Warning flags a less severe one. The signal word appears in Section 2 of the SDS and must also appear on the container label. A Category 1 flammable liquid gets Danger; a Category 3 flammable liquid gets Warning. When a chemical carries multiple hazards, the most severe signal word takes precedence on the label.

Do office chemicals like cleaning sprays and toner need an SDS?

Consumer products used in the workplace the same way and at the same frequency a consumer would use them at home fall under a limited exemption in OSHA's Hazard Communication Standard. But if workers use those products more often or in larger quantities than a typical consumer, the exemption drops away and an SDS is required. When in doubt, request the SDS. Most major cleaning product makers provide them free.

Sources

1. OSHA, Hazard Communication Standard 29 CFR 1910.1200: SDS 16-section GHS format required by OSHA; manufacturers must update within 3 months of significant new information; SDSs must be readily accessible to employees during each work shift
2. OSHA, Hazard Communication: Safety Data Sheets guidance page: Section 8 must list OSHA PELs, ACGIH TLVs, and specific PPE requirements including glove type and respiratory protection
3. OSHA, Annotated PELs table (29 CFR 1910.1000 Z-1): OSHA PELs cover approximately 500 substances; many have not been updated since the 1970s; ACGIH TLVs are not legally enforceable but are used as evidence of recognized hazards
4. CHEMTREC (American Chemistry Council), 24-hour emergency response number: CHEMTREC (1-800-424-9300) provides 24-hour emergency chemical response support; number commonly listed in SDS Section 1
5. OSHA, Access to Employee Exposure and Medical Records 29 CFR 1910.1020: Exposure records, including SDSs for chemicals employees were exposed to, must be retained for 30 years after an employee's last date of employment
6. OSHA, Hazard Communication Standard 29 CFR 1910.1200 (accessibility interpretations): OSHA allows electronic SDS storage where there is no barrier to access: no login required, system always available, and backup copies available if the system goes down
7. OSHA, Top 10 Most Cited Standards FY2023: Hazard Communication ranked second on OSHA's top 10 most-cited standards in fiscal year 2023 with 3,213 violations
8. OSHA, Civil Penalty Policy and Maximum Penalties (2024 adjustment): As of January 2024, OSHA's maximum penalty for a serious violation is $16,131 per violation; willful or repeat violations can reach $161,323 per violation
9. NIOSH, Pocket Guide to Chemical Hazards: NIOSH Pocket Guide covers approximately 700 common industrial chemicals with exposure limits, health effects, and PPE guidance; available free at CDC.gov
10. National Library of Medicine, PubChem chemical information database: NIH's PubChem provides free chemical safety and toxicological information; successor to the former TOXNET database
11. OSHA, PPE Hazard Assessment and Selection 29 CFR 1910.132: 29 CFR 1910.132(d) requires employers to conduct and certify a written PPE hazard assessment; SDS Section 8 PPE recommendations must be consistent with this assessment
12. United Nations Economic Commission for Europe, Globally Harmonized System of Classification and Labelling of Chemicals (GHS): GHS established the 16-section SDS format and standardized hazard classification categories adopted by OSHA in the 2012 HazCom revision