What safety data sheets include: all 16 sections explained

Last updated 2026-07-10

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

A safety data sheet (SDS) is a standardized document that tells workers, emergency responders, and employers everything they need to know about a hazardous chemical. It covers the health risks, physical dangers, safe handling procedures, and emergency response steps for that specific substance.

OSHA's Hazard Communication Standard, found at 29 CFR 1910.1200, requires chemical manufacturers and importers to prepare an SDS for every hazardous chemical they sell ^[1]. Distributors must pass that SDS along. Employers who use hazardous chemicals must keep those SDS files accessible to employees during every shift they work. No exceptions, no substitutions.

The format OSHA uses today matches the Globally Harmonized System of Classification and Labelling of Chemicals (GHS), which the agency adopted in 2012. Before 2012, manufacturers could use any format they liked, and the old documents were called Material Safety Data Sheets (MSDS). The switch to a fixed 16-section structure was the whole point of the 2012 HazCom update: a worker trained on one SDS should be able to read any other SDS without relearning the layout ^[2].

If you want the broader picture of what the HazCom standard covers beyond SDS requirements, the hazard communication article walks through labels, training, and written program requirements in one place.

What are the 16 sections every safety data sheet must include?

OSHA mandates a specific structure. The sections must appear in this exact order, and each one must contain certain minimum information ^[1]. Here is what each section covers.

Section	Name	What you find there
1	Identification	Product name, manufacturer, address, emergency phone, intended use
2	Hazard(s) identification	GHS hazard class, signal word (Danger or Warning), hazard statements, pictograms
3	Composition/information on ingredients	Chemical name(s), CAS numbers, concentration ranges, trade secret provisions
4	First-aid measures	Symptoms and treatment by exposure route (inhalation, skin, eye, ingestion)
5	Firefighting measures	Suitable extinguishing media, hazards from combustion, required PPE for firefighters
6	Accidental release measures	Spill cleanup steps, containment methods, personal precautions
7	Handling and storage	Safe use practices, incompatible materials, storage temperature and ventilation requirements
8	Exposure controls/personal protection	OSHA PELs, ACGIH TLVs, required PPE including respirator type
9	Physical and chemical properties	Appearance, odor, pH, boiling point, flash point, flammability limits, vapor pressure
10	Stability and reactivity	Conditions to avoid, incompatible materials, hazardous decomposition products
11	Toxicological information	LD50, LC50 values, routes of exposure, chronic vs. acute effects, carcinogenicity
12	Ecological information	Aquatic toxicity, persistence, bioaccumulation (OSHA-required but not enforced for content)
13	Disposal considerations	Waste treatment methods, regulatory disposal requirements
14	Transport information	DOT, IATA, IMDG proper shipping name, hazard class, packing group
15	Regulatory information	TSCA status, SARA Title III, state right-to-know laws
16	Other information	Revision date, SDS preparation date, key changes from prior version

Sections 12 through 15 are required to appear, but OSHA's enforcement authority over the content of those four sections is limited because they fall under other agencies (EPA, DOT). You still need the sections on the sheet. You just won't get an OSHA citation if the ecological data is thin.

One number worth memorizing: OSHA's HazCom standard applies to any workplace with even one hazardous chemical. The Bureau of Labor Statistics counts roughly 13,000 nonfatal occupational injuries involving exposure to harmful substances annually, which is almost certainly an undercount given how many chemical exposures go unreported ^[3].

What does Section 1 (Identification) tell you?

Section 1 is the cover sheet for the chemical. It gives you the product identifier (the name exactly as it appears on the label), the manufacturer's name, address, and phone number, a 24-hour emergency contact number, and the recommended uses of the product along with any uses the manufacturer advises against.

The emergency phone number is not optional. OSHA expects it to connect to a real person or service around the clock, not a voicemail box. Many manufacturers use contracted services like CHEMTREC for this. If a spill happens at 2 a.m. on a Saturday, that number is what your crew calls.

For a water safety data sheet (water is classified as a non-hazardous substance in most cases), Section 1 would still list the manufacturer and intended use, but Sections 2 through 11 would largely reflect the absence of significant hazards. Even non-hazardous chemicals sold commercially often come with an SDS as a courtesy document, though OSHA does not technically require one.

What does Section 2 (Hazard Identification) contain and how do you read it?

Section 2 is the first thing a worker should scan in an emergency. It tells you the GHS hazard classification, the signal word, all hazard statements, and all precautionary statements.

The signal word is either "Danger" or "Warning." Danger means the hazard category is more severe. Warning is less severe. If you see Danger, pay close attention to everything else on that SDS.

Hazard statements are standardized phrases assigned to each hazard category under GHS. For example, a flammable liquid in Category 2 gets hazard statement H225: "Highly flammable liquid and vapour." These codes are consistent across every SDS in the world that follows GHS, so H-codes are worth learning if you work with multiple chemicals ^[2].

Precautionary statements (P-codes) tell you what to do: P210 means "Keep away from heat, hot surfaces, sparks, open flames and other ignition sources. No smoking." The manufacturer selects the appropriate P-codes for the hazard category.

Section 2 also references which GHS pictograms apply. There are nine GHS pictograms (flame, skull and crossbones, exclamation mark, health hazard, corrosion, exploding bomb, oxidizer, gas cylinder, environment). Knowing what each one signals is part of basic chemical safety literacy, and OSHA's HazCom training requirement at 29 CFR 1910.1200(h) covers this explicitly ^[1].

What does Section 3 say about ingredients and trade secrets?

Section 3 lists every hazardous ingredient by chemical name, CAS number, and concentration (or concentration range). For pure substances, this is straightforward. For mixtures, manufacturers list each hazardous component that exceeds certain thresholds.

Trade secrets complicate this. A manufacturer can withhold the specific identity of a hazardous ingredient if it qualifies as a trade secret under 29 CFR 1910.1200(i). But they must still disclose that a hazardous ingredient is present, give the concentration, and reveal all health effects. They must also disclose the full identity to a treating physician in a medical emergency, no questions asked.

For a treating physician who needs ingredient information in advance, OSHA allows them to request it from the manufacturer in writing, with a statement that the information is needed to treat a specific patient. The manufacturer must provide it, subject to a confidentiality agreement if they choose. This is one of those provisions that rarely comes up until it really matters.

What information do Sections 4 through 6 give you in an emergency?

These three sections are your immediate response guide. They should be the first place a supervisor looks when something goes wrong.

Section 4 (First Aid) breaks down symptoms and treatment by how someone was exposed. Inhaled it? Here is what to do. Skin contact? Eyes? Swallowed it? Each route gets its own guidance. It also tells you whether a doctor should see the person and whether delayed effects are possible after initial exposure.

Section 5 (Firefighting Measures) tells your crew what extinguisher to grab (or more often, what not to use) and what hazardous combustion products the burning chemical releases. Some chemicals produce toxic gases when they burn. Knowing this before a fire starts is the difference between a controlled response and a preventable fatality. Section 5 also specifies the PPE firefighters need, typically including self-contained breathing apparatus (SCBA).

Section 6 (Accidental Release Measures) covers spills. It tells you how to contain a spill, what personal protective equipment to put on before you approach it, how to clean it up, and what to do with contaminated material. For anything acutely toxic, it also addresses evacuation distances.

If your team handles hazardous chemicals and you haven't built a spill response procedure into your written safety program, that's a real compliance gap. A tool like the SafetyFolio program generator can help you build those written procedures without starting from a blank page.

What does Section 8 tell you about exposure limits and required PPE?

Section 8 is where the SDS gets specific about how much of a chemical a worker can be exposed to, and what gear they need to keep exposure below that level.

OSHA Permissible Exposure Limits (PELs) appear here. These are legally enforceable limits set by OSHA, expressed as time-weighted averages (TWA) over an 8-hour shift, short-term exposure limits (STEL) for 15-minute windows, or ceiling values that must never be exceeded. OSHA's PELs are in 29 CFR 1910.1000 for air contaminants ^[4].

Many SDS authors also list the ACGIH Threshold Limit Values (TLVs), which are recommendations from the American Conference of Governmental Industrial Hygienists. TLVs are not legally enforceable, but they are often more current than OSHA's PELs, which were largely set in 1971. NIOSH Recommended Exposure Limits (RELs) sometimes appear here too.

The PPE section tells you specifically what type of respirator is required (if any), what cartridge or filter, glove material and thickness, eye protection type, and any skin protection. Vague guidance like "wear appropriate gloves" is a red flag on an SDS; good manufacturers specify the glove material and the minimum breakthrough time.

For gloves, the SDS should tell you whether nitrile, neoprene, butyl rubber, or another material is appropriate. Different chemicals permeate different glove materials at different rates, and a nitrile glove that works perfectly for one solvent may fail within minutes for another.

OSHA's respiratory protection standard at 29 CFR 1910.134 applies whenever an SDS specifies a respirator is required ^[5]. That standard has its own program requirements: fit testing, medical evaluation, training, and written procedures.

What do Sections 9 through 11 tell you about how a chemical behaves?

These three sections describe the chemical's physical behavior, stability, and effects on the human body. They are the ones industrial hygienists and safety professionals read most carefully when assessing a new chemical.

Section 9 (Physical and Chemical Properties) includes flash point, vapor pressure, vapor density, boiling point, pH, odor threshold, flammability limits (lower explosive limit and upper explosive limit), and solubility. The flash point tells you the lowest temperature at which a liquid can produce enough vapor to ignite. A chemical with a flash point below 73 degrees Fahrenheit (23 degrees Celsius) and a boiling point at or below 95 degrees Fahrenheit is a Category 1 flammable liquid under GHS. That matters for storage and ventilation requirements.

Section 10 (Stability and Reactivity) tells you what conditions to avoid (heat, moisture, light, air), what materials the chemical reacts dangerously with, and what decomposition products it can form over time or under heat. Some chemicals are stable in isolation but reactive when mixed with ordinary things like water or air.

Section 11 (Toxicological Information) is where you find the hard numbers on toxicity. LD50 (lethal dose, 50% mortality) values come from animal studies and give a rough sense of acute toxicity. LC50 values do the same for inhalation. The section also addresses whether the substance is a suspected or confirmed carcinogen, mutagen, or reproductive toxin, and covers chronic health effects from repeated low-level exposure. IARC classifications and NTP listings for carcinogens should appear here if they apply.

How long must employers keep safety data sheets, and how must they be stored?

OSHA's HazCom standard at 29 CFR 1910.1200(g)(8) requires that SDS be readily accessible to employees during each work shift when they are in the work area where hazardous chemicals are used ^[1]. "Readily accessible" means a worker can get to the SDS without asking a manager, without waiting, and without leaving their work area and losing track of an emergency.

Electronic access is acceptable under OSHA's policy, provided the system is reliable, workers know how to use it, and a backup is available if the system goes down. A 2012 OSHA letter of interpretation confirmed that electronic SDS systems are acceptable when these conditions are met ^[6].

OSHA does not set a retention period for SDS in the HazCom standard itself, but 29 CFR 1910.1020 (the Access to Employee Exposure and Medical Records standard) requires employers to keep records of employee chemical exposures for 30 years ^[7]. Courts and OSHA inspectors have generally interpreted this to mean that SDS for chemicals workers were exposed to should be retained for the same period, even after the chemical is no longer in use.

For small businesses, the most practical system is a three-ring binder at each work station where chemicals are used, with a master digital copy. Not glamorous. Works every time.

If your operation involves detailed hazard tracking or incident documentation, linking your SDS system to your incident report process helps ensure that when something happens, the right SDS is already in front of the responders.

Who writes a safety data sheet and how accurate are they?

The chemical manufacturer or importer is responsible for preparing the SDS under 29 CFR 1910.1200(g)(1) ^[1]. They bear the legal responsibility for accuracy. Distributors and employers who repackage chemicals may also be required to prepare or update SDS.

Accuracy is a real problem. Several peer-reviewed studies have found errors in commercially available SDS. A 2014 study published in the Journal of Chemical Health and Safety examined 150 SDS from major manufacturers and found significant errors in roughly 20% of them, particularly in PEL citations and first aid guidance (though data on current error rates is hard to pin down precisely because no systematic surveillance exists across the full U.S. market).

When you receive an SDS for a chemical you haven't used before, it is worth checking at least a few things against external sources: confirm the PEL against OSHA's air contaminant tables in 29 CFR 1910.1000, verify carcinogen listings against the IARC website or the NTP's Report on Carcinogens, and cross-check physical properties against the NIST Chemistry WebBook if precision matters.

For something as widely used as hydrochloric acid, the HCl safety data sheet article shows what a complete, well-prepared SDS looks like in practice, which gives you a useful benchmark for comparing other chemical SDS you receive.

Where can you find safety data sheets for free?

The manufacturer's website is the first place to look. Most large chemical companies post SDS in a searchable database, and under HazCom they are required to provide one on request. If you buy a chemical from a distributor, they must provide the SDS with the first shipment and whenever the SDS is updated.

For free public databases, a few reliable ones exist:

OSHA's own Hazard Communication resources at OSHA.gov link to vendor databases and general guidance, though OSHA does not maintain a central SDS repository ^[8]. The National Institute for Occupational Safety and Health (NIOSH) maintains the NIOSH Pocket Guide to Chemical Hazards, which covers about 700 common chemicals with concise hazard data ^[9]. The NIST Chemistry WebBook (webbook.nist.gov) provides detailed physical and chemical property data for thousands of substances, which is useful for checking Section 9 accuracy ^[10].

For a water safety data sheet specifically, major water utilities and industrial water suppliers post these online. Because water is generally non-hazardous, the SDS is largely informational, but it follows the same 16-section structure, and Sections 2 and 11 will simply indicate the absence of significant hazards.

Third-party aggregator sites exist, but quality varies widely. Stick with the manufacturer's own SDS or NIOSH/NIST data when you need reliable information.

What training do workers need on how to read an SDS?

OSHA's HazCom standard requires employee training at 29 CFR 1910.1200(h) ^[1]. Workers must understand how to read and use an SDS, what the sections mean, how to find the SDS for the chemicals in their area, and what to do if they can't find one.

The standard does not specify a minimum number of training hours. It requires effective training, meaning workers must actually be able to demonstrate understanding, more than sit through a video. OSHA has cited employers for training that was technically delivered but clearly ineffective.

Training must happen before a worker's initial assignment to work with hazardous chemicals, and whenever a new hazard is introduced to the workplace. There is no set annual retraining requirement under HazCom, but many employers retrain annually to close the gap between new hires and experienced staff.

For supervisors who oversee chemical handling, deeper training through OSHA 30 covers hazard communication as part of a broader safety curriculum. For workers who need a baseline, the OSHA training article breaks down which course levels apply to which job roles.

One thing worth knowing: if a worker is injured by chemical exposure and the employer can't show documented HazCom training, that is an automatic citation under 29 CFR 1910.1200(h). Keep training records.

What happens if an SDS is missing, outdated, or incomplete?

Missing SDS is an OSHA violation under 29 CFR 1910.1200(g). OSHA can issue a citation for each chemical without an accessible SDS. Serious violations carry penalties up to $16,550 per violation as of 2024, and willful or repeat violations can reach $165,514 per violation ^[11].

An outdated SDS is a gray area. OSHA requires that the SDS reflect current information about the chemical. Manufacturers must update an SDS within three months of learning of significant new information about hazards. If you're using a 15-year-old SDS that hasn't been revised, you're taking a risk, especially for chemicals whose carcinogenicity or exposure limit guidance has changed.

An incomplete SDS, meaning one that is missing required sections or leaves required fields blank without explanation, can also be cited. OSHA's inspection officers are trained to review SDS as part of a HazCom inspection, and "N/A" (not applicable) is acceptable for fields that genuinely don't apply, but blank fields in sections like Section 8 or Section 2 are a citation risk.

If you request an updated SDS from a manufacturer and they fail to provide one, document your request in writing. OSHA has recognized that employers who make good-faith documented efforts to obtain SDS are in a better position than those who simply ignore the gap.

Your hazard communication written program should include a procedure for requesting and updating SDS, including who is responsible and what to do when a SDS cannot be obtained. If you haven't built that program yet, SafetyFolio's safety program generator walks you through a compliant HazCom written program section by section.

Frequently asked questions

Do safety data sheets have to be in English?

OSHA requires that SDS be in English, but employers whose workers speak other languages should also provide translations when available. The English SDS is the legally required document. Under 29 CFR 1910.1200(g), the manufacturer must provide SDS in English, and employers may additionally provide translated versions to improve worker comprehension. Some manufacturers offer multi-language SDS; you can request them directly.

What is the difference between an SDS and an MSDS?

MSDS (Material Safety Data Sheet) was the pre-2012 term for these documents. OSHA's 2012 HazCom update aligned U.S. requirements with the GHS format and renamed them SDS (Safety Data Sheet). The key difference is structure: MSDS had no required format, so documents varied widely. SDS must follow the fixed 16-section GHS format. Old MSDS documents are not compliant; you need current SDS for any chemical still in use.

Are safety data sheets required for all chemicals, including household products?

OSHA's HazCom standard at 29 CFR 1910.1200 exempts consumer products used in the workplace in the same manner and frequency as a normal consumer would use them. If a worker is exposed to a household cleaner at greater frequency or duration than a typical consumer, the exemption no longer applies and an SDS is required. When in doubt, request one. Manufacturers must provide SDS for any commercial sale of a hazardous substance.

Can workers access safety data sheets electronically, or do they need paper copies?

Electronic access is permitted under OSHA's 2012 HazCom standard and confirmed in a 2012 OSHA letter of interpretation. The system must be reliable, accessible during every shift without barriers, and workers must be trained to use it. A backup plan is required for system outages. Many employers keep a paper binder for the five to ten most frequently used chemicals as a redundant backup even when an electronic system is their primary method.

What is Section 8 of a safety data sheet and why is it the most practically important?

Section 8 covers exposure controls and personal protection. It lists OSHA PELs, ACGIH TLVs, NIOSH RELs, and specifies exactly what PPE is required: respirator type and cartridge, glove material, eye protection, and skin protection. For day-to-day chemical safety, Section 8 is what supervisors use to equip workers correctly. Errors or vague language in Section 8 are among the most common SDS quality problems and can result in underprotected workers.

How often do safety data sheets need to be updated?

Manufacturers must revise an SDS within three months of receiving significant new information about a chemical's hazards or safe handling under 29 CFR 1910.1200(g)(5). There is no mandatory review cycle if no new information emerges. For employers, best practice is to verify your SDS against the manufacturer's current version annually, especially for chemicals with evolving regulatory status, such as those under IARC or OSHA-reviewed carcinogen evaluations.

What is a water safety data sheet and does water need one?

A water safety data sheet follows the same 16-section GHS format but reflects water's non-hazardous status. Sections covering health hazards, flammability, and toxicology will show no significant hazards. OSHA does not require an SDS for water because it is not classified as a hazardous chemical. However, manufacturers and industrial suppliers sometimes provide one voluntarily. If you encounter a water SDS, it works well as a format example because the absence of hazard data makes each section's purpose very clear.

What should I do if I can't find an SDS for a chemical I already have on-site?

Contact the manufacturer or distributor directly in writing and request the SDS. Document your request with date and method of contact. If the product name has changed, search by CAS number using NIOSH's Pocket Guide database or the manufacturer's website. For very old chemicals with no traceable manufacturer, OSHA has general industry guidance on substitution as a control measure. Leaving the gap undocumented is the worst option, as it removes any good-faith defense during an inspection.

Does OSHA inspect companies specifically for SDS compliance?

Yes. HazCom violations, which include missing or inaccessible SDS, are consistently among the top five most cited OSHA standards year over year. Inspectors check whether SDS are present, accessible, current, and whether workers know how to find and use them. A targeted HazCom inspection often triggers a broader review of the written program and training records. Keeping SDS organized and training documented is the single best defense.

What does 'safety data sheets include the following' mean in an OSHA context?

When OSHA says SDS must include certain information, it refers to the minimum content requirements in Appendix D of 29 CFR 1910.1200. The standard specifies more than that 16 sections must exist, and what information each section must contain at minimum. A document that follows the numbering but leaves substantive fields blank or uses vague language can still be a violation. Appendix D is the definitive checklist for what complete compliance looks like.

Can a single SDS cover multiple products or mixtures?

Generally, no. Each product or mixture needs its own SDS because the hazard profile is specific to that formulation. A manufacturer might use a family or generic SDS for nearly identical products within a product line, but only if the hazard classification and all relevant properties are identical. If concentrations differ enough to change the hazard category, a separate SDS is required. For employers, if two products look similar but come with different SDS, treat them as different chemicals.

What are the penalties for not having safety data sheets available?

OSHA classifies missing or inaccessible SDS as a serious violation under 29 CFR 1910.1200(g). Serious violations carry penalties up to $16,550 per violation as of 2024. Willful or repeat violations can reach $165,514 per violation. Each chemical without an accessible SDS can be cited separately. OSHA inspectors document which chemicals are on-site and match them against available SDS, so a facility with dozens of chemicals and poor SDS management faces significant cumulative exposure.

What sections of an SDS are most relevant for first responders and emergency personnel?

Sections 4, 5, and 6 are the emergency response sections. Section 4 covers first aid by exposure route. Section 5 covers firefighting, including which extinguishing agents work and what toxic combustion products may form. Section 6 covers spill response and personal protection for responders. Emergency personnel often also check Section 9 for flash point and vapor density and Section 14 for DOT hazard class. Many facilities post a one-page emergency summary from these sections near storage areas.

How do GHS pictograms on an SDS relate to what appears on the chemical label?

The GHS pictograms in Section 2 of the SDS must match the pictograms on the chemical's container label. Both documents derive their hazard communication from the same GHS classification. If an SDS shows a skull-and-crossbones pictogram and the label does not, one of them is wrong. Employers should verify label-to-SDS consistency for chemicals they receive. Under 29 CFR 1910.1200, both the label and the SDS are required elements of a compliant hazard communication system.

Sources

1. Bureau of Labor Statistics, Occupational Injuries and Illnesses Involving Chemical Exposures: BLS tracks nonfatal occupational injuries involving exposure to harmful substances, with roughly 13,000 cases annually in recent survey years
2. OSHA, 29 CFR 1910.1000 Air Contaminants (PEL Tables): Establishes OSHA Permissible Exposure Limits that must be listed in Section 8 of an SDS
3. OSHA, 29 CFR 1910.134 Respiratory Protection Standard: Applies whenever an SDS specifies a respirator is required, mandating fit testing, medical evaluation, and a written program
4. OSHA, 29 CFR 1910.1020 Access to Employee Exposure and Medical Records: Requires employers to retain employee chemical exposure records for 30 years, which extends to SDS for chemicals workers were exposed to
5. NIOSH, Pocket Guide to Chemical Hazards: Free NIOSH database covering approximately 700 chemicals with concise hazard data usable for cross-checking SDS accuracy
6. NIST, Chemistry WebBook: Provides detailed physical and chemical property data for thousands of substances, useful for verifying Section 9 of an SDS
7. OSHA, Civil Penalty Policy and Maximum Penalty Amounts: As of 2024, serious violations carry penalties up to $16,550 per violation; willful or repeat violations up to $165,514 per violation
8. OSHA, 29 CFR 1910.1200 Appendix D: Minimum Information for SDS: The definitive regulatory checklist specifying the minimum content required in each of the 16 SDS sections