Sample SDS safety data sheet: what every section means and requires

Last updated 2026-07-09

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

A Safety Data Sheet travels with every hazardous chemical from the factory to whoever ends up handling it. It replaced the old Material Safety Data Sheet (MSDS) format in 2012, when OSHA rewrote the Hazard Communication Standard to match the United Nations Globally Harmonized System of Classification and Labelling of Chemicals (GHS). The final rule took effect in 2013, and full employer compliance was required by June 1, 2016 ^[1].

OSHA's Hazard Communication Standard, at 29 CFR 1910.1200, requires chemical manufacturers and importers to prepare an SDS for each hazardous chemical they make or import. It also requires downstream employers to keep those SDSs on file and available to workers ^[2]. The standard covers general industry, construction, maritime, and agriculture. Almost no sector escapes it.

The practical reason matters too. Workers who understand what they're handling make better decisions when something goes wrong. A clear SDS tells a first responder within 30 seconds whether a spill needs water or will react violently with it. That speed saves lives and contains liability.

You can read the broader framework of chemical safety rules in our guide to hazard communication.

What does a real SDS look like? A section-by-section walkthrough

OSHA mandates exactly 16 sections in a fixed order. Sections 1 through 8 are the ones workers reach for most. Sections 9 through 11 go deeper, aimed at safety officers and industrial hygienists. Sections 12 through 15 cover environmental, regulatory, and transport data (OSHA doesn't enforce the content of 12, 13, and 15 in most workplaces, but the sections still have to be there). Section 16 holds other information, including the revision date.

Here is what each section covers, using a hypothetical example for a common industrial cleaner containing hydrochloric acid (HCl) at 10% concentration:

Section 1, Identification Product name, manufacturer name, address, emergency phone number, and intended use. Example: "Industrial Descaler 10. Supplier: ABC Chemicals, 123 Industrial Way, Houston TX. Emergency: CHEMTREC 1-800-424-9300. Use: descaling metal surfaces."

Section 2, Hazard identification GHS hazard classification, signal word (Danger or Warning), hazard statements, and precautionary statements. For 10% HCl: "Danger. Causes severe skin burns and eye damage (Skin Corr. 1A, H314)." The corrosion pictogram is required here.

Section 3, Composition/information on ingredients Chemical identity, CAS number, and concentration. Example: "Hydrochloric acid, CAS 7647-01-0, 10%; Water, CAS 7732-18-5, 90%."

Section 4, First-aid measures What to do for each exposure route: inhalation, skin, eyes, ingestion. This section must note symptoms and whether immediate medical attention is needed. "Eyes: rinse with water for 15-20 minutes; seek medical attention immediately."

Section 5, Fire-fighting measures Extinguishing agents, special hazards of combustion products, protective equipment for firefighters. HCl solutions are not flammable but can release hydrogen chloride gas when heated hard.

Section 6, Accidental release measures Spill containment, cleanup procedures, PPE to wear during cleanup. "Neutralize with sodium bicarbonate. Do not flush to drain without pH adjustment."

Section 7, Handling and storage Precautions for safe handling, incompatible materials, storage conditions. "Store away from bases, metals, and oxidizers. Ventilated area required."

Section 8, Exposure controls/personal protection OSHA permissible exposure limits (PELs), ACGIH TLVs, engineering controls, and PPE requirements. For HCl the OSHA PEL is a ceiling of 5 ppm (29 CFR 1910.1000 Table Z-1) ^[3]. "Nitrile gloves, face shield, and chemical splash goggles required for handling."

Sections 9-11 cover physical and chemical properties (flash point, pH, vapor pressure), stability and reactivity, and toxicological information (LD50, routes of exposure, carcinogenicity). Dense reading, but a safety manager should work through them before writing a chemical hygiene plan.

Sections 12-15 cover ecological information, disposal, transport classifications (DOT, IATA, IMDG), and regulatory status under TSCA, CERCLA, SARA Title III, and similar rules.

Section 16 lists the SDS preparation or revision date and the references used. Always check this date. An SDS more than three years old for a frequently reformulated product may be stale.

For a closer look at HCl specifically, see our annotated hcl safety data sheet article.

What are the 16 GHS sections of an SDS in order?

The GHS order is fixed. Appendix D to 29 CFR 1910.1200 spells out the mandatory sequence ^[2]. Here it is as a quick reference:

#	Section name	Who uses it most
1	Identification	Everyone
2	Hazard identification	Everyone
3	Composition/ingredients	Safety officer, industrial hygienist
4	First-aid measures	Workers, first responders
5	Fire-fighting measures	Firefighters, EHS
6	Accidental release measures	Workers, spill responders
7	Handling and storage	Workers, supervisors
8	Exposure controls/PPE	Safety officer, workers
9	Physical and chemical properties	EHS, chemists
10	Stability and reactivity	EHS, chemists
11	Toxicological information	Industrial hygienist, medical
12	Ecological information	Environmental compliance
13	Disposal considerations	Environmental compliance
14	Transport information	Shipping/logistics
15	Regulatory information	EHS, legal
16	Other information	Everyone

OSHA states plainly that it "will not enforce" Sections 12 through 15 for content accuracy, because those sections fall under other agencies like EPA and DOT. The sections must still be present in the document ^[2].

How do SDSs and GHS labels work together?

The SDS and the container label are two halves of the same communication system. The label is the fast read at the point of use. The SDS is the full reference.

GHS labels have six required elements: product identifier, supplier information, signal word, hazard statements, precautionary statements, and pictograms ^[1]. The SDS opens each one up into detail you can act on. If a label says "Danger, causes severe skin burns," the SDS tells you what concentration triggers that classification, what PPE prevents it, and what medical treatment follows exposure.

Here's a friction point I see constantly: workers grab unlabeled secondary containers. OSHA allows a portable container exemption if the employee who fills it uses all of it during that shift and it stays with them. The moment it leaves their hands, it needs a label. The SDS has to be accessible no matter what the container says ^[2].

Pictograms deserve extra attention. There are nine GHS pictograms. The corrosion symbol (melting hand and surface) is one most workers recognize on sight. The less familiar ones, like the exclamation mark (irritant/harmful) or the environment symbol (dead fish and tree), get ignored. Good training ties the pictogram on the label back to the SDS section that explains it.

Where do you get an SDS for a product?

Several reliable places, in order of preference:

1. The manufacturer's website. Most major chemical suppliers keep searchable SDS libraries. Search "[product name] SDS" plus the manufacturer name.

2. The OSHA Hazard Communication page links to free SDS databases, including the ILO's ICSC (International Chemical Safety Cards) at ilo.org and the NIOSH Pocket Guide at cdc.gov ^[4].

3. Third-party SDS databases like MSDS Online, VelocityEHS, or 3E Exchange pull SDSs from thousands of manufacturers into one place. These services charge subscription fees, but they earn their keep for businesses juggling hundreds of chemicals.

4. Contact the supplier directly. Under 29 CFR 1910.1200(g)(6), manufacturers must provide an SDS with the first shipment and with any shipment after the SDS has been updated ^[2]. If a supplier refuses, that is a violation on their end. Document the request and escalate.

One thing to watch: third-party databases sometimes host outdated versions. Confirm the version date matches the manufacturer's current SDS. Use the revision date in Section 16 to verify.

How must employers store and provide access to SDSs?

OSHA's language is specific: SDSs must be "readily accessible to employees in their work area during each work shift" (29 CFR 1910.1200(g)(8)) ^[2]. Three phrases in that sentence carry real weight.

"Readily accessible" means no unreasonable barriers. A locked cabinet that needs a supervisor's key does not qualify. A binder on the supervisor's desk in a locked office does not qualify after hours.

"Work area" means near where the chemical actually gets used. A central binder in the break room fails if workers are handling chemicals in a warehouse 200 feet away.

"During each work shift" means night shift workers need access too, same as day shift.

Electronic access is allowed under OSHA's 2012 rule, with strings attached. The system must be reliable and workers must be trained to use it. A backup must exist for power outages or computer failures ^[2]. A printed binder as backup is the simplest fix and costs almost nothing.

OSHA doesn't require a fixed retention period for SDSs in most industries. But the agency recommends keeping SDSs for chemicals no longer in use for 30 years if they could have caused employee exposure, to support future medical monitoring or workers' compensation claims ^[4].

If you're building or updating your written hazard communication program, SafetyFolio's safety program generator walks through the SDS access documentation in about 15 minutes.

What information does Section 8 require for PPE?

Section 8 is where the SDS wires directly into your daily protective equipment decisions, and it's one of the most misread sections on the sheet.

It must list the applicable OSHA PEL, the ACGIH TLV (Threshold Limit Value), and any other occupational exposure limits. Then it describes engineering controls (ventilation, enclosure, local exhaust), administrative controls, and specific PPE.

PPE listed in Section 8 covers respiratory protection (which cartridge), hand protection (specific glove material and thickness, well beyond "wear gloves"), eye and face protection, skin and body protection, and any special equipment. A quality SDS names the glove material, because "gloves" is useless guidance. Nitrile at 0.5 mm may hold up against a dilute acid. It may fail fast against a concentrated organic solvent that eats through nitrile.

One honest caveat. SDS PPE recommendations run conservative and generic. They assume worst-case exposure with no site-specific engineering controls. A workplace with excellent local exhaust ventilation may safely use lighter PPE than the SDS lists, but that call requires a documented risk assessment. The SDS gives you the floor, not the ceiling.

For more on selecting and documenting PPE requirements, see our osha training guide.

What makes an SDS non-compliant or deficient?

OSHA cites employers under 29 CFR 1910.1200 for SDS problems fairly often. The failures fall into a handful of buckets:

Missing sections. A 15-section SDS is non-compliant. All 16 must be present even if some (like Section 12 ecological data) read "not applicable" or "not available" with an explanation.

Outdated format. SDSs still in the old 8-section MSDS format are non-compliant for any covered workplace. The transition deadline was June 1, 2016 ^[1].

Vague or missing exposure limits. Leaving Section 8 blank when OSHA PELs exist for the ingredients invites a citation.

Missing emergency phone number. Section 1 requires a 24-hour emergency contact. A business-hours-only number does not cut it.

Incorrect GHS classification. This one is subtle and expensive. If a manufacturer under-classifies a hazard (calling something a mild irritant when it meets the criteria for corrosion), downstream employers relying on that SDS carry the liability when someone gets hurt.

No SDS at all. The most common citation. If a chemical is in your facility and a worker could be exposed, you need its SDS. This isn't limited to chemicals you bought. It includes chemicals that drift in from neighboring operations, form as reaction byproducts, or arrive with contract workers.

OSHA's Hazard Communication Standard was among the most frequently cited standards in FY2023, holding a spot in the top 10 ^[5].

How do you read the toxicological information in Section 11?

Section 11 is the section most people skip and the one that pays off if you're choosing substitution chemicals or setting up medical surveillance.

The key figures:

LD50 (Lethal Dose 50): The dose that kills 50% of a test animal population, usually rats, by oral or dermal route. Expressed in mg/kg. A lower number means more acutely toxic. For context, table salt (sodium chloride) has an oral LD50 in rats of about 3,000 mg/kg. A chemical with an LD50 of 50 mg/kg is in another category entirely.

LC50 (Lethal Concentration 50): Same idea, but for inhalation, expressed in ppm or mg/m³ over a defined time.

Carcinogenicity listings: Section 11 must state whether the chemical is listed by IARC (International Agency for Research on Cancer), NTP (National Toxicology Program), or OSHA as a carcinogen or probable carcinogen. This drives your written program and your long-term monitoring obligations.

Target organ effects: Which organ systems chronic exposure puts at risk. Hepatotoxic (liver-damaging) chemicals call for different medical surveillance than neurotoxic ones.

Nobody has clean data on long-term low-dose effects for most industrial chemicals. The IARC monographs and NTP reports are the most rigorous sources, but they take years to produce. The NIOSH Pocket Guide, free from CDC ^[4], is a practical quick reference for common chemicals.

What training do workers need to understand SDSs?

OSHA requires training under 29 CFR 1910.1200(h). The training must cover how to read and use SDSs, how to find them, the location of the written hazard communication program, and the physical and health hazards of the chemicals in the work area ^[2].

The regulation doesn't name a format, a duration, or a certificate. What it requires is that workers actually understand the information. A 20-minute slide deck nobody remembers does not meet the intent of the standard, even with a signed attendance sheet.

Good SDS training shares a few traits. It uses the actual chemicals in the workplace, not generic examples. It walks through a real SDS for something workers touch every week. It asks workers to find specific information under time pressure, the way an emergency would. And it repeats when new chemicals show up, not only at hire.

The training requirement ties straight into your broader hazcom program. If you're building that program from scratch, our hazard communication guide covers the full written structure. For a credentials-based route, osha 30 training folds hazcom into a wider safety curriculum.

OSHA's enforcement position is clear. Training records should show who was trained, when, on which chemicals, and by whom. A single line in an employee file reading "HAZCOM training completed" is weak documentation.

How do SDSs relate to your written hazard communication program?

The SDS is one piece of a larger system, not the whole thing. OSHA's Hazard Communication Standard requires three parts working together: a written program, labels on containers, and SDSs ^[2].

The written program has to explain how your workplace runs all three. It must include a list of the hazardous chemicals in each work area, describe how you maintain SDS access, and explain how workers get trained when new chemicals come in ^[2].

A common small business mistake is treating an SDS binder as the written program. It isn't. The binder is the SDS library. The written program is the document that names who maintains that library, how you approve new chemicals, and what training happens.

The other common mistake is letting the chemical inventory rot. The SDS library is only as good as your inventory. If a facilities crew brings in a new cleaning product without telling safety, the SDS never makes it into the system. A quarterly walkthrough to reconcile what's actually on the shelves against what's in the inventory is the cheapest fix there is.

For businesses running complex programs across multiple job types, an incident report process tied into your hazcom program helps flag chemical exposures that would otherwise go unrecorded.

Do SDSs cover biological hazards or radiation?

No, and this gap surprises a lot of employers.

The GHS/SDS system is built for chemical hazards. Biological hazards (bacteria, viruses, fungi, bloodborne pathogens) fall under separate OSHA standards, mainly 29 CFR 1910.1030 for bloodborne pathogens, plus other standards for infectious agents. There is no SDS for MRSA or hepatitis B.

Radiation, both ionizing and non-ionizing, lives under other standards (29 CFR 1910.97 for non-ionizing, and NRC regulations for ionizing). Some chemical products may incidentally emit low levels of radiation (certain industrial gauges contain radioactive sources), and those hazards get handled in their own regulatory framework, not the SDS.

Some products straddle the line. A chemical disinfectant used to kill biological pathogens is a chemical product with an SDS. The pathogen it kills is not covered by the SDS system. Employers in healthcare and food processing run both systems at once, and it's easy for SDS training to quietly crowd out bloodborne pathogen training. They are not interchangeable.

If your workplace uses chemicals near electrical hazards or stored energy, the SDS won't touch those interaction risks. That's where lockout tagout procedures fill the gap.

Frequently asked questions

Is an SDS the same thing as an MSDS?

Functionally similar, not identical. The MSDS (Material Safety Data Sheet) was the older format, with no fixed number of sections or required order. OSHA's 2012 update to the Hazard Communication Standard replaced it with the 16-section GHS SDS. All workplaces had to transition to the new SDS format by June 1, 2016. If a supplier still hands you an MSDS in the old format, ask for the updated SDS.

How long do you have to keep SDSs on file?

OSHA doesn't set a universal retention period in the Hazard Communication Standard itself. But it recommends keeping SDSs for 30 years for any chemical that could have caused employee exposure, to support future medical claims. This matches the 29 CFR 1910.1020 access to employee exposure and medical records rule. In practice, keeping all SDSs indefinitely in a digital archive costs essentially nothing and settles the retention question for good.

Can you use electronic SDSs instead of paper binders?

Yes. OSHA permits electronic SDS access under the updated Hazard Communication Standard, with conditions. The system must be reliable, workers must be trained to use it, and a backup must exist for power or system failures. A printed binder as backup satisfies that requirement. The electronic system cannot require a supervisor's login or sit behind access controls that block worker use during their shift.

What is the signal word on an SDS and what does it mean?

GHS uses two signal words: Danger and Warning. Danger flags the more severe hazard category. Warning flags a less severe but still significant hazard. A product carries only one signal word. If multiple hazards apply and one rates Danger, the SDS and label use Danger. The signal word appears prominently in Section 2 of the SDS and on the container label.

Does OSHA require an SDS for every chemical in a workplace?

Only for hazardous chemicals, as defined by the GHS classification criteria. Articles (solid objects that don't release hazardous chemicals under normal use), foods, drugs, cosmetics, and consumer products used the way a household consumer would use them are generally exempt. Practically, if a chemical has any health or physical hazard classification, you need its SDS. When in doubt, keep it. Filing an extra SDS costs nothing.

What happens if a supplier won't provide an SDS?

Under 29 CFR 1910.1200(g)(6), manufacturers and distributors must provide an SDS with initial shipments and after updates. If a supplier refuses, document your written request and their non-response. You can file a complaint with OSHA against the manufacturer. As an employer, don't use the chemical until you have the SDS, because you can't meet your own worker training obligation without one. Contact OSHA's compliance assistance resources if a supplier stays unresponsive.

How do you read the exposure limits listed in Section 8?

Section 8 lists several types of limits. The OSHA PEL is the legally enforceable ceiling or time-weighted average. The ACGIH TLV is a non-enforceable guideline, often more current than the OSHA PELs, many of which date to 1971. The NIOSH REL is another non-binding recommendation. In practice, safety professionals target the most protective limit. If the TLV is lower than the PEL, designing controls to meet the TLV buys a larger safety margin.

What does a GHS pictogram look like and how many are there?

There are nine GHS pictograms, each a symbol inside a red diamond border. They cover: flame (flammable), flame over circle (oxidizer), exploding bomb (explosive/reactive), skull and crossbones (acute toxicity), corrosion (melting hand/surface), gas cylinder (compressed gas), exclamation mark (irritant/harmful), health hazard (person with starburst, for carcinogens/sensitizers), and environment (dead fish and tree). Pictograms appear in Section 2 of the SDS and on container labels.

Do small businesses with only a few chemicals still need a full hazcom program?

Yes. The Hazard Communication Standard applies to any employer with one or more hazardous chemicals in the workplace, regardless of company size or headcount. Even a two-person shop using a single solvent degreaser needs a written program, an SDS for that product, and documented worker training. OSHA's hazcom standard consistently ranks in the top 10 most cited standards, and small businesses get no pass.

What is a chemical inventory list and how does it relate to SDSs?

The chemical inventory (also called the hazardous chemicals list) is required by 29 CFR 1910.1200(e)(1)(i) as part of your written hazard communication program. It lists every hazardous chemical present in a work area. Each chemical on that list must have a matching SDS on file. The inventory is how you prove your SDS library is complete and how you spot gaps when a new product arrives. Update it every time a new chemical enters the workplace.

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

The PEL (Permissible Exposure Limit) is OSHA's legally enforceable limit under 29 CFR 1910.1000. Most PELs were set in 1971 and industrial hygienists consider them outdated. The TLV (Threshold Limit Value) is published annually by the American Conference of Governmental Industrial Hygienists (ACGIH) and reflects current toxicological evidence, but it is not legally enforceable. When the two differ, many safety professionals design controls to the lower (more protective) value.

Can a worker refuse to work with a chemical if there is no SDS?

Workers have the right under OSHA's General Duty Clause and the hazcom standard to refuse work they reasonably believe poses imminent danger. The absence of an SDS for a chemical they're asked to handle is a legitimate safety concern. OSHA's whistleblower protection provisions protect workers who raise such concerns in good faith. As an employer, the right move is to get the SDS before requiring use of the chemical, not to pressure the worker to proceed without it.

How often do SDSs need to be updated?

Manufacturers must update an SDS within three months of learning of new significant hazard information, under 29 CFR 1910.1200(g)(5). There is no fixed calendar update requirement for SDSs that haven't changed. As an employer, check your SDS library annually against the manufacturer's current version, especially for frequently reformulated products like cleaning compounds or adhesives. Section 16 shows the SDS preparation or revision date.

Sources

1. OSHA, 29 CFR 1910.1200 Hazard Communication Standard: Requires 16-section SDSs, ready access during each work shift, manufacturer provision with first shipment, and worker training on SDS use
2. OSHA, 29 CFR 1910.1000 Table Z-1 Air Contaminants: OSHA PEL for hydrochloric acid (hydrogen chloride) is a ceiling of 5 ppm
3. CDC/NIOSH Pocket Guide to Chemical Hazards: Free NIOSH reference for occupational exposure limits and chemical hazard data; OSHA recommends 30-year SDS retention for exposure-related chemicals
4. OSHA Top 10 Most Frequently Cited Standards, FY2023: Hazard Communication Standard was among OSHA's top 10 most cited standards in FY2023
5. OSHA, 29 CFR 1910.1020 Access to Employee Exposure and Medical Records: Requires employers to preserve records of employee chemical exposures and related documents for 30 years
6. United Nations, GHS Rev. 10 (Globally Harmonized System): GHS provides the international classification and labelling framework OSHA adopted in 2012, including the 9 pictograms and 16-section SDS format
7. ACGIH, TLVs and BEIs Documentation: ACGIH publishes annual TLV updates reflecting current toxicological evidence, which are often more protective than OSHA's 1971-era PELs
8. OSHA, 29 CFR 1910.1030 Bloodborne Pathogens Standard: Biological hazards are covered by separate OSHA standards, not the GHS/SDS system