Glossary
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SDS – Safety Data Sheet
What is a Safety Data Sheet (SDS)?
Safety Data Sheet (SDS) is a fundamental, legally binding document that contains detailed information about hazardous chemical substances and mixtures. Its primary purpose is to inform users, employers, transporters, and other entities about the hazardous properties of a product, its proper use, storage, transport, disposal, and measures to take in emergency situations. The Safety Data Sheet is a key element of chemical safety management at all levels of the supply chain.
History and development of SDS:
- Before 2015, various formats were used (MSDS – Material Safety Data Sheet); with the introduction of the Globally Harmonized System of Classification and Labelling of Chemicals (GHS), a uniform SDS format with precisely defined 16 sections was adopted.
- The EU implemented GHS through REACH Regulation (EC 1907/2006) and CLP Regulation (EC 1272/2008).
- Since 1 January 2023, all Safety Data Sheets in the EU must be compiled according to Commission Regulation (EU) 2020/878, which introduces new requirements (nanoforms, endocrine disruptors, etc.).
Significance and purpose of the Safety Data Sheet
SDS fulfils these key functions:
- Hazard identification: Precisely specifies all physical, health, and environmental risks.
- Instructions for safe handling: Detailed recommendations for work, storage, and transport.
- Specification of protective measures: Mandatory technical and organizational measures, recommended personal protective equipment (PPE).
- Procedures for emergency events: Instructions for accidents, fires, spills, first aid.
- Legal and regulatory compliance: Fulfils legal obligations under REACH, CLP, and other regulations (e.g., Poison Centre Notification – PCN).
SDS is a fundamental document for:
- employers (risk management, training, employee health protection)
- employees (safe handling, health protection)
- transport companies (proper handling and transport of hazardous goods)
- toxicology centres (first aid)
- consumers, laboratories, consulting firms
When is SDS mandatory
The obligation applies in particular to:
- Substances/mixtures classified as hazardous according to CLP (EC 1272/2008)
- PBT/vPvB substances (persistent, bioaccumulative and toxic / very persistent and very bioaccumulative)
- Substances on the REACH authorization list (Annex XIV)
- Mixtures containing a hazardous component above the specified limit – SDS also on request
- Substances with a determined exposure limit at EU level
Exceptions – SDS is not required for:
- articles (products that do not release hazardous substances during normal use)
- medicines, cosmetics, medical devices, food and feed, radioactive substances, certain intermediates
Note: In practice, SDS are often prepared voluntarily (e.g., for export outside the EU, customer requirements).
Legal requirements for SDS in the EU
| Area | Requirement / Legislation |
|---|---|
| Legal framework | REACH (EC 1907/2006), CLP (EC 1272/2008) |
| SDS structure | Commission Regulation (EU) 2020/878 (from 2023) |
| Mandatory sections | 16 (see below) |
| Language of SDS | Official language of the target country |
| Form | Free of charge, printed or electronic |
| Deadline for submission | No later than the day of first delivery |
| Update obligation | With each change that affects safety |
| Responsibility | Each entity in the chain that places on the market |
News and legislative changes (2023+):
- New hazard classes (endocrine disruptors, PMT/vPvM substances)
- Mandatory data on nanoforms
- Transition periods for new classifications: substances from 1 May 2025, mixtures from 1 May 2026
Structure of the Safety Data Sheet – detailed guide to 16 sections
| Section | Content | Typical details and common errors |
|---|---|---|
| 1 | Identification of substance/mixture and company | Product name, use, supplier, contacts, emergency line |
| 2 | Hazard identification | Classification, pictograms, signal word, H-/P-statements, other hazards |
| 3 | Composition / information on components | Chemical name, CAS, concentration, component identification |
| 4 | First aid measures | According to exposure route, symptoms, recommended care |
| 5 | Fire-fighting measures | Suitable/unsuitable extinguishing media, firefighter protection, special hazards |
| 6 | Accidental release measures | Measures, protective equipment, remediation, ecology |
| 7 | Handling and storage | Conditions, incompatible substances, exposure prevention |
| 8 | Exposure controls / PPE | Exposure limits, technical measures, PPE (type, specifications) |
| 9 | Physical and chemical properties | Boiling point, flash point, pH, appearance, odour, density, etc. |
| 10 | Stability and reactivity | Reactivity, stability, dangerous reactions and decomposition products |
| 11 | Toxicological information | Exposure routes, effects, LD50, carcinogenicity, chronic effects |
| 12 | Ecological information | Toxicity, persistence, bioaccumulation, mobility, test results |
| 13 | Disposal considerations | Disposal methods, recycling, waste |
| 14 | Transport information | UN number, official name, class, packing group, IMDG, ADR |
| 15 | Regulatory information | Specific regulations (national/EU), restrictions, authorizations |
| 16 | Other information | Revision, changes, explanations, sources, references |
Common errors in SDS (according to ECHA Enforcement Forum, 2022):
- Missing or incomplete data on nanoforms
- Insufficient information on endocrine disruptors
- Missing data on composition and exposure scenarios
- Outdated classification and incorrect H-/P-statements
Obligations and responsibility in the supply chain
- Each person placing a substance/mixture on the market is responsible for the correctness and currency of the SDS (manufacturer, importer, distributor, downstream user).
- Compilation of SDS must be carried out by a professionally qualified person (knowledge of chemical legislation, experience with toxicology, ecology, occupational safety, training).
- SDS updates: Mandatory with each change that affects risks, measures, classification, authorizations/restrictions under REACH/CLP.
- Submission of SDS: Free of charge, in electronic or printed form, always on the day of first delivery, to members of the supply chain and on request to other entities (e.g., government authorities, toxicology centre).
Quality and control of SDS
- Up to 35% of SDS in the EU failed ECHA inspection (2022): Most often due to insufficient updates, incomplete data, or poor quality of information.
- It is important to state the revision date, clearly mark changes and page numbers of the document.
- When transporting loose cargo by sea, special data according to IMO/IMDG must be added.
Tips for quality SDS:
- Simple, understandable language
- No vague formulations (“probably safe”)
- Clear structure, page numbering, clear revision
Frequently asked questions and answers (FAQ)
| Question | Answer |
|---|---|
| When must I have an SDS for a product? | If the substance/mixture is hazardous according to CLP, or contains PBT/vPvB/authorized substances, or on request. |
| Is SDS mandatory when reselling? | Yes – everyone in the chain is responsible for the SDS for their products. |
| Do I need an SDS for non-chemical products? | No, exceptions are articles, medicines, cosmetics, food, etc. |
| Who compiles the SDS? | A professionally qualified person with experience and knowledge of chemical legislation. |
| How often should SDS be updated? | With each change affecting risks, measures, classification, etc. |
Practical advice and recommendations
- Use only current and officially approved templates according to EU Regulation 2020/878.
- Ensure regular checks and reviews of SDS, especially when legislation or classification changes.
- Pay increased attention to data on nanoforms and endocrine disruptors.
- Correct labelling and language: SDS must be in the official language of the given country and contain correct H-/P-statements and pictograms.
- Record and archive all versions of SDS, including change history.
Sources and legislation used
- REACH Regulation (EC 1907/2006)
- CLP Regulation (EC 1272/2008)
- Commission Regulation (EU) 2020/878 (effective from 1 January 2023)
- Globally Harmonized System GHS (UN)
- ECHA Guidelines for SDS Compilation (2020, version 4.0)
- Enforcement Forum Inspections (ECHA)
Related terms
- GHS (Globally Harmonized System)
- CLP (Classification, Labelling and Packaging)
- PCN (Poison Centre Notification)
- PPE (personal protective equipment)
- PBT/vPvB/PMT/vPvM substances
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