Safety Data Sheets (SDS)

If your workplace uses hazardous substances, you need to know how to handle them safely. That’s where Safety Data Sheets (SDS) come in.

These documents provide essential information about chemicals and other hazardous materials, helping you manage risks and comply with the Control of Substances Hazardous to Health (COSHH) Regulations.

But what exactly is an SDS, where do you get one, and how do you use it for a COSHH assessment? Let’s get into it.

What is a Safety Data Sheet (SDS)?

A Safety Data Sheet (SDS) also known as a Material Safety Data Sheet (MSDS) is a document that provides detailed information about a hazardous substance. It’s designed to help you understand:

• What the substance is made of

• What risks it poses to health and safety

• How to handle, store, and dispose of it safely

• What to do in case of an emergency (spills, fires, first aid)

Who provides an SDS?

The manufacturer or supplier of a hazardous substance must provide an SDS when you purchase the product. If a chemical is classified as hazardous under UK REACH (Registration, Evaluation, Authorisation and Restriction of Chemicals), it must have an SDS.

Where can you get an SDS?

If you use hazardous substances in your workplace, you should already have an SDS for each one. You can get them from:

• Your supplier: SDSs should be provided with your purchase, either digitally or in print.

• The manufacturer’s website: Many companies make SDSs available for download.

•  Requesting it directly: If you didn’t receive an SDS, ask your supplier for one. They are legally required to provide it.

Once you have an SDS, store it in an accessible place where employees can easily refer to it—whether that’s digitally on a cloud-based document storage system or in printed format in the workplace.

Why do you need an SDS?

An SDS isn’t just a technical document—it’s a legal requirement for handling hazardous substances safely. Here’s why it’s essential:

Ensuring worker safety

An SDS tells you what protective measures to take, such as wearing gloves, using ventilation, or avoiding mixing with other chemicals.

COSHH compliance

If you use hazardous substances, you must carry out a COSHH risk assessment and an SDS provides the information you need to do that properly.

Emergency preparedness

If there’s a spill, fire, or exposure incident, the SDS tells you exactly what to do, from first aid procedures to fire safety.

Proper storage and disposal

Some substances degrade if stored incorrectly, while others require special disposal methods. The SDS makes sure you follow the correct procedures.

How to USE an SDS for a COSHH assessment

A COSHH assessment helps you evaluate risks and put control measures in place—but an SDS is not a risk assessment on its own.

You need to interpret the information in the SDS and apply it to your specific work environment. All SDS or MSDS follow an internationally recognised format split into 16 sections.

Here’s how to navigate an SDS effectively for your COSHH assessment:

Identify the substance and its hazards (Sections 1-3)

• Section 1: Identifies the product, including its name and use

• Section 2: Lists hazard classifications  (flammable, toxic, irritant)

• Section 3: Details the chemical composition (useful if workers have allergies or sensitivities)

What to do:

• Look for hazard symbols (skull and crossbones for toxicity, flame for flammability)

• Identify who in your workplace is at risk from exposure

Assess exposure risks (Sections 4-8)

• Section 4: First aid measures

• Section 5: Fire fighting measures

• Section 6: Accidental release measures (how to handle spills safely)

• Section 7: Safe handling and storage (crucial for preventing hazards)

• Section 8: Exposure controls and PPE (what equipment workers need)

What to do:

• Determine if additional safety measures (extraction systems, protective gear) are needed

• Ensure employees know safety procedures

Plan safe handling and control measures (Sections 9-12)

• Section 9: Physical and chemical properties (helps to determine risks)

• Section 10: Stability and reactivity (what the substance reacts with and how it might degrade)

• Section 11: Toxicological information (long-term health effects)

• Section 12: Environmental impact (how to prevent harm if spilled)

What to do:

• Ensure workers follow proper handling procedures

• Store the substance correctly (away from heat or incompatible chemicals)

• Check if health surveillance is needed for long-term exposure risks

Review disposal and transport requirements (Sections 13-16)

• Section 13: Disposal methods (whether it requires special waste disposal)

• Section 14: Transport information (if there are restrictions on moving the substance)

• Section 15: Regulatory information (compliance details under UK law)

• Section 16: Other relevant information

What to do:

• Make sure hazardous waste is disposed of legally

• If transporting chemicals, follow the correct packaging and labelling regulations

Implementing your findings

Once you’ve reviewed the SDS, apply what you’ve learned to your workplace by:

• Updating your COSHH risk assessments

• Implementing control measures

• Training employees on safe handling and emergency procedures

• Keeping SDSs easily accessible for workers

Just remember an SDS is just one part of managing hazardous substances—you also need to regularly review risk assessments and check that your safety measures remain effective.

Always make sure your Safety Data Sheets are up to date

Safety Data Sheets are a crucial tool for keeping your workplace safe and COSHH-compliant. They tell you everything you need to know about hazardous substances, but it’s up to you to interpret them correctly and put the right safety measures in place.

If you haven’t already, review your Safety Data Sheets, make sure they’re up to date, and use them to improve your COSHH risk assessments. A little preparation now can prevent serious health and safety risks down the line.