A guide to safety data sheets for UK workplaces — what the sixteen sections contain, what's legally required, and how the SDS feeds into your COSHH risk assessment.

Suppliers must provide safety data sheets for substances and mixtures meeting the relevant REACH criteria. An SDS explains hazards, controls and emergency measures. It is an important input to a COSHH assessment, but not every product or workplace-generated substance has an SDS.

SDS is the term used in current UK and EU legislation. MSDS is an older term still used in some contexts. The title alone does not show whether a document is current: check the product, revision date, content and applicable law.

This page covers what an SDS contains, how to read one, and how it connects to the rest of COSHH. For the broader picture, see what COSHH is, and for the symbols you'll see on labels and in Section 2 of the SDS, see COSHH symbols and their meanings.

UK REACH applies in Great Britain, while EU REACH continues to apply in Northern Ireland. Article 31 sets the SDS supply duties in each regime. The requirements should be checked for the market where the product is supplied.

Article 31 requires an SDS for hazardous substances or mixtures and specified other cases. Supply it free of charge, in the required language, on paper or electronically, no later than first supply. Some mixtures require an SDS on request even when the mixture is not classified as hazardous.

An SDS need not routinely accompany a hazardous product sold to the general public if enough information is supplied for safe use. A downstream user or distributor can request one in the circumstances covered by Article 31. Product categories and exemptions also matter.

The sixteen sections

Annex II of UK REACH sets out the standard format for an SDS. There are sixteen numbered sections, in a fixed order, with the content of each section specified in detail. The format is harmonised internationally through GHS, so an SDS for a chemical sold in the UK looks broadly similar to an SDS for the same chemical sold in Germany, Japan or Australia.

Section 1 — Identification

The substance or mixture name, the supplier (with name, address and emergency contact), the recommended uses, and any uses advised against. For complex products, the trade name and any internal supplier reference appear here too.

Section 2 — Hazards identification

The classification of the substance under GB CLP, with the relevant hazard pictograms, signal word ("Danger" or "Warning"), hazard statements (H-statements with their three-digit codes) and precautionary statements (P-statements). Any hazards not covered by the formal classification (such as known health effects below classification thresholds) appear here too. This is the section that drives the COSHH assessment for the substance, because it's where the hazards are formally stated.

Section 3 — Composition

Section 3 identifies relevant substances or mixture ingredients and their concentrations or ranges under the applicable disclosure rules. It is not necessarily a complete recipe. Seek supplier advice where a particular ingredient or sensitivity needs clarification.

Section 4 — First-aid measures

What to do if someone is exposed to the substance by inhalation, skin contact, eye contact, or ingestion. The section also covers the symptoms to expect and any specific medical treatment that may be needed. The information here feeds directly into the workplace first-aid arrangements for the substance.

Section 5 — Fire-fighting measures

What kind of fire-extinguishing agents to use (and which not to use — water on burning sodium, for example), specific hazards from combustion, and protective equipment for fire-fighters. Where the substance can release toxic combustion products, the section identifies them. Site emergency arrangements use this information when planning fire response.

Section 6 — Accidental release measures

How to respond to a spill — what PPE to wear during clean-up, how to contain the spill, how to neutralise or absorb it, and how to dispose of the residue safely. For substances that release vapour, the section covers ventilation and area cordoning.

Section 7 — Handling and storage

How to handle the substance safely during normal use, and how to store it. For COSHH purposes, this section is critical — it usually identifies incompatible substances that must be segregated from this one, the kind of containers to use, ventilation requirements, and any temperature limits. The information feeds into COSHH storage requirements for the workplace as a whole.

Section 8 — Exposure controls and personal protection

Section 8 sets out relevant exposure limits, controls and PPE information. Use it with the task assessment and equipment manufacturer’s advice; generic supplier guidance may not fully specify what the workplace needs.

Glove suitability depends on the chemical, concentration, permeation, degradation and contact time. An unsuitable glove can allow exposure despite appearing intact. Check manufacturer data and replacement arrangements.

Section 9 — Physical and chemical properties

Physical state, colour, odour, melting point, boiling point, flashpoint, autoignition temperature, density, solubility, vapour pressure. Useful for assessing how the substance will behave in the workplace — high vapour pressure means significant evaporation; low flashpoint means significant fire risk.

Section 10 — Stability and reactivity

Conditions to avoid (heat, light, water), incompatible materials, hazardous decomposition products, and any tendency to react with itself (polymerisation, decomposition). This section flags the combinations that mustn't occur — feeding the segregation plan in storage requirements.

Section 11 — Toxicological information

The health effects of the substance, structured by route of exposure (inhalation, skin contact, eye contact, ingestion). The section covers acute effects (what happens after a single exposure), chronic effects (what happens after repeated exposure), and any classifications as a carcinogen, mutagen, reproductive toxin or sensitiser. The information feeds the COSHH risk evaluation — particularly the "how it harms" element of the assessment.

Section 12 — Ecological information

The environmental effects of the substance — aquatic toxicity, persistence, bioaccumulation, mobility in soil. The information matters mainly for spill response and disposal planning.

Section 13 — Disposal considerations

Section 13 informs disposal planning. Determine the waste classification and applicable national rules; a product’s supply classification does not by itself establish every waste obligation.

Section 14 — Transport information

The substance's classification for transport under ADR (road), IMDG (sea), IATA (air) and RID (rail). The transport classification can differ from the supply classification — the same substance carries different labels in transit versus at the point of use.

Section 15 — Regulatory information

References to specific regulations that apply to the substance — REACH authorisation list, controlled drug schedules, prohibited substances lists. The section is often more relevant for compliance teams than for shop-floor users.

Section 16 — Other information

Section 16 includes revision information, abbreviations and other relevant details. Check that the sheet matches the supplied product and current requirements; the date alone does not prove whether a sheet is adequate.

How to obtain a safety data sheet

Where Article 31 requires an SDS, the supplier must actively supply it on paper or electronically by first supply. A website can help users obtain information but simply posting a document does not, by itself, meet the supply duty. Practical routes include:

  • A paper SDS supplied with the product
  • An electronic SDS sent directly to the recipient
  • A requested SDS supplied for a mixture covered by the on-request criteria
  • An updated version supplied to relevant customers when the update requirements apply

Request the current SDS from the supplier where one is required. If the product is outside the SDS requirement, obtain enough reliable safety information to assess its use. Raise unresolved supply-duty concerns with the relevant enforcing authority.

Do not assume another product’s SDS describes old stock. Establish the substance and formulation from reliable records or competent advice. If it cannot be identified and assessed adequately, stop using it and arrange safe identification or disposal.

Using the SDS in your COSHH assessment

The SDS is an input to a COSHH risk assessment, not a substitute for one. This is a distinction worth making explicitly because some workplaces treat the SDS as the assessment — keeping a folder of SDSs and assuming compliance follows. It doesn't.

A risk assessment is specific to your workplace, your processes and your workers. The SDS describes the substance in the abstract. The assessment takes the information from the SDS and applies it to the actual conditions of use:

  • Section 2 of the SDS gives you the hazards; the assessment evaluates the risk in your context
  • Section 7 gives you generic handling advice; the assessment specifies the procedure for your workplace
  • Section 8 lists the controls the supplier recommends; the assessment identifies which controls you'll actually use, and whether they're sufficient
  • Section 11 gives you the health effects; the assessment identifies who in your workplace is exposed and at what level

The output of the assessment is the COSHH record for the substance — see the COSHH risk assessment template for the structure. The process for getting there is in how to carry out a COSHH risk assessment.

Out-of-date SDS warning signs

Side-by-side comparison of current and outdated SDS.

Check whether the SDS is suitable for the product and current supply regime. The following signs should prompt a check with the supplier, but several do not prove that a document is old:

The document is titled "MSDS" rather than "SDS"

MSDS is older terminology, but the title alone does not date the information. Check its revision, classification and content against current requirements.

The hazard symbols are orange squares rather than red-bordered diamonds

The former CHIP symbols were replaced for supply by CLP through transitional dates ending in 2017 for qualifying existing mixture stock. A sheet using only the old system should be checked against current classification.

The sheet treats CHIP as the current supply regime

CHIP was replaced for classification and labelling by CLP. Historical references may be legitimate, but they must not replace current applicable information.

The sheet does not match the applicable market

Check that the SDS addresses the applicable GB or Northern Ireland requirements and exposure limits. There is no separate mandatory section headed UK REACH: the format consists of the 16 prescribed headings.

Sections aren't numbered 1 to 16

The prescribed format has 16 headings. A different structure requires investigation, but cannot reliably establish the document’s age.

No GHS-format hazard statements (H-statements) or precautionary statements (P-statements)

Check that relevant classification and label information is present. Some products supplied with an SDS have no hazard classification requiring H-statements or P-statements, so their absence alone does not prove the sheet is invalid.

SDSs have no universal expiry date. Suppliers must update without delay when qualifying new hazard or risk-management information arises or authorisation or restriction decisions require it, and supply the revised version to relevant recipients from the preceding 12 months. Employers should seek current information when their assessment indicates a need.

Worker training under Regulation 12 needs to use current information too. Training that teaches workers to recognise the old orange CHIP symbols, or refers to MSDS rather than SDS, is teaching outdated content. Structured COSHH Training uses current GHS symbols, current SDS structure and current terminology — the foundation for workers actually being able to read what they're handed.

Frequently asked questions

Is an SDS the same as a COSHH assessment?

No. An SDS describes the product, while the COSHH assessment addresses its actual use and exposure. Some workplace hazards, such as process-generated dust, have no supplier SDS but still require assessment.

What's the difference between SDS and MSDS?

SDS is the current regulatory term; MSDS is older terminology. Check the substance, revision and content rather than assuming the title determines whether it is current.

How do I get an SDS for a chemical?

Ask the supplier for the current SDS where the REACH supply criteria apply. Some products are exempt and some mixtures require a sheet only on request. Use other reliable safety information where an SDS is not required.

How often must safety data sheets be updated?

Suppliers must update without delay when specified new hazard or risk-management information, authorisation decisions or restrictions require it. There is no fixed five-year expiry or universal annual renewal rule.

Can I rely on the SDS without doing my own assessment?

No. The SDS gives you the substance information, but the risk depends on how the substance is used in your specific workplace — what quantities, how often, with what controls in place, and who's exposed. The assessment is the document that applies the SDS information to your context.

Make sure your team can read a safety data sheet and apply it under COSHH.

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Sources & references

Mark McShane
Mark McShane
Health & Safety Training Specialist, Online CPD Academy

Mark writes about workplace health & safety, COSHH and accredited online training for COSHH Training, part of Online CPD Academy.