What is the MSDS? The MSDS, or Material Safety Data Sheet, is a vital document used in chemical manufacturing, logistics, and workplace safety. It provides detailed information on the properties of chemical substances, potential hazards, first aid measures, and safe handling instructions. As a key part of hazard communication, the MSDS ensures that workers, emergency responders, and logistics professionals understand how to manage risks and maintain compliance.
The MSDS is now more commonly referred to as the Safety Data Sheet (SDS), especially since the implementation of the Globally Harmonized System (GHS) of classification and labeling of chemicals. SDS formatted documents are now the global standard, replacing older MSDS formats to ensure consistency and compliance across jurisdictions. These documents are essential for manufacturers, employers, emergency responders, and any personnel handling hazardous materials or dangerous goods.
The MSDS/SDS is an integral part of regulatory compliance and workplace safety frameworks in different countries, and the format and requirements can vary internationally.
Why Is the MSDS Important?
The primary purpose of an MSDS is to ensure occupational health and safety by clearly communicating chemical hazards, identifying potential risks associated with chemical use, associated health effects, and safe handling procedures. It enables workers to understand the first aid measures, disposal considerations, and personal protective equipment (PPE) required to work safely with a specific product.
Additionally, the MSDS provides guidance on safe handling practices to minimize health risks when working with hazardous substances.
Key Components of an MSDS
A standard MSDS or SDS document typically contains 16 sections, including:
Identification – Product name and manufacturer information.
Hazards Identification – Summary of potential hazards, including health effects, environmental risks, and coverage of different hazards associated with the chemical.
Composition/Information on Ingredients – Details on hazardous ingredients or chemical substances.
First Aid Measures – Specific first aid procedures for exposure.
Fire Fighting Measures – Suitable extinguishing methods for flammable liquids or combustible materials.
Accidental Release Measures – Clean-up procedures and emergency procedures.
Handling and Storage – Guidelines for safe handling and safe storage.
Exposure Controls/Personal Protection – Recommended personal protection, exposure limits, and control measures such as engineering controls (e.g., ventilation, barriers) and the selection of appropriate protective gear made from rubber or other materials.
Physical and Chemical Properties – Data such as melting point, boiling point, odor, and physical data.
Stability and Reactivity – Incompatible materials and chemical reactivity.
Toxicological Information – Effects on human health, including acute and chronic symptoms.
Ecological Information – Potential environmental hazards.
Disposal Considerations – Proper waste treatment and safe disposal methods.
Transport Information – Details on shipping, packaging, and international borders compliance.
Regulatory Information – Relevant OSHA rules, United Nations guidelines, and European Union compliance.
Other Information – Date of preparation and up to date revisions.
First Aid Measures
First aid measures are a vital part of any material safety data sheet (MSDS) or safety data sheet (SDS), providing clear instructions on how to respond if someone is exposed to hazardous chemicals. This section outlines the specific first aid procedures to follow in case of inhalation, skin or eye contact, or accidental ingestion of hazardous materials. It also includes important emergency phone numbers and step-by-step aid procedures to minimize potential health effects.
According to OSHA’s Hazard Communication Standard and the Globally Harmonized System (GHS), employers are required to ensure that first aid measures and emergency procedures are readily accessible to all employees who may come into contact with hazardous substances. Having this information available on the safety data sheet msds allows for quick and effective action in the event of an emergency, helping to reduce the risk of serious injury or long-term health effects.
When working with hazardous materials, always make sure the relevant safety data sheet is close at hand. In an emergency, following the recommended first aid measures can make a critical difference in protecting health and safety. Regular training and easy access to up-to-date data sheets ensure that everyone in the workplace knows how to respond swiftly and correctly to chemical exposures.
Fire Fighting Measures
The fire fighting measures section of a material safety data sheet (MSDS) or safety data sheet (SDS) is essential for preparing both employees and emergency responders to handle fires involving hazardous chemicals. This section details the appropriate fire extinguishing agents to use—such as water, foam, dry chemical, or carbon dioxide—depending on the chemical’s properties. It also highlights any special precautions, such as the need for personal protective equipment (PPE), and outlines the potential hazards that may arise if the chemical is involved in a fire, including toxic fumes or explosive reactions.
Under the Globally Harmonized System (GHS), safety data sheets must provide comprehensive fire fighting measures to ensure that emergency responders can act quickly and safely. In the European Union, these safety data sheets are required to be available in the official languages of each country, ensuring that all employees understand the fire fighting procedures and special precautions outlined in the data sheet.
Employers should ensure that all staff are trained on the fire fighting measures specific to the hazardous materials they handle and that personal protective equipment ppe is always available. By following the guidance in the safety data sheet msds, workplaces can minimize risks and respond effectively to fire emergencies involving hazardous chemicals.
MSDS vs SDS: What’s the Difference?
Many professionals still use the term MSDS, but in most countries, the correct terminology is now SDS (Safety Data Sheet). This change occurred with the global adoption of the Globally Harmonized System of Classification and Labeling of Chemicals (GHS), introduced by the United Nations to standardize how chemical hazards are communicated across countries and industries. However, the same product may have different hazard labels, formulations, or documentation requirements in different countries or even within the same country due to varying regulations for controlled products.
Under OSHA’s Hazard Communication Standard (HCS 2012), the United States officially transitioned from the old MSDS format to the 16-section SDS format. OSHA’s Hazard Communication Standard requires that SDS be provided for all controlled products in the workplace.
While the core purpose remains the same, the SDS provides more consistency and clarity, making it easier to understand chemical safety information, especially in international trade and regulatory environments.
Key differences between MSDS and SDS include:
SDS documents follow a strict 16-section format.
SDS are more detailed and standardized across countries.
MSDS could vary by supplier; SDS are harmonized under GHS.
For businesses engaged in chemical exports, using the proper SDS format ensures compliance with international regulations and helps avoid customs delays or penalties.
Who Needs an MSDS?
Any company involved in manufacturing, distributing, storing, transporting, or using hazardous chemicals is required to maintain MSDS or SDS documentation. These organizations include:
Chemical manufacturers and importers
Logistics companies handling dangerous goods
Warehouses storing industrial products
Laboratories and research facilities
Factories using cleaning agents, lubricants, or solvents
E-commerce exporters shipping regulated items abroad
MSDS documentation is especially important for certain chemicals that are recognized as carcinogens or have specific regulatory classifications, as these substances require detailed hazard identification and safety measures.
Additionally, employers must ensure that employees have access to MSDS sheets, especially if they are exposed to chemical substances during their job. This is essential for complying with workplace safety laws, including those enforced by OSHA, REACH (EU), and other national regulatory bodies.
Proper documentation is also required for hazardous goods to ensure compliance with international transportation regulations.
How to Read an MSDS (SDS) Effectively
Understanding how to read an MSDS is essential for anyone working with chemical substances. Each section is structured to provide fast access to critical safety data, especially in emergencies.
Here’s a quick overview of how to use it:
Section 2: Hazard Identification – Check for symbols like the skull and crossbones, flammable, or corrosive pictograms, which help you understand the immediate risks.
Section 4: First Aid Measures – Outlines treatment steps for inhalation, skin contact, eye contact, or accidental ingestion.
Section 8: Exposure Controls / Personal Protection – Learn what PPE (personal protective equipment) is required, including gloves, masks, or goggles.
Section 10: Stability and Reactivity – Crucial for storage safety, especially for reactive or explosive chemicals.
Section 14: Transport Information – Includes UN numbers, hazard class, and packaging guidance for international shipping.
A properly formatted SDS helps reduce accidents, ensures proper handling, and supports hazard communication programs in any workplace. Following the guidance in the MSDS is essential to store and handle material safely and comply with safety regulations.
MSDS Requirements by Country: U.S., Europe, and China
While the Globally Harmonized System (GHS) was created to unify the classification and labeling of chemicals, MSDS requirements still vary by country or region. Understanding these regulatory differences is essential for ensuring chemical compliance in cross-border trade.
To meet regulatory requirements, companies must store MSDS in an organized and accessible manner, whether electronically or in print.
United States (OSHA HCS)
In the U.S., the Occupational Safety and Health Administration (OSHA) requires that all hazardous chemicals have an SDS that conforms to the Hazard Communication Standard (HCS 2012). This standard aligns with GHS and mandates:
16-section SDS format
Clear labeling with hazard pictograms
Accessible documentation for all employees
Regular SDS updates when new hazard data becomes available
Failure to comply can result in fines, legal liability, and shipment delays.
European Union (REACH & CLP)
In Europe, REACH (Registration, Evaluation, Authorisation and Restriction of Chemicals) and CLP (Classification, Labeling and Packaging) regulations govern SDS requirements.
Key points include:
SDS must be provided in the language of the country where the substance is marketed
EU-specific hazard classification and exposure scenario details must be included
Annex II of REACH outlines SDS preparation standards
Importers are responsible for ensuring that EU-compliant SDS accompanies all products
China (GB Standards)
China follows its own national GB standards, notably GB/T 16483-2008 and GB 15258-2009, which regulate the preparation and labeling of chemical safety documents.
Important highlights:
SDS must be written in Simplified Chinese
Format is generally GHS-aligned but includes China-specific classifications
Required for customs clearance and hazardous material approval
Domestic manufacturers and exporters to China must supply local SDS copies
Whether you’re shipping to Europe, North America, or Asia, providing a fully compliant MSDS or SDS in the correct format and language is essential for smooth import/export processes and workplace safety.
How to Get or Prepare an MSDS
If you’re a manufacturer, chemical supplier, or exporter, it’s your legal responsibility to prepare and distribute MSDS for any hazardous product. Here’s how to proceed:
Gather Chemical Composition Data
You’ll need to accurately identify all ingredients, concentrations, and known hazards. This often includes obtaining CAS numbers, toxicology reports, and physical properties.
Use Standardized SDS Authoring Tools
Professional SDS authoring software or third-party providers can help generate GHS-compliant documents in the correct format. Popular tools offer multi-language templates and automatic regulatory flagging.
Translate and Localize the SDS
When exporting internationally, always prepare the SDS in the required local language. For example:
German for Germany
French for France
Spanish for Spain or Latin America
Arabic for the Middle East
Chinese for domestic China or customs clearance
Provide MSDS to All Supply Chain Partners
Make sure your logistics company, freight forwarder, and warehouse partners have access to your MSDS documentation. This is particularly important when shipping dangerous goods or applying for DG declarations.
Common Uses of MSDS Across Industries
Material Safety Data Sheets are essential across many sectors where chemical products, industrial materials, or hazardous substances are used, stored, or transported. Below are typical use cases demonstrating how MSDS supports compliance, workplace safety, and risk mitigation.
Manufacturing & Industrial Facilities
Factories handling solvents, lubricants, adhesives, or cleaning chemicals rely on MSDS to:
Train workers on hazard identification
Select proper personal protective equipment (PPE)
Implement spill response protocols
Meet occupational health regulations
Logistics & Freight Forwarding
When transporting hazardous materials internationally, shipping companies must present MSDS at:
Customs clearance checkpoints
Port authorities
Airlines or sea carriers
MSDS helps classify the cargo under UN codes, determine labeling needs, and complete DG declarations.
Laboratories & Healthcare
Chemical laboratories, pharmaceutical manufacturers, and hospitals use MSDS for:
Safe chemical storage
Managing reactive substances
Responding to accidental exposure
Understanding toxicological risks
E-commerce & Cross-Border Trade
For sellers exporting cosmetics, cleaning products, or battery-powered electronics, MSDS is often requested by:
Amazon FBA warehouses
Import agents
Regulatory authorities in Europe or the U.S.
An accurate MSDS ensures the product isn’t delayed or rejected during inspection.
Construction & Engineering
Products like paint, coatings, asbestos substitutes, and sealants must be accompanied by MSDS at project sites to prevent worker injury, ensure chemical compatibility, and handle spills or emergencies quickly.
Frequently Asked Questions (FAQ)
What Is the Purpose of an MSDS?
The MSDS (or SDS) informs users about a substance’s hazards, handling precautions, first aid measures, and chemical safety guidelines, helping prevent accidents and protect health.
Is MSDS the Same as SDS?
Essentially yes. MSDS is the older term, while SDS is the newer, standardized format adopted under the Globally Harmonized System (GHS).
When Is an MSDS Required?
An MSDS is required when producing, importing, transporting, or selling any product that contains hazardous chemicals, as defined by local or international chemical safety regulations.
Can I Write My Own MSDS?
If you are a manufacturer or distributor, you can author your own SDS using verified data. However, for international trade, it’s highly recommended to use professional SDS preparation services to ensure full compliance.
Do I Need an MSDS for Non-Hazardous Products?
Generally, no. But in some jurisdictions, non-hazardous mixtures or borderline substances may still require documentation for transparency or logistics handling purposes.
Conclusion: The Role of MSDS in Global Chemical Safety
Whether you’re shipping cleaning agents, importing industrial solvents, or managing a chemical warehouse, the Material Safety Data Sheet is your frontline defense against compliance issues and workplace hazards.
A properly prepared MSDS ensures:
Legal compliance across borders
Informed decision-making for workers
Reduced environmental and health risks
Smooth customs clearance and fewer shipment delays
Need help creating or translating your MSDS for international use?
Contact Tonlexing – we offer professional SDS authoring, multi-language MSDS translation, and regulatory support for global shipping compliance.
