The Safety Data Sheet (SDS) is the cornerstone of workplace chemical hazard communication in the United States. Under OSHA’s Hazard Communication Standard (HCS), all employers must maintain current SDS documents for every hazardous chemical in their workplace and ensure employees have immediate access to this critical safety information. Understanding OSHA’s SDS format requirements is essential for compliance, worker safety, and effective emergency response.  

Why OSHA SDS Format Matters 

Before the Globally Harmonized System (GHS) standardized SDS formatting, safety documents varied significantly by manufacturer and country, creating confusion and inconsistency in hazard communication. OSHA’s 2012 Hazard Communication Standard revision adopted the GHS framework, requiring all SDSs to follow a uniform 16-section format effective June 1, 2015. This standardization ensures that employees across industries can quickly locate critical safety information, reduce errors, and improve workplace safety outcomes.  

The 16-Section SDS Structure 

OSHA mandates that SDSs include all 16 sections with specific headings and content requirements outlined in Appendix D of 29 CFR 1910.1200. While sections 1-11 and 16 are mandatory, sections 12-15 are optional but may be included when relevant information exists. 

Section	Status	Primary Focus
Sections 1-11	Mandatory	General information, hazards, handling, and health effects
Sections 12-15	Optional	Environmental, disposal, transport, and regulatory data
Section 16	Mandatory	Date of preparation or last revision

If no applicable information exists for any subheading within a section, the SDS must clearly indicate that no applicable information is available rather than simply omitting the content. 

 

Mandatory SDS Sections (1-11 and 16) 

Section 1: Identification 

Section 1 provides the foundation for chemical identification and establishes the first point of contact for emergency or safety concerns. This section must include:  

• Product identifier as used on the label 

• Other common names or synonyms 

• Recommended use and restrictions on use 

• Manufacturer or distributor name, address, and telephone number 

• Emergency phone number (24-hour contact) 

Section 2: Hazard(s) Identification 

This critical section communicates all hazards associated with the chemical and uses GHS classification elements. Required information includes:  

• Classification of the chemical per OSHA criteria 

• Signal words (e.g., “Danger” or “Warning”) 

• Hazard statements describing the physical, health, and environmental hazards 

• Pictograms (graphical symbols representing hazard types) 

• Precautionary statements advising on safe handling and response 

• Description of any hazards not otherwise classified (HNOC) 

• Statement on unknown acute toxicity in mixtures 

Section 3: Composition/Information on Ingredients 

For chemical identification and hazard understanding, this section specifies ingredient details, including:  

• Chemical names and CAS numbers 

• Concentration percentages (exact or ranges, unless trade secrets apply) 

• Information on impurities and stabilizing additives that contribute to classification 

• Trade secret claim documentation when applicable 

Section 4: First-Aid Measures 

This section provides emergency response guidance organized by exposure route:  

• Inhalation exposure: Symptoms and recommended actions 

• Skin contact: Immediate treatment steps 

• Eye contact: Flushing and professional care requirements 

• Ingestion: Immediate medical attention instructions 

• Most important acute and delayed symptoms 

• Need for immediate medical attention or special treatment 

Section 5: Fire-Fighting Measures 

Firefighters and emergency responders rely on this section for critical tactical information:  

• Suitable extinguishing media (and unsuitable ones to avoid) 

• Specific hazards from the chemical and combustion products 

• Special protective equipment and precautions for firefighters 

• Potential for explosion or unusual fire behavior 

Section 6: Accidental Release Measures 

This section outlines emergency procedures for spills and releases:  

• Personal precautions and protective equipment for cleanup 

• Emergency containment procedures 

• Methods and materials for safe cleanup 

• Disposal requirements for contaminated materials 

Section 7: Handling and Storage 

Section 7 prevents accidents through proper chemical management practices:  

• Precautions for safe handling 

• Safe storage conditions and temperature requirements 

• Incompatible materials that must be kept separated 

• Special handling considerations 

Section 8: Exposure Controls/Personal Protection 

This section establishes protective measures to minimize worker exposure:  

• OSHA Permissible Exposure Limits (PELs) 

• American Conference of Governmental Industrial Hygienists (ACGIH) Threshold Limit Values (TLVs) 

• Other relevant exposure limits from the manufacturer or employer 

• Appropriate engineering controls (ventilation, containment) 
• Personal protective equipment (PPE) requirements

• Type and category of protective equipment

Section 9: Physical and Chemical Properties 

Understanding physical and chemical characteristics is essential for safe handling. This section includes:  

• Appearance and physical state (solid, liquid, gas) 

• Color and odor 

• Odor threshold 

• pH level 

• Melting and boiling points 

• Flash point and flammability limits 

• Vapor pressure and vapor density 

• Solubility and partition coefficient 

• Auto-ignition temperature and decomposition temperature 

• Viscosity and evaporation rate 

Section 10: Stability and Reactivity 

This section identifies conditions that may cause unsafe reactions:  

• Chemical stability under normal and abnormal conditions 

• Possibility of hazardous reactions 

• Conditions to avoid (heat, moisture, static discharge, impact) 

• Incompatible materials 

• Hazardous decomposition products 

Section 11: Toxicological Information 

Section 11 provides detailed health hazard data essential for occupational health decisions:  

• Routes of exposure (inhalation, ingestion, skin/eye contact) 

• Acute and chronic health effects 

• Delayed and long-term exposure symptoms 

• Numerical toxicity measures (acute toxicity estimates) 

• Carcinogenicity status per NTP, IARC, or OSHA listings 

• Information on sensitization and target organ effects 

Section 16: Other Information 

The final mandatory section provides administrative details:  

• Date of SDS preparation 

• Date of last revision 

• Contact information for questions 

• References to sources used 

Though not mandatory, OSHA permits inclusion of optional sections when information is available or required by other regulations. 

Key OSHA SDS Requirements and Compliance 

Beyond format specifications, OSHA mandates several operational requirements for SDSs: 

Language and Accessibility 

• All SDSs must be in English, though translations are permitted.  

• Employers must ensure employees have immediate access to SDSs during work shifts via paper or electronic systems.  

• SDSs must be readily available at workstations where hazardous chemicals are used. 

Updating and Revision 

• Manufacturers must update SDSs within 90 days of becoming aware of significant new hazard information.  

• Revised SDSs must be resubmitted to local emergency planning committees if hazard classifications change.  

• Long-term health hazards must be explicitly stated in revised SDSs.  

Record Retention 

• Employers must maintain SDS records or acceptable exposure records for 30 years.  

• This includes documentation of due diligence if SDSs are requested but not received. 

Trade Secret Protections 

• While trade secret information may be withheld from the public SDS, complete hazard information cannot be withheld from workers or first responders in emergencies.  

• Specific chemical identity may be replaced with a generic category when a legitimate trade secret claim exists. 

SDS Compliance Verification Checklist 

Ensure OSHA-compliant SDSs with this quick reference: 

• Standardized 16-section format with all required headings 

• Sections 1-11 and 16 contain all mandatory information 

• Clear indication of “not applicable” or “not determined” for unavailable information 

• Document written in English 

• Current version with revision date no longer than required update timelines 

• GHS hazard classifications and signal words present 

• Manufacturer contact information and emergency phone numbers included 

• Accessible to employees immediately when requested 

 

Common SDS Format Mistakes to Avoid 

Many organizations struggle with SDS compliance. Common mistakes include: 

• Using outdated MSDS formats with fewer than 16 sections 

• Omitting sections instead of marking them “not applicable” 

• Failing to include GHS signal words and pictograms 

• Incomplete emergency contact information 

• Outdated hazard classifications that don’t reflect current GHS criteria 

• Missing trade secret claim documentation 

Conclusion

OSHA’s standardized 16-section SDS format represents a significant advancement in workplace chemical safety communication. By requiring consistent formatting, mandatory content, and immediate employee access, OSHA helps organizations protect workers, streamline emergency response, and demonstrate regulatory compliance. Organizations that invest in compliant, current SDSs and train employees on their use create safer workplaces while reducing liability and accident risks. Whether your facility manages a handful of chemicals or hundreds, adherence to OSHA’s SDS format requirements is a foundational element of effective occupational health and safety management.