Introduction 

Lagging in customs due to SDS issues is pivotal, leading to significant financial consequences like demurrage, detention charges, and penalties for late delivery. Beyond the direct costs, these delays strain timelines, damage business relationships, and disrupt entire supply chains.  

These problems are widespread at major trade ports where regulatory compliance is rigorously enforced. Delays often surface during customs inspections or meticulous documentation reviews, particularly when hazardous materials (hazmat) are involved. Importers, exporters, logistics providers, and clients all bear the brunt of such disruptions.  

What is the good news? Most of these delays are preventable. The key lies in proactive solutions. In this blog, we’ll explore practical strategies to ensure your SDS documentation is complete, compliant, and submitted correctly, transforming a potential bottleneck into a facilitator of smooth international trade. 

 

Why is SDS Documentation Non-Negotiable? 

Complete and accurate SDS documentation is essential for several reasons: 

 

✅Compliance with Regulations 

Accurate SDS documentation always complies with international regulations, such as the Globally Harmonized System of Classification and Labelling of Chemicals (GHS) and the International Maritime Organization (IMO) regulations. 

 

✅Customs Clearance 

With the help of complete SDS documentation, smooth customs clearance by providing customs officials will be smoother. Important information to assess the risks associated with the imported or exported goods will be available for them. 

 

✅Risk Assessment 

SDS documentation allows the importers, exporters, and employees to analyze the potential risks of handling, storing, and disposing of hazardous materials. 

 

✅Safe Handling and Use 

SDS documentation contains essential information on the safe handling, use, and storage of hazardous materials. Complete SDS documentation will reduce the risk of accidents and injuries. 

 

Common SDS Issues That Cause Customs Delays 

Here are some of the most common SDS documentation errors that cause delayed shipments at customs: 

  • Missing or Incomplete Sections 

A standard SDS format contains 16 sections. Missing any section, especially critical ones like Transport Information (Section 14), Hazard Identification (Section 2), or Composition (Section 3), can delay customs clearing. 

  • Outdated Format or Non-Compliant SDS 

If the SDS is not compliant with the latest GHS (Globally Harmonized System) standards or local regulations (like OSHA for the US. or CLP for the EU), customs may reject it. 

  • Incorrect Hazard Classification 

Incorrect UN numbers, hazard classes, or packing group assignments can confuse the customs officers and raise safety concerns. 

  • Language Barriers 

Even if all other information is accurate, customs officials may still withhold clearance if the Safety Data Sheet (SDS) is not provided in the official language of the destination country. 

  • Lack of Supplier Details 

Incomplete contact details for the manufacturer or supplier can lead to questions from customs officers. 

 

How to Prevent SDS-Related Customs Clearance Delays 

Avoiding delays caused by SDS issues is entirely preventable. Here’s a detailed guide to prevent problems and keep the shipments moving: 

1. Implementing a Globally Compliant SDS Template 

Organizations must ensure that all SDSs adhere to the internationally recognized 16-section format required under GHS.  

SDS for Customs must include: 

  • Complete hazard and precautionary statements. 
  • Detailed transport classification (UN number, hazard class, packing group, etc.). 

 

2. Affirming Regulatory Compliance for the Destination Country 

While the GHS standardizes many aspects of SDS formatting, each country has its own regulatory requirements. For example: 

  • SDSs in the EU are designed to comply with REACH and CLP regulations. 

 

3. Ensuring Accurate Hazard Classification 

Inaccurate classification of the chemical or product can cause serious complications. Organizations need to make sure the SDS is correctly identified. 

  • UN number 
  • Hazard class 
  • Packing group 
  • Proper shipping name 
  • Labels and markings required by transport regulations 

 

These details must sync with the shipping labels and documents submitted to customs. 

 

4. Translating the SDS based on the requirements 

The customs authorities in the destination country often require SDSs in the local language. If these are not provided, the products may be rejected. 

For example: 

  • France requires SDSs in French. 
  • Germany requires German. 
  • Brazil requires Portuguese. 

 

5. Implementing a Centralized SDS Management System 

Using outdated or inconsistent SDSs is a frequent error. Implementing an SDS management system ensures that: 

  • Organizations always use the latest version. 
  • SDSs are stored securely and are easily accessible. 
  • Regulatory updates are tracked and implemented promptly. 

Many digital SDS management platforms are available to help streamline compliance and document control. 

 

6. Work with a customs broker or freight forwarder 

Experienced customs brokers understand the regulatory landscape and can be able to  

  • Pre-screen the SDS documents for completeness. 
  • Identify any compliance risks before shipment. 
  • Communicate with customs on behalf of the organization to resolve issues faster. 

It’s often worth the investment to ensure your documentation is in order before it’s too late. 

 

7. Providing Training to the Shipping and Logistics Teams 

Everyone involved in product classification, SDS preparation, and shipping must understand the importance of SDS compliance. Regular training can help the team: 

  • Stay familiar with regulations. 
  • Avoid common documentation errors. 
  • Know when to escalate compliance questions. 

 

Conclusion 

The above discussion has pointed out that preventing customs clearance delays caused by incomplete SDS documentation hinges on meticulous attention to detail, unwavering compliance with regulations, and a proactive approach to managing these crucial documents. By embracing the above mentioned guidance and best practices outlined in this blog, organizations can ensure flawless customs clearance, lower the risk of delays and penalties, and maintain a competitive edge in the global trade landscape. Complete and accurate SDS documentation is essential for the safe handling, use, and disposal of hazardous materials, and it is a crucial component of an organization’s overall compliance strategy.