Safety Data Sheet: A Critical Part of COSHH Compliance

A Safety Data Sheet gives a clear, structured overview of a hazardous chemical: the manufacturer and supplier, the ingredients, the physical and chemical properties, and what to do in the event of a fire, a spill or direct contact. It follows a standard 16-section format, so the same information sits in the same place whichever supplier issued it.

Under the COSHH Regulations, employers must have access to a current SDS for every hazardous substance in use and make sure that information is understood and acted on. Manufacturers and importers have a matching duty under UK REACH and the GB CLP Regulation to prepare and supply an SDS on request.

How an SDS Fits Into COSHH

The SDS and the COSHH assessment are not the same document, and treating them as interchangeable is one of the most common gaps in practice. The SDS tells you what a substance can do: its hazards, exposure routes and the manufacturer's recommended controls. The COSHH assessment takes that information and applies it to your actual workplace: how much of the substance is used, how often, by whom, and what controls will bring the risk down to an acceptable level for your specific tasks.

A business that hands someone an SDS instead of carrying out an assessment has not met its COSHH duty. HSE's COSHH assessment guidance is clear that the SDS supports the assessment; it does not replace it. Our guide to carrying out a COSHH risk assessment covers that process step by step.

Using an SDS in Day-to-Day Work

Before using any chemical, read the SDS. Focus on Section 2 for the hazards, Section 7 for handling and storage guidance, and Section 8 for the exposure controls and PPE the manufacturer recommends. Do not assume a product is safe because you have used it before; formulations, classifications and recommended controls can all change between revisions.

Follow the instructions as written. If the sheet specifies a particular respirator, gloves or eye protection, that is not optional. Store and dispose of the substance as the SDS and your COSHH assessment require, and make sure everyone who handles the substance is familiar with the parts of the SDS that apply to their task, not just the label.

Keeping SDS Documents Current

Chemical compositions change, and so does the regulatory understanding of a substance's hazards. If your copy of an SDS is out of date, it may no longer reflect the current classification, exposure limits or recommended controls. Check the revision date in Section 16, and treat a revised SDS as a trigger to review the linked COSHH assessment, not just to file the new PDF.

This task needs a named owner. If checking for a new SDS version is left to whoever happens to open the file next, it will not happen; the file sits untouched until an inspection or an incident forces the question. Responsibility for reviewing supplier SDS documents should sit with one role, on a set schedule weighted towards the substances used most often. A quarterly check for high-use chemicals catches revisions long before the next COSHH review is due.

ISDSS gives you free access to over 1.5 million Safety Data Sheets, searchable by product name or manufacturer. Match the document to the exact product and supplier, review its revision details, then download it into your own library.

What to Do If an SDS Is Missing

If you are due to use a chemical and cannot find its SDS, stop the task before it starts. You are entitled to the document, and the manufacturer or supplier must provide it on request; contact them directly rather than relying on a search engine or an old label.

Until the SDS arrives, do not use the substance. Extra PPE is not a substitute for knowing the actual hazards, handling requirements and emergency procedures, and guessing at protective measures can leave gaps the SDS would have closed. Isolate the substance, keep it out of use, and treat the delay as the safer option compared with proceeding without the facts.