How to Create an SDS in the United States: Steps, Required Sections, and Common Mistakes

Creating a Safety Data Sheet (SDS) in the United States is more than a documentation step. A strong SDS helps communicate chemical hazards clearly, supports safer handling and storage, and helps companies meet OSHA Hazard Communication Standard requirements. OSHA requires SDSs to follow a standardized 16-section format so hazard information is presented consistently for workers and downstream users.

For companies that manufacture, import, blend, or distribute hazardous chemicals, creating an SDS correctly requires accurate source data, hazard classification knowledge, and ongoing updates as regulations and product information change. CHEMTREC offers Safety Data Sheet solutions including SDS Authoring, SDS Distribution, and SDS Access.

Key Takeaway

To create a Safety Data Sheet in the US, you need accurate chemical and hazard data, a clear understanding of OSHA HazCom requirements, and a complete SDS organized into the standard 16-section format. The best SDSs are not only compliant, but also clear, current, and practical for workers, customers, and emergency responders.

What Is a Safety Data Sheet?

A Safety Data Sheet is a standardized document that communicates information about a hazardous chemical, including its hazards, safe handling practices, storage recommendations, exposure controls, first-aid measures, and emergency response information. OSHA’s Safety Data Sheets guidance explains that SDSs include information such as chemical properties, physical and health hazards, protective measures, and safety precautions for handling, storing, and transporting chemicals.

Who Needs to Create an SDS?

In the US, chemical manufacturers and importers are generally responsible for evaluating the hazards of the chemicals they produce or import and preparing labels and safety data sheets for downstream customers. Employers must also have SDSs available for employees exposed to hazardous chemicals in the workplace.

Information You Need Before Writing an SDS

Before drafting an SDS, gather the core inputs needed to classify the product accurately and complete each required section.

Product and company identification
Start with the product identifier, relevant synonyms, recommended use, supplier or manufacturer name, address, and emergency contact details.
 

Hazard classification data
You need enough technical information to classify the chemical’s physical and health hazards under OSHA’s Hazard Communication Standard. That classification drives the signal word, hazard statements, precautionary statements, pictograms, and other core SDS content.

Composition or ingredient information
For substances and mixtures, collect ingredient details, concentration ranges, and relevant identifiers. Accurate composition data supports hazard classification, exposure guidance, and emergency response.

Physical, chemical, and toxicological data
Compile relevant product data such as appearance, odor, flash point, pH, boiling point, solubility, likely routes of exposure, symptoms, and exposure control recommendations. Comprehensive collection of relevant and reliable toxicological data for all components is fundamental to achieving an accurate hazard assessment of the product.

Transport, disposal, and regulatory context
Depending on the product and where it will be sold or used, you may also need transport and regulatory information to complete the SDS accurately and support downstream users.

The 16 Required SDS Sections

OSHA’s SDS guidance explains that Safety Data Sheets follow a standardized 16-section format. Sections 1 through 8 cover general information about the chemical, hazards, composition, safe handling, and emergency control measures. Sections 9 through 11 and 16 contain technical and scientific information. Sections 12 through 15 are included to stay aligned with the Globally Harmonized System, although OSHA does not enforce those sections.

1. Identification
2. Hazard(s) identification
3. Composition/information on ingredients
4. First-aid measures
5. Fire-fighting measures
6. Accidental release measures
7. Handling and storage
8. Exposure controls/personal protection
9. Physical and chemical properties
10. Stability and reactivity
11. Toxicological information
12. Ecological information
13. Disposal considerations
14. Transport information
15. Regulatory information
16. Other information, including date of preparation or last revision

How to Create a Safety Data Sheet Step by Step

1. Analyze and Interpret Data Collected 
   Based on the collected and analyzed information, classification and labeling must be performed in accordance with OSHA’s Hazard Communication Standard (29 CFR 1910.1200) to accurately determine the product’s physical and health hazards. The integrity of the SDS relies heavily on the quality of this hazard assessment. 
2. Draft all 16 sections
   Build the SDS in the required format and make sure the information is internally consistent from section to section. Information such as hazard statements, handling guidance, first-aid information, storage recommendations, and PPE guidance should all align with the product’s classification and intended use.
3. Review for clarity and completeness
   Even technically accurate SDSs can create risk if they are difficult to follow. Review the language for clarity, completeness, and consistency so critical information is easy to find and understand.
4. Approve, publish, and make it accessible
   Once finalized, make the SDS available to the appropriate audiences, including employees, distributors, customers, and contractors. CHEMTREC’s SDS Access service is designed to help companies keep SDS information available when needed.
5. Update the SDS when needed
   An SDS should not be treated as a one-time file. Review and update it when hazard information changes, product composition changes, regulatory requirements change, or new data becomes available. CHEMTREC’s SDS Authoring and broader Safety Data Sheet Solutions support organizations that need help creating, accessing, and keeping SDS information current.

Common Mistakes When Creating an SDS

Relying Solely on Authoring Software
While these tools are valuable for efficiency and standardization, they cannot replace informed professional judgment or sound hazard assessment practices.

Using incomplete source data and/or misclassifying hazards
Missing data or misclassification of hazards can compromise the hazard assessment and lead to ineffective or inappropriate mitigation measures.

Failing to update the SDS
Regulatory and product information changes over time. A stale SDS can create both compliance and operational issues.
 

Making access difficult

Even a well-written SDS loses value if employees, customers, or responders cannot find it quickly. CHEMTREC’s SDS Solutions are relevant for companies focused on both document quality and accessibility.

When It Makes Sense to Get Help With SDS Authoring

For simple products with strong internal regulatory resources, SDS creation may be handled in-house. But for companies with complex formulations, limited internal capacity, multiple markets, or frequent portfolio changes, SDS authoring can become difficult to manage consistently.

CHEMTREC’s SDS Authoring service is designed to help organizations create accurate, compliant safety data sheets. CHEMTREC also has educational content around SDS authoring that supports this topic area.

Conclusion

Knowing how to create a Safety Data Sheet in the US starts with accurate source data, correct hazard classification, and a clear understanding of OSHA’s Hazard Communication Standard. The best SDSs are complete, practical, and easy to access, helping organizations support safety, compliance, and day-to-day operations. For companies that need support, CHEMTREC’s SDS-related services can help strengthen the authoring, distribution, and access process.