COSHH safety data sheets (SDS) provide essential information to help you identify and manage the risks of hazardous substances. Safety data sheets underpin COSHH risk assessments, safe systems of work, training, and emergency planning across your organisation.
Here we explain what safety data sheets cover, the legal requirements, and how to apply SDS information in the workplace to improve compliance and strengthen control measures across your organisation.
What is a COSHH data safety sheet?
A COSHH safety data sheet (SDS) is a document that provides detailed information about a hazardous substance, including its hazards, safe handling, storage, and emergency measures.
In the UK, the legal requirement to provide a safety data sheet comes from the UK REACH Regulation (Registration, Evaluation, Authorisation and Restriction of Chemicals).
Article 31 of UK REACH sets out when a safety data sheet must be supplied, including where a substance or mixture is classified as hazardous or meets specific criteria.
What information is detailed on a safety data sheet?
A standard UK safety data sheet follows a 16-section format set out under UK REACH Regulation, Annex II. Each section provides specific information to support safe use, handling, and compliance:
1. Identification
Identifies the substance or mixture, its recommended uses, and supplier details, including emergency contact information.
2. Hazard identification
Summarises the key risks, including classification, hazard statements, and label elements, helping users quickly understand the main dangers.
3. Composition/information on ingredients
Lists the chemical components and their concentrations, particularly those that contribute to the substance’s hazardous properties.
4. First aid measures
Provides clear instructions for treating exposure via inhalation, skin contact, eye contact, or ingestion.
5. Firefighting measures
Details suitable extinguishing media, specific hazards during combustion, and protective equipment for fire responders.
6. Accidental release measures
Explains how to safely manage spills or leaks, including containment, clean-up methods, and personal precautions.
7. Handling and storage
Provides guidance on safe use, including precautions to prevent exposure, and conditions required for safe storage.
8. Exposure controls/personal protection
Sets out workplace exposure limits (WELs), engineering controls (e.g. ventilation), and required PPE. This section is central to COSHH compliance, as it directly informs risk assessments and day-to-day control measures.
9. Physical and chemical properties
Describes characteristics such as appearance, boiling point, and flammability, which influence how the substance behaves in use.
10. Stability and reactivity
Explains conditions to avoid and potential hazardous reactions, helping prevent dangerous chemical interactions.
11. Toxicological information
Details the health effects of exposure, including both short-term and long-term risks.
12. Ecological information
Provides information on environmental impact, including persistence and toxicity to aquatic life.
13. Disposal considerations
Advises on safe disposal methods in line with environmental and waste regulations.
14. Transport information
Covers classification for transport, including UN numbers and hazard classes, ensuring safe movement of substances.
15. Regulatory information
Lists relevant legislation and regulatory requirements applicable to the substance.
16. Other information
Includes additional details such as revision history and sources of data.
While all sections are important, Sections 2 (Hazards), 7 (Handling and storage), 8 (Exposure controls/PPE), and 11 (Health effects) are particularly critical for day-to-day risk management, as they provide the practical information needed to control exposure and protect health.
What is a safety data sheet used for?
The information in safety data sheets enables employers to:
Identify hazards and exposure routes
Key sections of the SDS explain the health and physical hazards (e.g. irritation, toxicity, flammability) and how exposure can occur, such as inhalation, skin contact, or ingestion. This helps employers understand the real-world risks associated with the substance.
Select appropriate control measures
SDS guidance supports compliance with the Control of Substances Hazardous to Health (COSHH), Regulation 7 by detailing suitable controls, such as ventilation, safe systems of work, and personal protective equipment (PPE). Employers must apply this information in line with the hierarchy of control to reduce exposure as far as reasonably practicable.
Determine safe handling, storage, and disposal methods
The SDS sets out how to handle substances safely, including storage conditions, incompatibilities, and disposal requirements. This helps prevent accidents, environmental harm, and breaches of wider legal duties under UK REACH Regulation and waste legislation.
Respond effectively to incidents or emergencies
Instructions are provided for first aid, fire response, and spill management. This enables employers to plan and implement effective emergency procedures and ensure staff are properly trained.
How COSHH safety data sheets support risk assessments
Safety data sheets provide the technical detail required by COSHH, Regulation 6 for employers to complete a suitable and sufficient risk assessment.
This includes hazard classification, exposure limits, and information on how the substance is used, enabling employers to evaluate who may be exposed and the level of risk.
Safety Data Sheet → COSHH Assessment → Control Measures → Safe Working Practices
| Stage | What happens |
| Safety Data Sheet | Provides core information on the substance, including hazards, exposure routes, and recommended precautions. This is standardised information supplied by the manufacturer or supplier. |
| COSHH Assessment | Applies the SDS information to your workplace. This involves assessing how the substance is used, who may be exposed, and the level and duration of that exposure. |
| Control Measures | Identifies and selects appropriate ways to reduce risk, such as ventilation, process changes, or PPE, based on the findings of the assessment. |
| Safe Working Practices | Turns control measures into clear, practical procedures. This includes training, supervision, and instructions so the substance can be used safely day to day. |
The SDS provides the information, and the COSHH assessment turns that into practical action.
Managing COSHH safety data sheets
Organisations often manage COSHH safety data sheets through a central system or COSHH database. This helps ensure SDSs are accurate, accessible, and actively used to support safe working.
Effective management involves:
- Maintaining version control and up-to-date documents
Regularly check that SDSs are the latest versions from suppliers, especially when products change. Remove or clearly mark outdated sheets to prevent incorrect information being used. - Providing easy access for employees
Ensure SDSs are readily available at the point of use, whether digitally or in hard copy. Employees should be able to find and understand them quickly, particularly in an emergency. - Ensuring consistency across sites and teams
Use a central system so the same information is applied across different locations, reducing confusion and maintaining consistent standards. - Linking SDSs to COSHH risk assessments
Reference each SDS within the relevant COSHH assessment so it is clear how the information has been applied and what controls are in place. - Assigning responsibility and reviewing regularly
Allocate responsibility for maintaining SDSs, carry out periodic reviews, and ensure staff are trained to access and use them. Without this, even accurate COSHH safety data sheets can become ineffective.
What’s the difference between COSHH and MSDS?
It’s common to hear the terms ‘COSHH’ and ‘MSDS’ used interchangeably, but they are not the same.
COSHH refers to the legal duties under the Control of Substances Hazardous to Health Regulations 2002. It sets out what employers must do to protect people from harmful substances, including carrying out risk assessments and putting controls in place.
MSDS (Material Safety Data Sheet) is an older term for a document that provided information about hazardous substances. It has now been replaced by SDS (Safety Data Sheet).
Key differences:
| Feature | MSDS (Material Safety Data Sheet) | SDS (Safety Data Sheet) |
| Status | Outdated / legacy term | Current global standard |
| Format | Varied by supplier | Standardised 16-section format |
| Compliance | No longer compliant in the UK | Required under UK REACH / supports COSHH |
While terms like ‘COSHH MSDS’ or ‘material safety data sheet’ are still used informally, SDS is the correct and current term.
Improve hazardous substance management with COSHH training
Our COSHH training provides participants with a clear understanding of how to identify hazardous substances, build accurate inventories, and use COSHH safety data sheets to support risk assessments and safe working practices. The course also covers key responsibilities, control measures, and practical steps to reduce risk.
Designed by health and safety experts and aligned with UK regulations, our COSHH training provides straightforward, practical guidance that can be applied immediately.
To find out more, please contact our friendly team today on 0203 011 4242 / [email protected]
Adam Clarke
Managing Director (Consulting)
