When a chemical emergency happens, workers and first responders immediately turn to one document: the Safety Data Sheet (SDS). 

These 16-section documents are the foundation of workplace chemical safety, required by OSHA's Hazard Communication Standard (HCS) to communicate hazards and safe handling procedures. However, when an SDS contains errors, it transforms from a vital safety tool into a significant liability.

Alarmingly, studies and audits frequently find a high percentage of Safety Data Sheets errors, ranging from minor inaccuracies to critical omissions of hazard information. 

These mistakes can lead to improper emergency response, incorrect use of personal protective equipment (PPE), and severe regulatory penalties. In one year alone, OSHA issued millions in fines for Hazard Communication Standard violations, many stemming from deficient SDSs.

This guide will walk you through the ten most common and dangerous errors found on SDSs, explain the specific compliance and safety risks each one creates, and provide clear, actionable steps to correct them and protect your workforce.

What Are Safety Data Sheets (SDS)?

A Safety Data Sheet (SDS) is a standardized document that provides detailed information about a hazardous chemical. 

Under the Globally Harmonized System (GHS), WHMIS (Workplace Hazardous Materials Information System), and OSHA's Hazard Communication Standard (HCS), every hazardous chemical in the workplace must have an SDS. 

Its purpose is to ensure the safe use, handling, storage, and disposal of chemicals by communicating hazards to employers and workers.

The SDS is broken down into 16 consistent sections, each serving a specific purpose:

This structure ensures that anyone, anywhere, can quickly find the critical information they need.

Why Accuracy in SDS Matters

An inaccurate SDS is more than a paperwork error; it's a direct threat to workplace safety and legal compliance. The real-world consequences are severe:

• Miscommunication of Hazards: An incorrect hazard classification can lead workers to underestimate a chemical's risk, resulting in unsafe handling and potential exposure.
• Inadequate PPE: Missing or vague personal protective equipment recommendations can leave workers unprotected from serious health effects like chemical burns, respiratory damage, or chronic illness.
• Delayed Emergency Response: Incomplete first-aid or fire-fighting measures can cause critical delays during an incident, turning a manageable event into a tragedy.
• Regulatory and Legal Repercussions: OSHA fines for HCS violations can be substantial. Beyond fines, companies face increased liability and potential lawsuits if an injury occurs due to an inaccurate SDS.

10 Common Errors Found on Safety Data Sheets (SDS)

Following are 10 of the most common errors found on SDS:

1. Missing or Incorrect Chemical Identification

An incorrect or missing Chemical Abstract Service (CAS) number, product name, or supplier details.

• The Risk: This makes it impossible to accurately track chemicals in your inventory or verify you have the correct SDS, leading to the use of the wrong safety information.
• Correction Tip: Always cross-reference the product name and CAS number on the SDS with the label on the physical container.

2. Outdated Company or Emergency Contact Information

The supplier's phone number or address is no longer valid, or the 24/7 emergency contact number is missing.

• The Risk: During a spill or exposure incident, responders cannot get crucial technical advice, delaying the emergency response and increasing the severity of the outcome.
• Correction Tip: Verify contact information annually and immediately upon receiving a new SDS from a supplier.

3. Missing or Vague Hazard Classifications

The SDS omits GHS hazard pictograms, signal words ("Danger" or "Warning"), or hazard statements (e.g., H318 - Causes serious eye damage).

• The Risk: Workers may not understand the severity or specific nature of the hazard, leading to improper handling and a failure to implement necessary controls.
• Correction Tip: Use the GHS "Purple Book" or a reliable database to verify that all physical, health, and environmental hazards are properly classified and communicated.

4. Incomplete Composition/Ingredient Disclosure

The exact percentages of hazardous ingredients are listed as a range (e.g., 10-30%) instead of an exact value, or trade secret claims are used inappropriately.

• The Risk: Without precise concentrations, it is difficult to conduct accurate exposure assessments and determine if airborne exposure limits are being exceeded.
• Correction Tip: Ensure suppliers provide exact percentages for all hazardous ingredients above the disclosure threshold.

5. Incorrect First-Aid or Emergency Response Instructions

Instructions are generic (e.g., "seek medical attention") instead of substance-specific (e.g., "if inhaled, move to fresh air and administer oxygen if breathing is difficult").

• The Risk: Applying the wrong first aid can worsen an injury. For example, inducing vomiting for certain chemical ingestions can cause more damage.
• Correction Tip: First-aid measures must be specific to the health effects presented by the chemical.

6. Outdated Handling and Storage Guidelines

The SDS lists incompatible materials in vague terms or omits crucial storage conditions (e.g., temperature, humidity, ventilation).

• The Risk: Storing a chemical near an incompatible material (e.g., an oxidizer near a flammable liquid) can cause a violent reaction, fire, or toxic gas release.
• Correction Tip: Handling and storage instructions should be clear, specific, and actionable for your workplace.

7. Missing PPE Recommendations

The SDS only states "wear appropriate PPE" without specifying the type, material, or breakthrough time for gloves, respirators, or eye protection.

• The Risk: Workers may use PPE that is not resistant to the chemical, offering a false sense of security and leading to dermal exposure or inhalation.
• Correction Tip: Section 8 must specify the exact type of PPE required, such as "nitrile gloves" or "a NIOSH-approved air-purifying respirator with an organic vapor cartridge." PPE training is also necessary if the workers are dealing with dangerous substances regularly. 

8. Inaccurate Exposure Control or Limit Data

OSHA Permissible Exposure Limits (PELs) or ACGIH Threshold Limit Values (TLVs) are missing, outdated, or incorrect.

• The Risk: Without accurate exposure limits, a company cannot properly assess worker exposure through air monitoring and may fail to implement necessary engineering controls.
• Correction Tip: Regularly cross-check exposure limits in Section 8 against the most current OSHA, ACGIH, and NIOSH databases.

9. Vague or Incomplete Disposal Instructions

Instructions simply state "dispose of in accordance with all local regulations" without providing any characterization of the chemical waste.

• The Risk: This can lead to improper disposal, causing environmental contamination and significant fines from the EPA or other regulatory bodies.
• Correction Tip: The SDS should describe the waste characteristics (e.g., flammable, corrosive) to help determine the proper disposal classification.

10. Failure to Update to Current GHS/OSHA Standards

The SDS is in an old MSDS format or has not been updated to reflect newly classified hazards or changed regulatory requirements.

• The Risk: Using an outdated document means you are not compliant with current law and are relying on potentially incomplete safety information.
• Correction Tip: OSHA requires SDSs to be updated within 3-6 months whenever new hazard information becomes available. Implement a system to review and replace old SDSs.

How to Ensure SDS Accuracy and Compliance

Maintaining accurate SDSs is an ongoing process, not a one-time task. Companies can ensure compliance by taking these practical steps:

• Implement a Regular Review Cycle: Audit your SDS library at least annually to check for outdated documents or updated versions from suppliers.
• Train Key Staff: Ensure that safety managers, procurement, and those handling chemicals are trained through WHMIS training to recognize the 16 sections and spot common SDS errors. 
• Use Standardized Templates: If you author SDSs, use GHS-aligned templates to ensure no mandatory information is omitted.
• Conduct Internal Audits: Periodically cross-check a sample of your SDSs against the chemical products in your facility to ensure they match and are accurate.

Risks of Non-Compliance with SDS Requirements

The risks of ignoring SDS inaccuracies extend far beyond a warning from an inspector. Consider this scenario: An SDS for a cleaning solvent is missing the required respiratory protection. 

A worker using this product in a poorly ventilated area develops respiratory issues. The subsequent OSHA inspection reveals the deficient SDS, leading to willful citations and six-figure fines. 

Simultaneously, the company faces a worker's compensation claim and a lawsuit for negligence. This demonstrates how a single SDS error can trigger a cascade of financial, legal, and human consequences.

Tools and Best Practices to Prevent SDS Errors

While manual management is possible, technology significantly reduces the risk of human error. Consider these solutions:

• Digital SDS Management Systems: These platforms automatically flag missing sections, outdated documents, and compliance gaps, providing a centralized, searchable database.
• Centralized Chemical Inventories: Link your chemical purchases directly to your SDS library to ensure every container on-site has a corresponding, up-to-date SDS.
• Internal Audits and Checklists: Use a standardized checklist based on OSHA requirements to perform periodic, in-house audits of your SDS collection.
• Expert Consultation: For complex chemical inventories, partnering with a safety consultant can help navigate international regulations like REACH and ensure full compliance.

FAQs

What mistakes are most common on SDS forms?

The most common errors include outdated emergency contacts, missing hazard pictograms, vague PPE recommendations, and incorrect first-aid measures. These oversights directly impact worker safety during routine use and emergencies.

Which SDS sections are often incomplete?

Sections 8 (Exposure Controls/PPE) and 13 (Disposal Considerations) are frequently vague or incomplete. Suppliers often use generic language that fails to provide the specific, actionable information workplaces need.

How do you ensure SDS compliance with OSHA?

Ensure every hazardous chemical has an SDS, that all SDSs are GHS-formatted and readily accessible to employees, and that workers are trained to understand them. Conduct regular audits to check for accuracy.

What are the risks of incorrect SDS data?

Risks include worker injuries from improper handling, significant OSHA fines for non-compliance, environmental violations from incorrect disposal, and increased liability in lawsuits.

Who is responsible for SDS accuracy?

The chemical manufacturer or importer is responsible for authoring a compliant SDS. However, the employer is responsible for obtaining it, ensuring it is accurate, and making it accessible to employees.

What software helps prevent SDS errors?

Digital SDS management systems can automate updates, highlight missing information, and maintain a centralized, audit-ready library, drastically reducing manual errors and compliance risks.

Conclusion

Accurate Safety Data Sheets are not just a regulatory requirement; they are a fundamental component of a proactive safety culture. 

The common Safety Data Sheets errors outlined in this blog (from missing hazard codes to vague PPE guidance) create tangible risks that can lead to injuries, fines, and operational disruptions. 

By understanding these pitfalls, implementing a rigorous management system, and committing to regular reviews, organizations can transform their SDS library from a compliance burden into a powerful tool for protecting their most valuable asset: their people. 

Make the commitment today to audit your SDSs and close any gaps that could put your workforce and your business in jeopardy.