Key takeaways
- Use the GHS 16-section order — the numbering itself is part of the format.
- Sections 1, 2, 4 and 16 are the ones most often rejected when left incomplete.
- Give concentration ranges and CAS numbers in Section 3, or state a trade-secret withholding.
- Physical and chemical properties in Section 9 must be measured values, not marketing claims.
- Add a revision number and date so the current version is identifiable at a glance.
What the 16 sections of the MSDS template contain
| Section | Heading | What to fill in |
|---|---|---|
| 1 | Identification | Product name, code, recommended use, supplier, emergency telephone |
| 2 | Hazard identification | GHS class and category, signal word, pictograms, H and P statements |
| 3 | Composition | Ingredients, CAS numbers, concentration or concentration range |
| 4 | First-aid measures | Response by exposure route plus delayed effects |
| 5 | Fire-fighting measures | Suitable media, unsuitable media, special hazards, protective equipment |
| 6 | Accidental release | Personal precautions, containment, clean-up method |
| 7 | Handling and storage | Safe handling, incompatibilities, storage conditions |
| 8 | Exposure controls | Occupational limits, engineering controls, PPE per body area |
| 9 | Physical and chemical properties | Appearance, odour, pH, boiling and flash point, density, solubility |
| 10 | Stability and reactivity | Chemical stability, hazardous reactions, materials to avoid |
| 11 | Toxicological information | Acute toxicity values, irritation, sensitisation, chronic effects |
| 12 | Ecological information | Aquatic toxicity, persistence, bioaccumulation, mobility |
| 13 | Disposal considerations | Waste treatment, contaminated packaging |
| 14 | Transport information | UN number, proper shipping name, class, packing group, marine pollutant |
| 15 | Regulatory information | Applicable regulations for the markets you supply |
| 16 | Other information | Revision number and date, abbreviations, disclaimer |
How to fill the MSDS template in without leaving gaps
- Start with Section 1 and confirm the emergency number is answered around the clock.
- Classify the product first, then write Sections 2, 11 and 12 from the same classification.
- Enter composition with CAS numbers and ranges; if a range is withheld, say so explicitly.
- Fill Section 9 from test data, using "not determined" rather than leaving a blank line.
- Complete Section 14 from the transport classification, including UN number and packing group.
- Finish with the revision number and date in Section 16 so the current version is traceable.
A blank line reads as an oversight; "not applicable" or "no data available" reads as a decision. Never leave a numbered heading with nothing under it.
MSDS template versus a filled safety data sheet
A template is the empty structure. A safety data sheet is a product-specific document that has to be reviewed whenever the formulation, classification or regulation changes. Keep the template as your house format, and version each product sheet separately with its own revision history.
- One template, many products — never edit a live product sheet to create a new one.
- Review each product sheet on a fixed cycle and after every formulation change.
- Keep superseded versions on file; customers may hold the older one.
Documents that travel with the SDS
For chemical and industrial products the safety data sheet rarely ships alone. A technical datasheet describes performance and application, a certificate of analysis proves the specific batch met specification, and the packing list and commercial invoice carry the shipment through customs. Build them from the same product record so the product name, code and hazard data agree everywhere.
How to use an MSDS template
Step 1: Open the 16-section format
Start from a template that already carries Sections 1 to 16 in the standard order.
Step 2: Enter product and supplier identity
Complete Section 1 with product name, code, use, supplier and emergency contact.
Step 3: Add classification and hazards
Fill Section 2 with GHS class, signal word, pictograms and H/P statements.
Step 4: Enter composition and properties
Complete Sections 3 and 9 with ingredients, CAS numbers and measured properties.
Step 5: Complete response and transport sections
Fill first aid, fire, spill, handling, exposure, disposal and transport sections.
Step 6: Version and issue
Add the revision number and date, then export the sheet as a print-ready PDF.
Frequently asked questions
Is an MSDS template the same as an SDS template?
In practice yes. "MSDS" is the older term; current GHS-aligned documents are called safety data sheets and use the 16-section format. Many buyers still ask for an "MSDS", and a 16-section SDS satisfies that request.
Can I change the order of sections in the template?
No. The numbering and order are part of the recognised format. You may add extra information within a section, but Sections 1 to 16 must appear in sequence with their standard headings.
Do I need an MSDS for a non-hazardous product?
Classification may not require one, but buyers, tenders and forwarders frequently ask for a sheet anyway. Issuing a 16-section sheet that states the product is not classified as hazardous is usually the practical answer.
Who can sign a safety data sheet?
Someone competent in the product's classification, normally the technical or regulatory lead of the supplier. The sheet should also show the company's contact details and an emergency number.
How often should an SDS be updated?
Whenever the formulation, classification, transport data or applicable regulation changes, and on a routine review cycle otherwise. Every update should raise the revision number and date in Section 16.