How to Read and Use Safety Data Sheets (SDS) in Cosmetic Manufacturing: A Guide for Formulators and Producers

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The production of cosmetic products requires precise work with dozens of chemical raw materials – from surfactants and emulsifiers to preservatives and fragrance blends. Each of these substances is subject to strict legislative requirements, with the Safety Data Sheet (SDS) being the fundamental document that provides information on risks, safe handling, and protective measures. For formulators and producers, it is crucial not only to have the SDS available but also to correctly interpret and apply its content in practice. Misinterpretation can lead to health risks for employees, product contamination, or violations of legislation such as REACH or CLP regulations.

Why the Safety Data Sheet (SDS) is a Key Document for Cosmetic Manufacturing

A Safety Data Sheet (SDS, previously referred to as MSDS) is a fundamental document that provides comprehensive information on chemical substances and mixtures used in cosmetic production. Its primary purpose is to ensure the safe handling of raw materials throughout the entire supply chain – from the supplier through the manufacturer to the end user. In the cosmetic industry, where a wide range of surfactants, emulsifiers, preservatives, and other functional additives are used, the SDS is essential for assessing risks such as irritancy, toxicity, or flammability. Without it, it is impossible to correctly design the production process, ensure employee protection, or meet legislative requirements.

Under REACH and CLP regulations, every chemical substance or mixture supplied to the EU market must have a valid SDS if it meets the criteria for classification as hazardous. This also applies to many raw materials used in cosmetics, such as certain preservatives (e.g., formaldehyde-releasing agents) or solvents. Furthermore, the SDS serves as the basis for creating a product technical data sheet and for communication with regulatory authorities. Proper understanding of the SDS thus saves time, costs, and, most importantly, minimizes the risk of accidents or legal complications.

SDS Structure According to CLP/GHS Regulations: Navigating the 16 Sections

The Safety Data Sheet is standardized according to the CLP (Classification, Labelling and Packaging) regulation and the Globally Harmonized System (GHS), ensuring a uniform structure across suppliers. It consists of 16 mandatory sections, each serving a specific purpose. The first three sections contain identification details of the substance/mixture, the supplier, and the hazard classification according to CLP. Here, it is crucial to verify whether the raw material has been assigned the correct hazard pictograms, signal words ("Danger" or "Warning"), and standard hazard statements (H-phrases) and safety instructions (P-phrases).

The following sections cover composition (Section 3), first aid measures (Section 4), fire-fighting measures (Section 5), and accidental release measures (Section 6). For cosmetic formulators, Sections 7 (handling and storage), 8 (exposure limits and protective equipment), and 9 (physicochemical properties) are particularly important. For example, information on pH, solubility, or flash point helps optimize the manufacturing process and select suitable packaging. Sections 11 to 16 then address toxicological information, ecological aspects, disposal instructions, and transport guidelines, which are essential for meeting sustainability and safety requirements.

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How to use SDS in cosmetic product formulation: Practical tips

The Safety Data Sheet is not just an administrative obligation – its information can be actively used in the development of new cosmetic formulations. For example, Section 10 (stability and reactivity) highlights incompatibilities between raw materials, which helps prevent undesirable reactions such as precipitation, colour change, or loss of efficacy. If the SDS states that a substance is sensitive to light or heat, suitable packaging materials (e.g., opaque bottles) or storage conditions (refrigeration) can be designed.

Another practical application is the assessment of exposure scenarios for employees. Section 8 contains recommended protective equipment (gloves, goggles, respirators) and exposure limits that must be considered when designing a production line. For example, working with powdered raw materials (such as certain pigments or fillers) should be carried out in closed systems or under extraction to minimise the risk of inhalation. The SDS also assists in selecting alternative raw materials – if the original ingredient is classified as irritant, a substitute with a more favourable safety profile can be sought without compromising the product’s functionality.

SDS and Legislation: Ensuring Compliance with REACH and EU Cosmetics Regulations

Cosmetic production is subject to a dual regulatory framework: REACH (Registration, Evaluation, Authorisation, and Restriction of Chemicals) and the EU Cosmetics Regulation (Regulation (EC) No 1223/2009 of the European Parliament and of the Council). The SDS plays a key role in both areas. Under REACH, manufacturers and importers of cosmetic raw materials must ensure that all substances in quantities exceeding 1 tonne per year are registered, and the SDS serves as proof of compliance with this obligation. For mixtures, the SDS must reflect the current classification according to CLP, including correct labelling on the packaging.

The EU Cosmetics Regulation additionally requires that all raw materials used in the final product be safe for consumers. The SDS provides toxicological data (Section 11), which is essential for evaluating the safety of a cosmetic product (CPSR). For example, information on skin irritation, sensitization, or systemic toxicity helps determine the maximum permissible concentration of a substance in the final product. It is also important to monitor SDS updates – suppliers are obliged to provide revised versions when classifications change or new scientific findings emerge. Regular SDS checks thus ensure that production remains compliant with the latest legislative requirements.

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SDS and Risk Assessment in Cosmetic Laboratories: How to Prevent Hazardous Combinations of Raw Materials

Safety Data Sheets (SDS) are not just formal documentation – they serve as the foundation for identifying risks when handling raw materials in cosmetic production. Each substance has specific physico-chemical properties that, if used incorrectly, can lead to undesirable reactions, such as the formation of toxic vapours, flammable mixtures, or corrosive effects on equipment. In Section 9 of the SDS, you will find data on stability and reactivity, which are crucial for assessing raw material compatibility. For example, combining strong oxidising agents with organic solvents can trigger exothermic reactions, while some surfactants react with acids to produce gases. Before mixing any new sample, therefore, check whether dangerous interactions may occur.

A practical tool for risk assessment is the so-called compatibility matrix, which can be created based on data from the SDS. All raw materials and their potential reactions with other ingredients are recorded in a table. For instance, substances labelled as "highly flammable" (H224–H226) should not be stored or processed near heat sources or open flames. Similarly, proper ventilation must be ensured when working with volatile organic compounds, whose concentration in the air must not exceed the occupational exposure limits specified in Section 8 of the SDS. Adhering to these measures minimises the risk of accidents and ensures a safe working environment.

How SDS Helps in Selecting Raw Materials for Certified Natural and Vegan Cosmetics

Manufacturers of natural and vegan cosmetics must adhere to strict standards when selecting raw materials, which often go beyond legislative requirements. Safety Data Sheets play a key role here, as they contain information on the origin of substances, their biodegradability, and potential allergenicity. For example, Section 3 of the SDS lists the chemical composition of the raw material, allowing verification of whether it contains animal derivatives (e.g., lanolin, collagen) or synthetic preservatives prohibited in certified natural cosmetics. It is also important to monitor Section 12, which describes ecological properties, such as toxicity to aquatic organisms or the substance’s ability to accumulate in the environment.

For certification according to standards such as COSMOS or Ecocert, it is essential that all raw materials meet sustainability and safety requirements. SDS helps verify whether a substance does not contain genetically modified organisms (GMOs), microplastics, or substances tested on animals. For example, some emulsifiers or preservatives may be effective, but their ecotoxicological profile is unsuitable for organic cosmetics. Manufacturers should compare SDS with the requirements of certification bodies and, in case of ambiguities, consult with the supplier or an independent laboratory test.

SDS and Documentation for Regulatory Authorities: How to Prepare an Audit Trail for Inspections

Cosmetic manufacturers are frequently inspected by authorities such as the National Institute of Public Health (SZÚ) or the Czech Trade Inspection Authority (ČOI), which verify compliance with EU Regulation No. 1223/2009 and other regulations. Safety data sheets are one of the first documents inspectors request, as they confirm that raw materials have been properly assessed for safety. It is therefore essential to have SDS not only available but also systematically archived and updated. It is recommended to maintain an electronic register of all raw materials with references to the relevant SDS and the date of their last revision, as the validity of documents may be limited (e.g., due to changes in REACH).

In addition to the SDS themselves, it is important to document how the information from them has been applied in practice. For example, if the SDS states that a substance is skin irritant (H315), the manufacturer must demonstrate that appropriate measures have been taken—such as the use of protective gloves during handling or reducing the concentration in the final product. Inspectors also often require records of employee training, which confirm that staff can read and apply SDS. In the event of deficiencies, fines or product recalls may be imposed, so thorough documentation is key to a successful inspection.

Do you have questions about raw material safety?

Every raw material supplied by GCG Group is provided with an up-to-date safety data sheet and technical documentation. Our experts will be happy to assist you with interpreting the data and selecting suitable alternatives for your production. Contact us – or browse our catalogue of over 1,300 products right away.