SDS vs COSHH Assessment: What's the Difference?

Quick Answer

A Safety Data Sheet (SDS) and a COSHH assessment are not the same thing.

An SDS provides information about a chemical product, including its hazards, safe handling requirements, storage conditions and emergency procedures.

A COSHH assessment considers how a hazardous substance is actually used in the workplace, who could be exposed and what control measures are needed to prevent harm.

An SDS tells you about the substance. A COSHH assessment tells you how to manage the risks associated with using it at work.

Both are important, but having an SDS does not automatically mean you have completed a suitable COSHH assessment.

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What Is a Safety Data Sheet (SDS)?

A Safety Data Sheet is a document provided by a chemical supplier or manufacturer containing information about a substance or mixture.

It helps employers and workers understand the hazards associated with a product and provides information needed to handle, store and use it safely.

An SDS normally contains 16 sections covering:

• Product identification and supplier details• Hazard identification• Composition and ingredients• First aid measures• Firefighting measures• Accidental release measures• Handling and storage• Exposure controls and personal protection• Physical and chemical properties• Stability and reactivity• Toxicological information• Ecological information• Disposal considerations• Transport information• Regulatory information• Other relevant information

This information is essential when assessing the risks associated with hazardous chemical products.

However, an SDS is generally written for a product rather than the specific circumstances in which your business uses it.

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What Is a COSHH Assessment?

COSHH stands for the Control of Substances Hazardous to Health.

Under the Control of Substances Hazardous to Health Regulations 2002 (as amended), employers must assess and adequately control exposure to substances that could harm workers' health.

A COSHH assessment identifies the hazards associated with a substance and considers how exposure could occur during a particular activity.

It should establish:

• What hazardous substance is being used or generated• How the substance will be used• Who could be exposed• How exposure could occur• How often and for how long exposure may occur• The potential health effects• Whether a Workplace Exposure Limit applies• What control measures are required• Whether suitable PPE is necessary• What arrangements are needed for spills and emergencies• How the substance should be stored and disposed of

A suitable assessment should reflect the actual workplace and working methods.

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What Is the Difference Between an SDS and a COSHH Assessment?

Although the two documents are closely connected, they serve different purposes.

Safety Data Sheet

An SDS provides information about the product itself.

It identifies the hazards and gives general guidance about handling, storage, exposure controls and emergency arrangements.

The information is normally supplied by the manufacturer or supplier.

COSHH Assessment

A COSHH assessment considers the risks arising from using or generating hazardous substances during a particular workplace activity.

It uses relevant information from the SDS alongside details about the working environment, exposure and methods of work.

The assessment is the responsibility of the employer or relevant dutyholder.

Example

Consider a contractor using a solvent-based adhesive.

The SDS may identify that the adhesive produces hazardous vapours and requires suitable ventilation.

However, the SDS does not know whether the contractor is:

• Applying a small amount in a well-ventilated outdoor area• Using the product repeatedly throughout the working day• Applying large quantities inside an enclosed room• Working alongside other contractors• Using the product near sources of ignition

These circumstances can significantly affect the risks and the controls required.

A COSHH assessment must consider the actual activity rather than simply repeat the manufacturer's information.

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Is an SDS Enough to Comply With COSHH Regulations?

No.

Simply keeping a collection of Safety Data Sheets does not demonstrate that the risks associated with hazardous substances have been adequately assessed.

An SDS provides information that can be used when completing a COSHH assessment.

However, employers must also consider how substances are used, the potential exposure and the controls required.

For example, an SDS may recommend respiratory protection under certain conditions.

That does not automatically mean every worker using the product needs a respirator.

The assessment should first consider whether exposure can be prevented or adequately controlled through safer products, alternative methods, enclosure or ventilation.

PPE should be selected according to the remaining risks and the actual working conditions.

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What Should a Good COSHH Assessment Include?

A suitable COSHH assessment should provide enough information to identify the relevant health risks and explain how exposure will be controlled.

1. Substance Identification

Identify the product or substance being assessed.

This may include:

• Product name• Manufacturer or supplier• Intended use• Relevant hazardous ingredients• Hazard classification

The information should be checked against the correct SDS where one is available.

2. Description of Use

Explain how the substance will actually be used.

For example:

"Applying solvent-based adhesive to flooring materials inside an occupied commercial building."

This provides more useful information than simply stating "using adhesive".

3. Associated Health Risks

Identify the potential health effects associated with exposure.

Depending on the substance, these could include:

• Skin irritation or dermatitis• Eye irritation or damage• Respiratory irritation• Occupational asthma• Dizziness or other effects from inhaling vapours• Long-term health effects from repeated exposure

The risks identified must reflect the actual substance and exposure circumstances.

4. Exposure Assessment

Consider how workers or other people could come into contact with the substance.

This includes:

• Inhalation of dust, vapours, fumes or mists• Skin contact• Eye contact• Accidental ingestion• Other relevant exposure routes

The assessment should also consider the amount used, duration and frequency of exposure.

5. Control Measures

Explain the precautions required to prevent or adequately control exposure.

These might include:

• Substituting the substance with a safer alternative• Changing the application method• Using suitable ventilation or extraction• Restricting access to the work area• Providing suitable washing facilities• Establishing safe handling procedures• Providing appropriate PPE where required

Controls should be selected according to the actual hazards and working conditions.

6. Emergency Arrangements

The assessment should identify relevant arrangements for:

• Accidental exposure• First aid• Spillages• Fire-related precautions• Safe storage• Disposal

The procedures should reflect the substance, quantities involved and workplace conditions.

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Do You Need a COSHH Assessment for Every Chemical?

Not necessarily a separate document for every product.

The requirement is to assess the risks associated with substances hazardous to health and ensure suitable controls are in place.

Some substances or activities may be appropriately covered by a combined assessment where the hazards, exposure and controls are sufficiently similar.

However, different products or working methods may introduce different risks.

For example, two cleaning products could require different precautions because of their chemical composition, concentration or method of application.

The important consideration is whether the assessment adequately covers the substances and activities involved.

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Can You Complete a COSHH Assessment Without an SDS?

Yes, in some circumstances.

Not every hazardous substance encountered at work has a Safety Data Sheet.

Some substances are produced during the work itself.

Examples include:

• Silica dust from cutting concrete or masonry• Wood dust from cutting or sanding timber• Welding fumes• Dust generated during construction activities

These substances may still present significant health risks.

Where an SDS is unavailable or not applicable, employers should use other reliable information to identify the hazards and determine suitable controls.

For example, HSE provides specific guidance on construction dust and exposure control.

The absence of an SDS does not automatically remove the need for a COSHH assessment.

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Need to Create COSHH Assessments for Your Business?

Safe Trade Solutions helps UK contractors and businesses create COSHH assessments without spending hours preparing documents manually.

Our platform is designed to make the process quicker while allowing you to review the information and ensure it reflects your actual work.

Whether you're using cleaning chemicals, adhesives, paints or other hazardous substances, you can create and review assessments through one platform.

Spend less time preparing paperwork and more time managing the work safely.

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Common Mistakes When Preparing COSHH Assessments

Several common mistakes can reduce the usefulness of a COSHH assessment.

1. Using the SDS as the Entire Assessment

Copying information directly from the SDS without considering the actual work may leave important risks unaddressed.

2. Using Generic Assessments

A generic assessment may not reflect the quantities used, exposure duration or conditions at a particular workplace.

3. Automatically Selecting PPE

Not every hazardous substance requires the same protective equipment.

PPE should be appropriate to the substance, exposure and working method.

4. Ignoring Workplace Exposure Limits

Some hazardous substances have Workplace Exposure Limits (WELs).

Where relevant, these must be considered when assessing exposure and determining controls.

5. Failing to Review Assessments

COSHH assessments should be reviewed when circumstances change or there is reason to believe the assessment is no longer suitable.

Changes could include:

• Introducing a different chemical product• Changing the application method• Increasing the quantity used• Working in a different environment• Introducing new equipment• Identifying previously unrecognised exposure risks

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Who Is Responsible for Completing COSHH Assessments?

Employers are responsible for ensuring that suitable COSHH assessments are completed and appropriate controls are implemented.

The person preparing the assessment should have sufficient knowledge and understanding of the substances, activities and associated risks.

A competent person may assist with the assessment, but the employer remains responsible for meeting their legal duties.

Workers should also receive suitable information, instruction and training about the hazards and controls relevant to their work.

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How Often Should a COSHH Assessment Be Reviewed?

There is no universal requirement to rewrite every COSHH assessment after a fixed period.

However, assessments must remain suitable and sufficient.

They should be reviewed regularly and whenever there is reason to believe they are no longer valid.

For example, a review may be necessary following:

• Changes to the product or SDS• Changes in working methods• New information about health hazards• Changes in exposure levels• An incident or near miss• Evidence that existing controls are ineffective

A review does not always require an entirely new assessment, but any necessary changes should be recorded and communicated.

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Frequently Asked Questions

Is an SDS a legal requirement?

Suppliers must provide Safety Data Sheets in circumstances specified by applicable chemical regulations, including for many hazardous products supplied for workplace use.

Is a Safety Data Sheet the same as a COSHH assessment?

No. An SDS provides information about a substance, while a COSHH assessment evaluates the risks associated with its use in the workplace.

Can I use the manufacturer's SDS instead of completing a COSHH assessment?

No. The SDS should be used as a source of information when assessing the risks associated with the activity.

Do small businesses need COSHH assessments?

Yes, where COSHH applies to the hazardous substances involved. The duties are not limited to large businesses.

Do I need a COSHH assessment for cleaning products?

Where cleaning products contain substances hazardous to health or their use creates relevant exposure risks, those risks must be assessed and controlled.

Does COSHH apply to construction dust?

Yes, many types of hazardous construction dust fall under COSHH, including respirable crystalline silica and wood dust.

Can COSHH assessments be created using AI?

AI-assisted tools can help prepare assessments, but the information must be checked against reliable substance information and the actual working conditions.

The person responsible must ensure the assessment is suitable and the identified controls are implemented.

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Create COSHH Assessments in Minutes With Safe Trade Solutions

Preparing COSHH assessments doesn't need to involve repeatedly copying information into generic templates.

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With Safe Trade Solutions, you can:

• Create COSHH assessments for your workplace activities• Identify relevant hazards and associated risks• Include appropriate control measures• Review the information before use• Add your company branding• Keep your assessment documentation professional and consistent

The platform also allows you to create fully editable RAMS documents, helping you manage both types of documentation in one place.

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Related Articles

• Why Do We Need COSHH Assessments?

• What Should a Risk Assessment Include?

• What Is a RAMS Document?

• Who Is Responsible for Creating RAMS Documents?

• Are RAMS a Legal Requirement in the UK?

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