Many businesses think thatMSDS (Material Safety Data Sheet)It's just a procedural document, just download a template on the Internet and then edit it to be able to use it for export. The reality is quite the opposite.

In international trade, especially for groups of goods containing chemicals, cosmetics, Lithium batteries, essential oils, detergents, paints, glues or food additives, MSDS is the basis for shipping lines, airlines, logistics units and customs authorities to evaluate the safety level of products before accepting them for transportation.

What is the GHS standard MSDS and why can't export businesses ignore it?

MSDS (Material Safety Data Sheet) isChemical Safety Instructions, provides complete information about ingredients, physical properties, hazard level, how to preserve, transport and handle the product in emergency situations.

Currently, most countries applyGHS (Globally Harmonized System)– Globally harmonized system of chemical classification and labeling. Building MSDS according to GHS standards helps to unify information internationally, creating favorable conditions for import and export activities.

In other words, MSDS is not only a document serving regulatory agencies but also a "common language" between manufacturers, shipping companies and buyers around the world.

Which businesses are required to prepare MSDS?

Many businesses only think MSDS is for chemical factories. In fact, the scope of application is much broader.

Product groups are often asked to provide an MSDS

Even products promoted as "eco-friendly" or "non-toxic" may still need an MSDS to demonstrate ingredients and safety properties for international shipping.

6 risks that cause a shipment to be held just because the MSDS does not meet standards

Through the process of supporting export businesses, it can be seen that the majority of delayed customs clearance cases do not come from product quality but from document errors.

1. Wrong or missing CAS code

CAS code is the international identifier of each chemical component. If this information is not accurate, it will be difficult for the inspection agency to determine the nature of the product.

2. Incorrect GHS classification

Some businesses still use the old MSDS form and have not updated the new GHS regulations. This results in the warning symbol, H (Hazard Statements) or P (Precautionary Statements) no longer being appropriate.

3. Lack of shipping information

MSDS should clearly show:

• UN Number.

• Hazard Class.

• Packing Group.

• Regulations for transport by sea, air or road.

Missing these items may cause the carrier to request additional documents before loading.

4. Ingredients are inconsistent with the product label

This is a very common error. If the ingredient ratio on the MSDS is different from the information published on the packaging or COA, the business may be required to explain.

5. Do not update to new version

MSDS is not a document to be used permanently. When changing product formulas or having new regulations, businesses need to update all records.

6. Use copied MSDS

Many businesses download samples on the Internet and then change the product name. This is a huge risk because technical data does not reflect the actual characteristics of the goods.

5-step process of building GHS standard MSDS

To minimize risks when exporting, businesses should follow the following process.

Standard MSDS development process

Checklist to check MSDS before sending to customers or doing export procedures

In fact, many businesses only discover that their MSDS has errors when the shipping line or partner requests correction. At this time, updating records often affects the delivery schedule, incurring unnecessary costs.

To limit risks, businesses should develop a check checklist before releasing MSDS:

• The product name is consistent with the product label.

• Chemical ingredients are fully declared.

• Exact CAS code for each component.

• The GHS version being applied is the latest version according to the export market.

• Full warning symbols (GHS Pictograms) are available.

• There are Hazard Statements (H Statements).

• There are Precautionary Statements (P Statements).

• Have information about UN Number (if dangerous goods).

• There are Hazard Class and Packing Group.

• Information about the manufacturer and responsible unit is clear.

• Release date and version number updated.

• MSDS content is consistent with COA, TDS and product labels.

A simple but consistently applied checklist will help businesses significantly reduce the risk of being asked for additional documents during the customs clearance process.

How are MSDS, TDS and COA different?

This is a question that many businesses just starting to export often get confused.

Can be understood simply:

• The MSDS answers the question"Is this product safe?"

• TDS replied"How does this product work?"

• COA replied"Does this shipment meet the promised quality?"

These three documents cannot replace each other and need to be prepared synchronously if the business wants to build a professional image in the international market.

The role of MSDS when exporting through Alibaba

In the past few years, more and more Vietnamese businesses have chosen to export through Alibaba to reach buyers in the US, Europe, the Middle East and Southeast Asia. However, many businesses only focus on investing in product images, keyword optimization or advertising but ignore the technical profile system.

This is a big omission.

According to experience working with B2B buyers, products belonging to the chemical, cosmetics, essential oils, detergents, additives or industrial raw materials groups are often required to send MSDSs right from the beginning of the exchange.

Buyers are not only interested in the selling price but also want to know:

• Whether the product belongs to dangerous goods or not.

• Can it be shipped by sea or air.

• Does it meet import regulations in their country?

• Do I need to apply for a special permit when importing?

A business that responds quickly with a complete set of documents will create a clear advantage over suppliers that take days to add documents.

This is also the reason for many unitsConsulting on opening Alibaba boothIt is always recommended that businesses prepare a document system such as MSDS, COA, TDS, Catalog and capacity profile right from the start.

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