Key Compliance Documents in the Cosmetics Industry: MSDS, COA, and TDS Explained

A Simple Guide to MSDS, SDS, COA, and TDS: Essential Documents for Safety and Quality in Cosmetics

In cosmetics research, production, trade, and regulation, documents like MSDS, SDS, COA, and TDS are vital. They prove product safety, quality, and performance, and ensure compliance with international standards. This article explains what these documents are, what they include, and how they differ, helping buyers use them effectively.

I. MSDS/SDS: Material Safety Data Sheet / Safety Data Sheet

1. Definition and Development
MSDS (Material Safety Data Sheet), also known as SDS (Safety Data Sheet), is a detailed safety information document prepared by chemical manufacturers, suppliers, or importers according to relevant regulations for chemicals or mixtures. Its core purpose is to convey information about potential health hazards, environmental risks, and response measures during the production, storage, transportation, use, and disposal of chemicals to downstream users, transporters, emergency responders, and regulatory agencies.

Since the 1960s, MSDS has gradually become a standard document in the international chemical management system. With the continuous improvement of global chemical regulations (such as EU REACH, US OSHA, and UN GHS), the content and format of MSDS have been standardized and globally recognized. In recent years, the term SDS has gradually replaced MSDS, reflecting the requirements of the Globally Harmonized System of Classification and Labelling of Chemicals (GHS).

2. Regulations and Standards
The preparation and publication of MSDS/SDS are strictly regulated by various international and regional laws and standards, including:

• UN GHS: Requires SDS to adopt a 16-section standard format, covering hazard identification, composition information, first-aid measures, etc.
• EU REACH Regulation (EC 1907/2006): Specifies details about SDS content, language, and update frequency.
• US OSHA Hazard Communication Standard (HCS): Requires all hazardous chemicals to be accompanied by a GHS-compliant SDS.
• China GB/T 16483-2008, GB/T 17519-2013: Specify the structure, content, and writing requirements for SDS.

3. Structure and Content
The standardized MSDS/SDS generally consists of 16 sections, each with clear content requirements:

1. Identification of the substance/mixture and company
2. Hazard identification
3. Composition/information on ingredients
4. First-aid measures
5. Fire-fighting measures
6. Accidental release measures
7. Handling and storage
8. Exposure controls/personal protection
9. Physical and chemical properties
10. Stability and reactivity
11. Toxicological information
12. Ecological information
13. Disposal considerations
14. Transport information
15. Regulatory information
16. Other information

4. Preparation Principles and Notes

• Authority and scientific accuracy
• Clarity and readability
• Dynamic updates as needed
• Multilingual versions for export products

5. Functions and Significance

• Ensures compliance in production, sales, import/export, transportation, and storage
• Provides scientific and systematic hazard information for safety risk prevention
• Acts as a communication bridge across the supply chain
• Promotes environmental and health protection

6. Differences and Connections between MSDS and SDS

• Essentially the same; SDS is the updated term under GHS
• The global market now generally uses “SDS”
• SDS format is globally standardized for international trade and information mutual recognition

7. Practical Application in the Cosmetics Industry
MSDS/SDS is a mandatory compliance document throughout the R&D, production, storage, transportation, and sales of cosmetic raw materials, semi-finished, and finished products.

II. COA: Certificate of Analysis

1. Definition and Role
COA is an authoritative document issued by the manufacturer or a qualified third-party testing agency, providing quality inspection and analysis results for a specific batch of products. Its core function is to prove whether the product or raw material meets established quality standards and technical specifications.

2. Regulatory and Industry Requirements
COA is essential in international trade, cosmetics, food, pharmaceuticals, and chemicals for the circulation, delivery, acceptance, and export of raw materials and finished products.

3. Main Contents

• Product information: name, batch number, production date, expiry date
• Test items: appearance, odor, content, purity, moisture, pH, heavy metals, microbial limits, etc.
• Test methods: standards and method numbers
• Test results: actual values for each parameter
• Compliance determination
• Issuing unit and signature/seal

4. Preparation Principles and Notes

• Batch specificity
• Authentic and reliable data
• Clear standard basis
• Authority (third-party COA is more credible)

5. Functions and Application Scenarios

• Quality acceptance and delivery
• Regulatory compliance
• Customer trust and brand building
• Cross-border trade and customs clearance

6. Example in Cosmetics
COA proves that raw materials meet technical standards and provides safety and compliance evidence for their application in cosmetic formulations.

III. TDS: Technical Data Sheet

1. Definition and Role
TDS is a technical document prepared by the manufacturer or supplier, detailing product performance, physical and chemical properties, application areas, and usage methods. Its main purpose is to provide scientific basis for product selection, application design, and process optimization.

2. Industry Status and Importance
TDS is widely used in chemicals, coatings, adhesives, plastics, cosmetics, etc., and is indispensable for new product promotion, technical exchanges, project bidding, and technical comparison.

3. Main Contents

• Basic product information
• Physical and chemical parameters
• Functional characteristics
• Application areas
• Usage methods
• Storage and transportation
• Applicable standards
• Safety and environmental recommendations

4. Preparation Principles and Notes

• Scientific and accurate data
• Consistency with actual product performance
• Targeted content
• Timely updates

5. Functions and Application Scenarios

• Technical communication and selection
• Engineering design and process optimization
• Market promotion and bidding
• After-sales service and technical support

6. Example in Cosmetics
For sunscreen ingredients, the TDS details UV absorption peaks, photostability, recommended dosage, compatibility, and optimal dispersion process.

IV. Core Differences and Connections Among the Three

• MSDS/SDS: Focuses on safety information and is a compliance necessity for chemical circulation, use, and transport.
• COA: Focuses on quality certification, ensuring the actual test values of products or raw materials meet standards.
• TDS: Focuses on technical performance and application guidance, helping users select and use products correctly.

The three documents often coexist for the same product or raw material, but their content and focus are completely independent.

V. Practical Application Example (Cosmetics Industry)

1. Raw Material Procurement and Quality Control:
   COA and TDS are required from suppliers. COA verifies batch compliance, TDS assists formulators in understanding characteristics and best practices, and MSDS/SDS ensures safety and compliance in handling and storage.

2. Product R&D and Formulation Design:
   R&D teams consult TDS for functional characteristics and compatibility, and MSDS/SDS for hazard evaluation.

3. Production and Storage Management:
   Production and warehouse management rely on MSDS/SDS for safe handling and emergency plans, and COA for batch quality verification.

4. Market Access and Export Trade:
   MSDS/SDS and COA are required for customs clearance and market access in major markets; TDS is often requested by clients for technical evaluation.

5. After-sales Service and Technical Support:
   TDS supports technical problem-solving, while MSDS/SDS provides a scientific basis for emergency response and liability clarification.

Conclusion

MSDS/SDS, COA, and TDS are the cornerstones for safe production, quality control, technical innovation, and compliant operation in the cosmetics and related industries. They provide a solid foundation for product safety, quality assurance, and technical performance throughout the product lifecycle. Only by attaching great importance to and standardizing the management of these documents can companies effectively prevent safety and compliance risks, enhance competitiveness and brand reputation, and achieve sustainable development.

When you partner with us, we provide MSDS, COA, and TDS documents for all the products we supply.