OSHA Hazard Communication Labels: 6 Required Label Elements

OSHA Hazard Communication Labels: 6 Required Label Elements

OSHA Hazard Communication Labels: 6 Required Label Elements

Every container of hazardous chemicals in the workplace carries more than just its contents—it carries a message of safety, responsibility, and compliance. OSHA’s Hazard Communication Standard (HCS) was built on the principle that every worker deserves clear, accessible information about the chemical hazards they may encounter. In practical terms, this means labels aren’t just stickers; they are a frontline defense against accidents, regulatory penalties, and workplace confusion.

For safety managers, compliance officers, and business owners alike, the challenge isn’t just applying a label—it’s ensuring that every element on that label meets OSHA’s strict requirements, communicates effectively, and stands up to the realities of your environment. Missing or incomplete label elements can open the door to injuries and costly citations, while a well-executed label supports a culture where everyone goes home safe.

This article is your step-by-step blueprint for mastering OSHA hazard communication labels. You’ll learn how to break down the six required label elements, gather and organize safety data, design compliant and readable labels, and keep your program up to date as regulations or workplace conditions evolve. Whether you’re starting from scratch or looking to audit your current system, you’ll find clear guidance and best practices to help you navigate each stage—from the first inventory review to the final periodic audit. Let’s get started on building a safer, more informed workplace—one label at a time.

Step 1: Understand OSHA’s Hazard Communication Standard

Before you print or apply any hazard communication labels, you need a solid grasp of the standard that governs them. OSHA’s Hazard Communication Standard (HCS) lays out the framework for how chemical hazards are identified, documented, and communicated to workers. Familiarizing yourself with these requirements ensures your labels aren’t just compliant—they’re effective.

What the HCS Covers

The HCS, codified at 29 CFR 1910.1200, has four core components:

  • Hazard classification: Chemical manufacturers and importers must evaluate the hazards of their products and assign them to classes and categories (health and physical hazards).
  • Labels: Every container of a hazardous chemical—whether shipped or used in your facility—needs a label that communicates key hazard information.
  • Safety Data Sheets (SDSs): A standardized, 16-section document must accompany each hazardous chemical, detailing everything from first-aid measures to stability and reactivity.
  • Employee training: Employers must train workers on label elements and SDS formats so they can recognize hazards and protect themselves.

Anyone in the supply chain—manufacturers, importers, distributors—and every employer with hazardous chemicals in their workplace must comply. That means every link, from the chemical producer to the shop-floor supervisor, shares responsibility for clear communication.

Why Labeling Is a Critical Component

Labels sit at the frontline of hazard communication. They’re often the only quick reference workers have when handling a chemical. Well-crafted labels:

  • Satisfy a legal requirement and form a vital part of your written hazard communication program.
  • Help prevent accidental exposures by flagging dangers immediately, reducing spills, burns, and other incidents.
  • Embody the “right to know” principle: workers deserve instantaneous access to life-saving information.

Skimp on labels, and you risk ignorance in the field, citations from OSHA, and injuries that could have been avoided with a clear warning.

Key Dates and Applicability

OSHA aligned its HCS with the Globally Harmonized System (GHS) in June 2012. That update standardized hazard classification, label elements, and SDS sections across industries worldwide.
Effective dates vary by employer size and hazard category, but every facility handling hazardous chemicals must now use GHS-style labels and 16-section SDSs.

The HCS applies broadly—from heavy manufacturing floors and construction sites to university labs and healthcare settings. A few exceptions include:

  • Sealed containers: If employees handle chemicals in closed systems without opening the seals, simplified labeling rules apply.
  • Consumer products: Chemicals already regulated under acts like the Federal Insecticide, Fungicide, and Rodenticide Act or the Federal Food, Drug, and Cosmetic Act follow their own labeling requirements.
  • Laboratory shipments: Special provisions cover labs shipping small volumes of hazardous chemicals.

Knowing when and where the HCS kicks in helps you focus your labeling efforts on the containers, processes, and work areas that truly need them.

Step 2: Identify Hazardous Chemicals and Gather Safety Data

Before you can build compliant labels, you need a clear inventory of every chemical in your facility and access to the most current safety information. Missing, outdated, or misnamed chemicals can derail even the best labeling effort. Step 2 guides you through compiling—and maintaining—a master list of hazardous substances and pairing each entry with its Safety Data Sheet (SDS), so you’ll always know exactly what you’re labeling.

Review Your Chemical Inventory

Start by creating or updating a comprehensive list of all chemicals on site. This doesn’t just mean drums in the storeroom—include solvents in your maintenance shop, reagents in the lab, and cleaning agents under the break‐room sink. A simple spreadsheet can work wonders: columns might cover product names, locations, quantities, hazard categories, and expiration dates.

Once you’ve assembled the draft inventory, walk through each work area to verify accuracy. Note any unlabeled containers or unlabeled piping, and flag them for immediate correction. The goal is to capture what’s actually in use, not just what was ordered last quarter. With a verified inventory, you’ll know exactly which SDSs to collect and which labels to design.

Cross-Referencing Product Identifiers

Every SDS uses a “Product Identifier” in Section 1—a name, code, or batch number that uniquely identifies the chemical. Your label’s Product Identifier must match this wording exactly, so downstream users can cross‐reference label and SDS without confusion. If your inventory shows “Acetone” in one column and “Solvent X” in another, decide on a single identifier (for example, “Acetone (CAS 67-64-1)”) and update both your inventory and the SDS metadata.

Avoid internal jargon or region‐specific abbreviations that won’t make sense to visiting contractors, auditors, or new hires. Consistency is key: a single, unambiguous identifier reduces mistakes in emergency response, SDS lookups, and regulatory filings. When in doubt, lean on the CAS number to distinguish similar products.

Managing SDS Documents

With your inventory and identifiers locked down, turn to document management. You have two main options: a centralized digital repository or well‐maintained paper binders—hopefully both. A shared network folder or safety-management platform ensures instant access to the latest SDS version for anyone in the organization.

Whichever system you choose, institute strict version control. Track each SDS’s revision date and archive superseded versions. That way, when a chemical manufacturer issues new hazard data, you’ll spot the update immediately and know which labels need revising. Finally, assign one person—the SDS custodian—to oversee updates, field questions, and coordinate training on new hazard information. A clear chain of responsibility keeps your hazard communication program running smoothly and your labels accurate.

Step 3: List the Six Required Label Elements

When you’re building a compliant hazard communication label, OSHA doesn’t leave much room for guesswork. Every label must include six specific elements—no more, no less—to ensure workers can immediately identify a chemical’s identity, severity of its hazards, and how to respond safely. Think of these six pieces as the anatomy of a hazard label: each plays a distinct role, and omitting one can leave a blind spot in your workplace safety program.

Quick Overview of the Six Elements

  • Product Identifier
  • Signal Word
  • Hazard Statement(s)
  • Precautionary Statement(s)
  • Pictogram(s)
  • Supplier Identification

Table Summarizing Each Element

Element What It Is
Product Identifier The chemical name, code, or batch number that exactly matches Section 1 of the SDS.
Signal Word Either “Danger” or “Warning,” chosen based on the most severe hazard category.
Hazard Statement(s) Standardized, GHS-specified phrases that describe the nature and degree of each hazard.
Precautionary Statement(s) Instructions on how to prevent or minimize exposure, respond to incidents, store safely, and dispose properly.
Pictogram(s) One or more red-bordered diamond symbols denoting physical or health hazards.
Supplier Identification The name, U.S. address, and telephone number of the manufacturer, importer, or other responsible party.

Step 4: Draft the Product Identifier

Before you decide on fonts or colors, nail down your Product Identifier—the one label element that ties everything together. This is the name, code, or batch number that appears on both your label and in Section 1 of the SDS. Get it right, and everyone from the shop floor to emergency responders can quickly cross‐reference hazard data without a hitch.

Definition and Purpose

The Product Identifier is more than just a catchy title. It’s the unique key that links the label to detailed information in the Safety Data Sheet. When a worker scans a label or searches for a chemical on your intranet, they rely on this exact identifier to pull up relevant hazards, first-aid measures, and handling instructions. Consistency here means fewer mix-ups and faster access to critical safety information.

Best Practices for Consistency

• Match the SDS verbatim
Copy the wording in Section 1 of the SDS precisely. Even minor typos or alternative spellings can lead to confusion or failed database searches.
• Steer clear of internal jargon
Skip shop-floor nicknames like “Solv-A”—opt for clear, industry-standard names or codes instead.
• Include the CAS number when needed
If you handle multiple grades or formulations, appending the Chemical Abstracts Service number (CAS) helps distinguish one product from another.

Example Formatting

  • Acetone
  • Acetone (CAS 67-64-1)
  • Solvent X, Batch 2025-06

By drafting a concise, unambiguous Product Identifier, you lay the groundwork for every other element on the label—and ensure that critical safety data stays at everyone’s fingertips.

Step 5: Choose the Correct Signal Word

The signal word on an OSHA hazard communication label gives a quick indication of how serious a chemical’s hazards are. Positioned prominently near the top of the label—often right under the Product Identifier—it alerts anyone handling the substance to proceed with the appropriate level of caution. Selecting “Danger” when a hazard is severe, or “Warning” when it’s less so, ensures that workers immediately grasp the urgency of the risk.

Difference Between “Danger” and “Warning”

OSHA’s HCS defines two signal words:

  • Danger: Reserved for the most serious hazards, such as chemicals that fall into Category 1 for acute toxicity or Category 1 flammable liquids. When you see “Danger,” think highest alert.
  • Warning: Used for lower-severity hazards, like Category 2 irritants or sensitizers. It signals a hazard that still demands respect, but doesn’t pose the same level of immediate peril.

Only one signal word goes on a label—even if multiple hazards exist, the label gets the word associated with the single most severe category.

Aligning Signal Word with Hazard Severity

To pick the right signal word, start with your hazard classification under GHS as adopted by OSHA. Identify the hazard category for each classification (e.g., acute toxicity, skin corrosion, flammable liquids) and note whether it falls into the “severe” or “less severe” bracket. OSHA’s criteria mirror the GHS categories:

  • Categories 1 and 2 generally trigger Danger.
  • Categories 3 and 4 typically use Warning.

For label design and color conventions—such as the black text on a white background with a red header panel—refer to ANSI Z535.4 guidance on signal word usage and formatting. This standard helps you maintain consistency and enhance legibility across all your safety labels.

Examples of Signal Words in Practice

  • Flammable liquids (Category 1): DANGER
  • Skin irritants (Category 2): WARNING
  • Acute toxicity (oral, Category 3): WARNING
  • Self-reactive substances (Category 1): DANGER

By matching the signal word to the highest-severity hazard category, you give workers an unambiguous cue about how cautious they need to be when handling the chemical.

Step 6: Write Accurate Hazard Statements

Hazard statements spell out exactly what could go wrong if a chemical isn’t handled properly. They’re standardized, GHS‐approved phrases that describe both the nature and severity of each hazard—no room for paraphrasing or guesswork. By using the precise wording from OSHA’s Hazard Communication Standard, you give workers clear, consistent language that aligns with their SDS and training.

Sourcing Standardized Statements

Always pull your hazard statements straight from Section 2 of the Safety Data Sheet or from the official GHS hazard statement tables (OSHA Appendix C). These statements—such as “Extremely flammable gas” or “May cause damage to organs through prolonged or repeated exposure”—are legally defined. Any alteration, even minor, can invalidate your label’s compliance. If you’re unsure which statement applies, cross‐check your chemical’s hazard category against the GHS tables in 29 CFR 1910.1200.

Using NIOSH Pocket Guide for Exposure Data

While the SDS delivers the mandated hazard statements, the NIOSH Pocket Guide can enrich your understanding of exposure limits and health effects. Look up IDLH (Immediately Dangerous to Life or Health) values or OSHA PELs to see the numerical thresholds tied to each hazard. If you need to emphasize specific risks—like chronic inhalation damage—you can reference NPG data in your training materials or supplementary labels, ensuring that the hazard statement is backed by robust exposure information.

Sample Hazard Statements

Below are examples of how standardized hazard statements appear on compliant labels:

  • “Highly flammable liquid and vapor.”
  • “Causes serious eye irritation.”
  • “May cause drowsiness or dizziness.”
  • “Toxic if inhaled.”

List each statement on its own line, ordered by severity. If a chemical carries multiple hazards, include every relevant statement—workers deserve a complete picture of what they’re facing.

Accurate hazard statements build trust, reduce uncertainty, and keep your labels firmly within OSHA’s requirements. With these exact phrases, you ensure that anyone handling the chemical knows precisely what danger they’re dealing with—and how serious it is.

Step 7: Select Appropriate Precautionary Statements

Labels do more than warn—they give workers a playbook for handling chemicals safely. Precautionary statements lay out the steps to prevent accidents or reduce harm if something goes sideways. Sourced directly from your Safety Data Sheet (SDS) or GHS tables, these phrases fall into four categories—each tackling a different phase of chemical handling. Picking the right mix of statements ensures your label doesn’t just identify risks but points straight to the actions workers need to take.

Four Categories of Precautionary Statements

  • Prevention
    Instructions to minimize risk before it occurs. For example: “Keep away from heat/sparks/open flames. No smoking.”
  • Response
    Steps to follow if exposure or an incident happens. For example: “If on skin: Wash with plenty of soap and water. If eye irritation persists: Get medical advice.”
  • Storage
    Guidance on how to store the chemical to keep it stable. For example: “Store in a well-ventilated place. Keep container tightly closed.”
  • Disposal
    Directions for disposing of leftover chemical and containers. For example: “Dispose of contents/container in accordance with local regulations.”

By grouping statements this way, you’re covering the full lifecycle of a chemical—from the moment it arrives in your facility to the minute it’s safely disposed of.

Mapping Precautionary to Hazard Statements

Each hazard statement on your label carries a set of mandatory precautionary statements. OSHA’s rules pull these straight from GHS tables, so there’s no guesswork—if your chemical “Causes serious eye irritation,” the SDS or GHS appendices will list the exact prevention and response phrases you must include. In addition to these core requirements, you can add recommended statements for extra clarity—think reminding workers to don eye protection or avoid skin contact. Just keep required statements prominent and stick to the standardized wording so you remain compliant.

Examples of Combined Precautionary Statements

Space on a label is precious, but clarity can’t suffer. OSHA lets you combine certain statements as long as you don’t dilute their meaning. Here are a few workable examples:

  • “Wear protective gloves and eye protection. In case of fire: Use dry chemical, CO₂, or foam extinguisher.”
  • “Avoid breathing mist/vapors. Use only outdoors or in a well-ventilated area.”
  • “Keep container tightly closed and in a cool, well-ventilated place. Dispose of contents/container in accordance with local regulations.”

Pairing related actions under a single bullet or sentence makes your label more readable without sacrificing compliance. Just be sure each statement you use matches the exact text from your SDS or GHS tables—any tweaks can risk non-compliance and confuse your team.

Step 8: Add Standardized Pictograms

Visual cues are often the fastest way for workers to recognize hazards. OSHA relies on a set of eight red-bordered diamond pictograms to signal different types of chemical dangers. By placing the right symbols on your labels, you ensure anyone handling the chemical can instantly spot its risks—no translation required.

OSHA’s Eight Required Pictograms

Each pictogram corresponds to one or more hazard classes under the Globally Harmonized System (GHS). OSHA mandates these eight symbols:

  • Health Hazard: Silhouette of a person with a starburst on the chest (carcinogens, mutagens, respiratory sensitizers, etc.)
  • Flame: Fire icon (flammable gases, liquids, solids; self-heating; pyrophoric substances)
  • Exclamation Mark: ! inside a diamond (irritants, acute toxicity Category 4, narcotic effects)
  • Gas Cylinder: Cylinder shape (gases under pressure)
  • Corrosion: Test tube pouring liquid onto a hand and metal (skin corrosion, eye damage, corrosive to metals)
  • Exploding Bomb: Burst symbol (explosives, self-reactive substances, organic peroxides)
  • Flame Over Circle: Flame atop a circle (oxidizers)
  • Skull and Crossbones: Skull icon (acute toxicity Category 1, 2, and 3)

Sourcing Official Pictograms

To maintain legibility and legal compliance, use the exact artwork provided by OSHA. High-resolution, print-ready versions are available in the OSHA QuickCard™ Pictogram PDF. These files ensure your symbols adhere to the required proportions, line weights, and color specifications.

Placement and Size Requirements

Pictograms must appear in a red-bordered diamond, with the symbol centered on a white background. Keep these guidelines in mind:

  • Proximity: Place each pictogram adjacent to its corresponding hazard statement(s) so users can link symbol to text at a glance.
  • Size: OSHA doesn’t prescribe an exact inch measurement but expects the pictogram to be large enough to be immediately recognizable. A good rule of thumb is a minimum of 1" × 1" for small labels and larger for panels over 4" wide.
  • Contrast and Clarity: Ensure the red border (Pantone 185 or equivalent) contrasts sharply with the label background. Avoid clutter—leave enough white space around each diamond so the symbol doesn’t get lost.

By adding the correct pictograms in the right size and position, you anchor your label’s visual hierarchy and give workers an immediate, intuitive alert to the chemical’s dangers.

Step 9: Include Supplier Identification

Every OSHA-compliant hazard label must tell workers who they can call if they need more information, have questions during an emergency, or spot a discrepancy between the label and the Safety Data Sheet. Supplier Identification isn’t just a footnote—it’s a lifeline. By clearly naming a responsible party and how to reach them, you close the loop on your hazard communication program and meet the regulatory requirement in one fell swoop.

Required Contact Information

OSHA specifies that each label include:

  • Name of the responsible party: the manufacturer, importer, or another “responsible party” who can answer technical or safety questions.
  • U.S. street address: a physical location in the United States where the responsible party can be reached, not just a P.O. box.
  • Telephone number: a working phone number with access to a person or automated system that can provide additional hazard information in English.

Having this information on every label means your team knows exactly where to turn when they encounter unexpected odors, unusual reactions, or missing data. It’s also vital for first responders who may arrive at an incident scene.

Best Placement for Readability

When it comes to layout, think of Supplier Identification as the label’s signature block. Aim for:

  • Bottom panel or right side: placing contact details at the end of the visual flow helps workers scan from hazard elements down to the point of contact.
  • Clear font size: use a sans-serif font at least 1/16" (1.6 mm) tall so names and numbers remain legible, even after wear and tear.
  • Uncluttered space: surround the text with margin so it doesn’t compete with pictograms or warning panels.

Good placement and formatting ensure that, in a high-stress situation, your team can find the phone number as quickly as they find the signal word.

Example Formatting

Here’s a straightforward way to present Supplier Identification without eating up valuable label real estate:

XYZ Chemicals, Inc. | 1234 Safety Way, Lansing, MI 48911 | (800) 555-9876

You can separate each element with vertical bars or line breaks:

XYZ Chemicals, Inc.
1234 Safety Way, Lansing, MI 48911
(800) 555-9876

Whichever format you choose, keep it consistent across all labels. That consistency builds muscle memory—when workers see that block of text, they know it’s their go-to resource for more information.

Step 10: Design Label Layout per OSHA and ANSI Z535.4 Standards

A compliant hazard communication label isn’t just about content—it’s also about clarity. OSHA specifies what information must appear, but it’s ANSI Z535.4 that offers best-practice guidance on how to arrange and style those elements for maximum impact. A well-structured label helps workers instantly locate the most critical warnings, pictograms, and instructions, even in high-pressure situations.

When you apply ANSI Z535.4 principles alongside OSHA requirements, you create a consistent visual language that everyone—from new hires to visiting contractors—can read at a glance. Below are three key considerations for translating your six mandated elements into a polished, legible label layout.

Label Format Structure

Start by dividing your label into distinct zones:

  • Signal Word Panel (Top): A colored banner across the top houses the signal word (“Danger” or “Warning”).
  • Pictogram Panel (Left): A vertical column of red-bordered diamonds displays each hazard pictogram.
  • Message Panel (Right): To the right of the pictograms, list hazard and precautionary statements, stacking them in order of severity.
  • Supplier Block (Bottom): A footer area reserved for the manufacturer’s name, U.S. address, and phone number.

Consistent margins around each panel help separate these zones. Aim for at least 1/8" of white space between the signal word, pictogram column, and text blocks. This grid-like structure guides the eye from top left (signal word) through the pictograms and statements, down to supplier contact details.

Color Conventions and Symbol Panels

ANSI Z535.4 prescribes specific colors to reinforce meaning:

  • Signal Word Background:
    • “Danger” panels use a red background with white text.
    • “Warning” panels use an orange background with black text.
  • Pictogram Diamonds:
    • Red border (Pantone 185 or equivalent)
    • White interior
    • Black symbol

These color choices aren’t arbitrary—they tap into entrenched visual associations (red for stop/danger, orange for caution). Ensure the background hue and text or symbol color meet a contrast ratio of at least 4.5:1 so labels remain legible under low-light or glare.

Typography and Legibility

Clarity starts with font:

  • Font Family: Use a clean, sans-serif typeface (e.g., Arial, Helvetica, or a similar system font).
  • Signal Word Size: At least 50% larger than the body text; aim for a minimum cap height of 6 mm (about 1/4").
  • Body Text Size: Hazard and precautionary statements should have a cap height of at least 3 mm (about 1/8").
  • Line Spacing: Set leading at 120–140% of the font size to prevent lines from crowding each other.

Avoid overly stylized or condensed fonts that sacrifice readability. Keep all text left-aligned and use bullet points or numbered lists for multi-step instructions. By standardizing font choices and sizes, you ensure that every label your team produces reads the same way—no surprises and no “decoding” required.

With a structured layout, consistent colors, and clear typography, your labels will not only meet OSHA’s minimum requirements but also adhere to ANSI Z535.4 best practices. The result is a unified, professional appearance that reinforces your commitment to safety and helps workers make the right decisions—fast.

Step 11: Choose Durable Materials and Printing Methods

Your label’s message is only as good as its ability to survive the conditions it faces. Picking the right substrate and printing technique ensures that hazard communication labels remain legible and intact—whether they’re mounted on a warehouse floor tank or slapped onto a chemical drum stored outdoors.

Material Options

  • Vinyl: Flexible and cost-effective, vinyl works well for indoor environments and moderate temperature ranges.
  • Polyester: A step up in durability, polyester resists tearing and moisture—ideal for labs or light manufacturing.
  • Laminated Films: A clear laminate layer adds abrasion and chemical splash resistance. Use this when frequent wipe-downs or spill risks are likely.
  • ORAFOL Reflective Sheeting: When visibility is critical—think dimly lit corridors or emergency exits—ORAFOL’s high-intensity sheeting keeps pictograms and text shining through low light.

Each material has a sweet spot. Vinyl is wallet-friendly but can fade under UV rays. Polyester handles rough treatment but costs a bit more. Laminates boost longevity at the expense of a slightly thicker label. Match your choice to the environment and budget.

Environmental and Chemical Resistance

Assess the toughest factors your labels will face:

  • UV Exposure: Outdoor storage or bright plant lighting can bleach inks. Look for UV-stable substrates and inks formulated to resist fading.
  • Solvent Contact: In paint shops or maintenance bays, solvent splashes are routine. Solvent-resistant substrates and topcoats prevent inks from smudging.
  • Temperature Extremes: From walk-in freezers to near-furnace heat, a label must flex without cracking. Check the operating temperature range—some polyester grades handle –40 °F to 300 °F.

Build in a safety margin: if your process hose down daily with solvents, choose a high-resistance film rather than basic vinyl.

Printing Methods

  • Digital Inkjet: Fast turnaround and full-color capability make inkjet perfect for small runs or complex artwork. However, cheaper inks may lack long-term chemical resistance.
  • Thermal Transfer: A workhorse in industrial settings, thermal transfer produces sharp, durable prints. Its ribbons come in wax, resin, or wax-resin blends—each tuned for different resistance levels.
  • Screen Printing: When you need large volumes or thick ink coverage, screen printing shines. The heavy ink layer bonds strongly to substrates, making it ideal for outdoor or high-abrasion applications—though setup costs are higher.

Balance your run size, color needs, and lifecycle expectations. A few extra cents per label can save hours of relabeling and avoid non-compliance down the road.

By matching materials to your environment and selecting the right print process, you’ll craft hazard communication labels that stay clear, compliant, and commanding—no matter what you throw at them.

Step 12: Integrate Labels into Your Hazard Communication Program

Your hazard communication labels shouldn’t live in isolation—they’re a core component of your overall hazard communication program. Integrating them means updating your written plan, training your team on how to read and use new labels, and ensuring every stakeholder, from contractors to custodians, has easy access to accurate hazard information.

Updating Your Written Program

OSHA requires that every workplace maintain a written hazard communication program that outlines how labels, Safety Data Sheets, and training will be managed. Specifically, labeling procedures must be documented in accordance with 29 CFR 1910.1200(e). In practice, this means your program should:

  • Describe how you inventory chemicals, select and apply labels, and schedule periodic label inspections.
  • Define responsibilities: who orders new labels, who updates them when SDS revisions arrive, and who retires outdated versions.
  • Explain how employees can access both the label and the full SDS (e.g., digital database, paper binders, or a mobile app).

By weaving label management into your written program, you turn a static requirement into a dynamic process that evolves with your operations and regulations.

Employee Training on New Labels

Even the best labels are powerless if people don’t understand them. Incorporate label interpretation into your standard training curriculum—starting at orientation and continuing in toolbox talks or safety refresher sessions. Training should cover:

  • How to spot and interpret signal words, hazard statements, and pictograms.
  • Where to find additional information, like SDSs or in-house guidance documents.
  • What steps to take if a label is damaged, missing, or conflicting with SDS data.

Hands-on exercises—think matching pictogram flashcards with their meanings—help cement the knowledge. Quick drill quizzes or on-the-job scenarios keep everyone sharp and accountable.

Multi-Employer Worksites and Label Access

On sites with contractors, temporary workers, or cleaning crews, communication gaps can lead to dangerous misunderstandings. Your program must ensure that every on-site employer and contractor:

  • Has immediate access to the correct labels and corresponding SDSs.
  • Understands your facility’s color-coded or zone-based labeling system.
  • Knows whom to contact if they uncover unlabeled containers or new hazards.

Share label files electronically before work begins, post label legends in break rooms or control stations, and run joint training sessions so that all teams—internal and external—operate from the same playbook. Consistency across every corner of the site keeps everyone on the same page and helps avoid costly oversights.

Step 13: Maintain and Update Labels Over Time

Keeping your hazard communication labels accurate isn’t a one-and-done task. As new hazard information emerges and your processes evolve, your labels must adapt. A proactive maintenance routine ensures every container stays compliant and workers always see the correct warnings. Here’s how to build a robust system for revising, tracking, and auditing your labels.

Revising Labels with New Hazard Information

When manufacturers or regulatory bodies release significant updates—new hazard classifications, lower exposure limits, or revised precautionary measures—OSHA requires you to update affected labels within six months of receiving that information (OSHA Brief Label and Pictogram). To manage this:

  • Subscribe to supplier bulletins and OSHA updates so you’re notified as soon as an SDS changes.
  • Add an “effective date” or version number to each label (for example, “Rev. 2025-06, eff. 2025-07-01”) for clear traceability.
  • Work with your SDS custodian to confirm label text, pictograms, and statements match the latest Section 1 and Section 2 of the SDS.

Version Control and Distribution

Labels without clear version control can breed confusion—and non-compliance. Implement a straightforward tracking system:

  • Maintain a revision log that records the label version, change date, responsible person, and reason for the update.
  • Store approved label templates in a shared folder or label management tool, clearly marking which files are current.
  • Establish a replacement schedule: when new labels go live, promptly remove any outdated versions to prevent mix-ups.

This documentation not only helps you stay organized but also serves as proof of compliance during inspections.

Conducting Periodic Audits

Even the most durable labels fade, tear, or become obscured by grime. Regular audits catch these issues before they become safety or compliance gaps:

  • Schedule facility walkthroughs—quarterly or biannually—and sample containers across all work areas.
  • Check that labels are legible, include all six required elements, and display correct version dates.
  • Log defects or missing labels, assign corrective actions, and verify replacements are applied without delay.
  • Use audit findings to refine your training and material choices: recurring issues often point to a need for clearer procedures or tougher substrates.

By weaving maintenance into your routine, you transform label upkeep from a chore into an integral part of your hazard communication program—keeping information accurate, accessible, and actionable at all times.

Final Thoughts and Next Steps

You’ve now walked through every stage of creating fully compliant hazard communication labels—from building and verifying your chemical inventory, to drafting each of the six required elements, designing a clear layout, choosing materials, integrating labels into your written program, and setting up a maintenance routine. Each step plays a part in keeping workers informed and safe, while ensuring your facility meets OSHA’s Hazard Communication Standard.

Don’t let labels become an afterthought. Start applying these best practices today: update your inventory, pull the latest SDS revisions, draft or revise your Product Identifier and signal words, lock in standardized statements and pictograms, and choose substrates that stand up to your environment. By embedding label management into your regular safety audits and training, you’ll create a living system that evolves with new hazards and regulatory updates.

Ready to streamline your process? Visit Safety Decals for a wide range of customizable, durable OSHA-compliant labels. Our expert team will help you select the right materials and formats—so you can focus on keeping your people and plant safe, without worrying about label legibility or compliance gaps. Let’s make your workplace safer, one sticker at a time.