Employee safety is paramount in the workplace. Still, countless work-related injuries, accidents, and deaths happen every year across the United States.
In 2023, OSHA recorded 1.5 million work-related injuries and illnesses in the US, leading to over 18 million lost workdays and 22 million days of job transfers or restrictions. To help reduce workplace injuries and fatalities, regulators have introduced guidelines to help employers effectively communicate job-related hazards to their employees.
Hazard communication, also known as HazCom, is a set of processes and procedures that employers must implement to effectively communicate hazards associated with chemicals during handling, shipping, and any form of exposure.
However, HazCom has many requirements, and employers who fail to comply with all regulations could risk fines for non-compliance. Here’s what you need to know about hazard communication, including regulations, Safety Data Sheets (SDS), and label requirements.
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When employees work with chemicals, they may be exposed to physical hazards, such as flammability and corrosion, as well as health risks like toxicity or respiratory issues. The United States Occupational Safety and Health Administration (OSHA) stipulates that chemical manufacturers and importers must evaluate the hazards of the chemicals they process, and share that information with employees through HazCom labels and safety data sheets.
Similarly, any employer with hazardous chemicals in the workplace must design and institute a written hazard communication program, which includes:
OSHA’s goal is to reduce the number of chemical-source illnesses and injuries in workplaces nationwide. Its Hazard Communication Standard (HCS) specifies how to communicate information about hazards and how to take protective measures.
The HCS ensures employees know the chemicals they are exposed to in the workplace and the hazards associated with handling or exposure. Employees must not only have access to the information but also participate in employers’ training programs and know how to protect themselves effectively.
The Hazard Communication Standard also informs employers about designing and implementing protective programs for employees who could be exposed to hazardous chemicals.
In 2012, OSHA began aligning the HCS with the Globally Harmonized System of Classification and Labeling of Chemicals (GHS). The updated HCS is a more consistent approach for classifying chemicals and communicating hazard information on labels and safety data sheets. In fact, OSHA estimates that this new approach will prevent 43 deaths and more than 500 injuries every year.
The updated HCS enables companies and organizations to streamline their safety data sheets and labels to comply with one system, the GHS. All companies have been required to comply with GHS since June 1, 2016.
Thanks to these unified standards, American businesses can more easily trade, handle, store, and use hazardous chemicals. They can also reduce costs by adhering to a single international classification and labelling system, rather than the many that may have previously been required by individual nations.
Safety data sheets (SDS) are an essential part of HazCom. OSHA’s HazCom Standard refers to the GHS safety data sheets as material safety data sheets, or MSDS. Whether you see them as SDS or MSDS, safety data sheets must provide comprehensive information about substances and mixtures used in workplaces.
Safety data sheets are informational sources about hazards and include safety precautions. They also assist employers in developing programs to protect workers and the environment.
One of the major changes to the Hazard Communication Standard is the 16-section format of safety data sheets. The information in a safety data sheet must appear in this order:
Many organizations store SDS in a digital system or in a paper binder available on the floor. However, depending on your industry, you may also need to affix the SDS to the equipment or machine itself. Rely on Metalphoto of Cincinnati to manufacture durable, custom hazard communication labels and safety signs as part of your HazCom strategy.
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Following proper hazard communication guidelines benefits employers, workers, the environment, and society at large. From reduced liability to better employee outcomes, investing in solid hazard communication comes with many benefits.
More than 30 million workers are exposed to hazardous chemicals every day. Hazard communication ensures employees are well-informed about potential dangers in their work environment, reducing workplace accidents and injuries. It’s a more holistic approach to informing employees about these risks, which includes safety data sheets, proper labeling, and ongoing training.
HazCom was the second most-cited OSHA standard for fines in 2024, second only to fall protection requirements for the construction industry. In 2023, HazCom non-compliance cost businesses $5.35 million in fines.
As of March 2025, OSHA penalties for serious violations are $16,550, although repeated violations jump to a staggering cost of $165,514 per violation. Employers clearly can’t afford to step out of line, and investing in a solid HazCom strategy can help your organization avoid the high costs of regulatory fines.
Preventing accidents and injuries saves money on medical costs, compensation claims, and lost productivity. Proactively managing hazards also reduces expenses tied to regulatory fines or cleanup efforts.
Not only that, but companies that prioritize employee safety and environmental protection often have a positive reputation. This, in turn, can help to attract customers and top talent, as a transparent hazard communication program demonstrates a commitment to responsibility and ethics.
No matter how you look at it, investing in HazCom is a smart way for organizations to stay compliant, safe, and profitable.
The HCS requires chemical manufacturers, importers, and distributors to label each container of hazardous chemicals leaving the workplace.
These labels must include:
To improve worker safety and health, all HazCom labels must now include pictograms, which are graphic symbols that communicate specific information about chemical hazards.
To be compliant, the pictogram must include a red square frame set at a point with a black hazard symbol on a white background wide enough to be visible. However, note that the pictogram also needs to contain a hazard symbol; without it, the graphic isn’t a compliant pictogram.
The GHS includes nine pictograms, but OSHA enforces only eight because it doesn’t regulate the environmental impacts of chemicals. However, the environment pictogram may appear on a label as supplemental information.
The eight pictograms OSHA does regulate include:
The labels must be legible, printed in English, and prominently displayed. Employers are also responsible for maintaining container labels, including tanks, totes, and drums. Since these chemicals can be corrosive, it’s best to go with durable signage that stands the test of time.
MPC manufactures labels, tags, and signs designed to last the lifespan of your chemical storage. See how our durable labeling solutions can help you stay compliant in even the most extreme conditions.
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Hazard communication is a proactive strategy for avoiding preventable injuries and deaths on the job. Follow these best practices to create a compliant hazard communication strategy that follows the law and keeps your employees informed.
Start by identifying all potential hazards in your workplace. OSHA doesn’t require hazardous materials labeling on all chemicals; only qualifying materials require special considerations. Still, it’s important to assess all risks, not just legally mandated ones.
Evaluate each substance for potential risks such as toxicity, flammability, or corrosiveness. Record where and how these materials are stored, used, and handled. Many organizations also use a digitized hazardous chemical inventory list to keep accurate records of all materials.
Once you understand the hazards unique to your working environment, decide on a labeling standard for those hazards. Develop a standardized labeling system that complies with OSHA’s Hazard Communication Standard (HCS) or Globally Harmonized System (GHS).
While these standards come with their own requirements, see where you can customize labels to improve understanding and safety in your workplace. Include clear labels with required elements like the product identifier, hazard pictograms, signal words, and precautionary statements.
Use durable, easy-to-read labels that can withstand the environmental conditions of your workplace. Order durable signage from Metalphoto of Cincinnati to ensure your HazCom messaging remains legible in even the harshest environments.
OSHA requires you to provide safety data sheets for every qualifying hazardous chemical in your workplace. That means providing SDS to employees in an easily accessible location—ideally, both physically and electronically. Some organizations even affix SDS to machinery, equipment, or chemical totes.
Employee training is a cornerstone of HazCom. OSHA requires training your team on the potential hazards they might encounter, and how they can protect themselves.
Training should cover topics such as understanding labels, reading SDS, using personal protective equipment (PPE), and emergency procedures. Always offer in-depth training to new hires or any time there’s a change in hazards.
You should also mandate an annual refresher course to existing employees to ensure they know how to handle these materials safely.
Hazard communication is about much more than compliance. Just one workplace death is too many, and employers must minimize the risk of injuries, accidents, and deaths as much as possible.
Hazard communication creates a safer, more efficient workplace where employees are empowered and informed. HazCom benefits everyone by providing employers with a framework for not only meeting regulatory standards but also building a culture of safety.
Need durable, compliant labeling solutions for your hazard communication program? Partner with Metalphoto of Cincinnati for high-quality, custom labels and signage designed to withstand the toughest environments while ensuring your workplace stays safe and compliant.
See the MPC difference firsthand: Request a free label and tag evaluation kit now.
Small businesses with fewer than 10 employees are partially exempt from some OSHA reporting requirements, but still must comply with all OSHA safety regulations. You can maximize compliance by prioritizing the most critical aspects of HazCom, including:
Employees may not find HazCom training very interesting, but they must pay attention to improve workplace safety. Make the training as interactive as possible with real-life training scenarios. Quizzes, videos, and hands-on demonstrations are also more engaging than a traditional classroom format.
Common mistakes include:
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