Hazard Communication and What to Do in an Emergency

A collection of laboratory flasks filled with brightly colored liquids, each labeled with distinct chemical hazard symbols, arranged on a clean white surface in a scientific setting.

Working around hazardous materials is part of daily life in numerous industries. Whether you're handling solvents, fuels or corrosive agents, understanding the risks of working with these materials and knowing how to respond if an emergency should arise is essential. That's where hazard communication comes in. A strong hazard communication program ensures that every worker has the information and training they need to recognize chemical hazards, use them safely and take the right steps when things go wrong.

What Is Hazard Communication?

Hazard communication (HazCom) is the process of informing workers about the hazardous chemicals they may encounter on the job. It ensures that employees know what chemicals are present, what risks those chemicals pose and how to handle them safely.

The Occupational Safety and Health Administration (OSHA) developed the Hazard Communication Standard (HCS) to protect workers across all industries. Often called the "Right to Know" standard, it guarantees every worker the right to understand the chemical dangers they face in the workplace.

In 2012, the U.S. aligned its HazCom system with the Globally Harmonized System (GHS) developed by the United Nations. GHS introduced a standardized approach to chemical classification, labeling and Safety Data Sheets (SDS).

Why Is Hazard Communication Important?

In industries like construction and manufacturing, chemical exposure is a daily risk. These chemicals may be flammable, toxic, corrosive or carcinogenic. Without proper communication, workers may unknowingly handle substances that cause long-term illness, injury or death.

A clear and effective HazCom program:

Reduces the chance of chemical-related accidents
Promotes a culture of safety
Prepares workers to respond quickly in emergencies
Ensures compliance with OSHA regulations

Hazard communication isn't just a formality; it saves lives.

Key Elements of Hazard Communication

To meet OSHA's requirements, every workplace handling hazardous materials must establish a HazCom program built on five essential components:

1. Chemical Inventory

A complete, accurate inventory is the foundation of any HazCom program. Employers must:

List all hazardous chemicals used on-site
Identify each chemical using its product name (matching the product labels and SDS)
Include manufacturer contact details and chemical locations
Update the inventory regularly as chemicals are added or removed

This inventory is typically stored with the company's written HazCom plan and must be accessible to all employees.

2. Labels

Proper labeling gives workers immediate, visible information about a chemical's hazards. OSHA requires that all containers, whether shipped from a manufacturer or used on-site, have a label that includes:

Product identifier
Signal word ("Danger" for severe hazards, "Warning" for less severe)
Hazard statement(s)
Pictogram(s) (standardized symbols)
Precautionary statement(s)
Supplier information

Labels must be legible, prominently displayed and written in English (other languages are optional).

3. Safety Data Sheets (SDS)

An SDS provides detailed information about each chemical. OSHA requires manufacturers and distributors to supply an SDS for every hazardous substance. These sheets must be:

Written in English
Available in a 16-section standardized format
Easily accessible to employees at all times (paper or digital formats)

Sections of the SDS include:

Identification
Hazard(s)
Composition
First-aid measures
Firefighting procedures
Spill response
Safe handling and storage
Personal protective equipment (PPE) recommendations
Physical and chemical properties
Stability and reactivity of chemicals
Toxicological information
Ecological information
Disposal considerations
Transport
Regulatory information
Additional details (date of preparation, last revision, etc.)

In emergencies, an SDS provides critical information for first responders and medical personnel.

4. Employee Training

Before beginning work with hazardous materials, all employees must receive HazCom training. This includes:

Recognizing hazardous chemicals
Reading and understanding labels and SDS
Locating SDS and the written HazCom plan
Learning how to use PPE
Knowing what to do in case of a chemical spill or exposure

Training must be conducted initially and whenever new hazards are introduced and repeated periodically to ensure ongoing awareness.

5. Written Hazard Communication Plan

Employers must maintain a written plan describing how their organization complies with HazCom requirements. It should include:

Chemical inventory
Labeling procedures
SDS management
Training protocols
Designated HazCom coordinator

This plan must be kept current and accessible to all workers.

Emergency Response: Using Hazard Communication in a Crisis

In an emergency involving hazardous chemicals, such as a spill, fire, explosion or accidental exposure, workers must act quickly. A well-implemented HazCom program provides the tools needed for a safe, effective response. Follow these steps in an emergency:

1. Recognize the Hazard

Identify the chemical using labels and SDS
Assess whether the substance is flammable, toxic, corrosive, etc.
Look for pictograms and signal words on the container

2. Protect Yourself and Others

Evacuate the area if necessary
Notify a supervisor and emergency response personnel
Use appropriate PPE (gloves, respirators, goggles)

3. Access the SDS Immediately

Use the SDS to:
- Determine first aid measures
- Identify firefighting methods
- Understand safe containment and cleanup procedures
Ensure that SDSs are accessible even during power outages (e.g., printed copies or backup drives)

4. Contain and Control the Incident (if Trained)

Follow site-specific spill response plans
Use absorbents, barriers or neutralizing agents where applicable
Ensure proper ventilation and isolate ignition sources

5. Provide First Aid (if Needed)

Administer care as directed in the SDS
Transport the injured person to medical help
Bring the SDS with the victim if taken off-site

6. Report and Document

Record details of the incident
Update chemical inventory and SDS access if necessary
Evaluate whether additional training or changes to the HazCom plan are needed

Best Practices for Maintaining a Safe Work Environment

Regularly inspect labels for legibility and accuracy.
Audit your chemical inventory quarterly or when new materials arrive.
Train new employees before assigning them to chemical-handling tasks.
Drill emergency scenarios so workers know how to respond confidently.
Keep SDSs in multiple formats and in known, accessible locations.