Before a new chemical source is approved, quality, regulatory and EHS teams usually want paperwork, and the acronyms pile up fast: SDS, CoA, TDS, spec sheets, kosher and halal certificates, allergen statements. This guide explains what the most common chemical documentation types are, what each one tells you, and when to ask for it, so you can collect the right documents early in the chemical purchasing process.
Safety Data Sheet (SDS)
The Safety Data Sheet is the core hazard communication document for a chemical. In the United States, OSHA's Hazard Communication Standard requires SDSs for hazardous chemicals and specifies a standardized 16-section format aligned with the Globally Harmonized System (GHS).
What it covers
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Identification, hazard classification and label elements
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Composition and ingredient information
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First-aid, firefighting and accidental-release measures
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Handling, storage, exposure controls and personal protective equipment (PPE)
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Physical and chemical properties, stability and reactivity
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Toxicological, ecological, disposal, transport and regulatory information
When you need it
Always, and before the product arrives. Your EHS team needs the SDS to plan storage, segregation, PPE, training and spill response. Keep the current version where employees can get to it, and check for revisions.
Certificate of Analysis (CoA)
A Certificate of Analysis reports test results for a specific lot or batch, compared with the product specification. It typically lists the lot number, the parameters tested (for example, assay, water content, appearance or specific impurities), the test methods, the specification limits and the actual results.
Why it matters
The CoA is how you confirm that the material you received meets the agreed specification. For regulated applications such as pharmaceutical excipients or food ingredients, your quality system may require a CoA with every lot, and you may also run your own incoming testing.
Specification Sheet
A specification sheet (often called a "spec") lists the parameters and limits a product is supplied to, such as minimum purity or maximum moisture. Unlike a CoA, it isn't tied to one lot. It defines what every lot should meet. Compare the spec with your own requirements before you buy, and then use the CoA to confirm each shipment.
Technical Data Sheet (TDS)
A Technical Data Sheet describes typical properties, recommended uses and handling or application guidance. Typical values on a TDS are not guaranteed specifications. If a parameter is critical to your process, make sure it appears on the spec sheet and the CoA.
Regulatory and Compliance Statements
Depending on your industry, you may also need statements or certificates such as:
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Kosher or halal certification for food, beverage, supplement or personal care uses. These are issued by certifying agencies and are specific to the product and manufacturer.
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Allergen statements confirming whether major allergens are present in the product or the manufacturing environment.
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Grade or compendial statements (for example USP, Ph. Eur. or FCC) confirming the material is tested to a given monograph.
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Drinking water treatment certification (for example to NSF/ANSI/CAN 60) for chemicals added to potable water.
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Country of origin, TSCA or REACH statements for import, export and chemical-inventory compliance.
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Change notification commitments for regulated buyers who need advance notice of changes to the manufacturing site or process.
Not every product comes with every document. Availability depends on the product, grade and manufacturer, so list the documents you need in your RFQ and confirm them before you approve a source.
Traceability: Lot Numbers and Records
Traceability means being able to link a container you received back to its production lot and documentation. Good practice on the buyer's side includes:
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Recording the lot number from each container label at receipt.
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Matching it to the CoA for that lot.
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Keeping records of where each lot was used.
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Quarantining material whose label, CoA or packaging doesn't match.
A Simple Documentation Checklist by Industry
Use this as a starting point. Your own quality system and regulators set the final requirements.
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All industrial buyers: SDS, spec sheet, CoA on request or per lot.
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Pharmaceutical and excipient buyers: the above, plus compendial grade confirmation, CoA per lot and any Drug Master File (DMF) reference or letter of authorization your filing requires. See our pharmaceutical excipients collection [/collections/pharmaceutical-excipients].
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Food and personal care buyers: the above, plus food-grade or FCC confirmation, allergen statement and kosher/halal certificates where needed. Browse our food ingredients collection.
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Water treatment buyers: SDS, spec, CoA and drinking water certification where the product is used for potable water.
How Rock Chemicals Supports Documentation
Rock Chemicals, Inc. sources from verified manufacturers and provides documentation to support your compliance and QA requirements, as described on our About Us page. Which documents are available for a particular product and grade depends on the manufacturer, so tell us your requirements at the quote stage.
Request Documents With Your Quote
The fastest way to get a source approved is to ask for documentation and pricing at the same time. Request a quote and list the documents your team requires.
Frequently Asked Questions
What is the difference between an SDS and a CoA?
An SDS describes a chemical's hazards and how to handle, store and respond to it safely. A CoA reports quality test results for one specific lot against its specification. You generally need both.
What is the difference between a TDS and a spec sheet?
A TDS usually gives typical properties and use guidance. A specification sheet lists the limits the product is supplied to. Typical values are not guarantees, so critical parameters belong on the spec.
Does every chemical come with kosher or halal certification?
No. These certifications are issued by certifying agencies for specific products and manufacturers. Ask before you buy if your application requires them.
When should I ask for documentation?
At the RFQ stage. Collecting the SDS, spec and any compliance statements before purchase avoids delays during supplier approval.