Safety Data Sheet (MSDS) in Import: the Document That Can Hold Up Your Cargo at the Port
Without a valid Safety Data Sheet – often referred to in international trade as an MSDS or SDS – a reliable freight forwarder may not even be able to quote your sea or air shipment. It acts as a logistics passport for the goods, determining whether the cargo requires a driver with specialist qualifications and whether a customs warehouse can accept it. Find out how to identify the key information in just 3 minutes so that your import from Asia does not get held up during customs clearance.
When importing goods from outside the EU, a profitable shipment is not only about the product price and a competitive freight rate. Efficient logistics and accurate documentation are equally important.
O czym przeczytasz?
What is a Safety Data Sheet (MSDS), and who is responsible for providing it?
A Safety Data Sheet is a standardised document consisting of 16 sections that describes hazards to health, property and the environment. Responsibility for preparing the document correctly lies entirely with the manufacturer of the goods or an accredited testing laboratory.
In international documentation and the logistics industry, several names are used for the same type of document. You may come across the abbreviation MSDS (Material Safety Data Sheet) or the more recent term SDS (Safety Data Sheet).
For consumer products, the more general term “product safety data sheet” may also be used.
Regardless of the terminology, this is not a document that you, as a Polish importer, should prepare yourself. Always request it from the Asian manufacturer before the goods leave for the port.
Why does a freight forwarder require an MSDS before quoting your shipment?
Freight forwarders require an MSDS to identify potential logistics risks, such as batteries that may not have been clearly declared by the supplier. If a product contains a power source, it may immediately be classified as higher-risk cargo, which can significantly affect both the transport conditions and the cost of shipment.
Manufacturers do not always disclose that the imported product contains batteries. Before preparing a quotation for this type of cargo, I always require the supplier to provide a Safety Data Sheet (MSDS). This is essential in determining which mode of transport can be used to carry the goods safely.
Why is this so important? The logistics of such products may involve higher costs, require a road driver with specialist ADR qualifications, and many warehouses may simply refuse to store batteries due to the genuine risk of self-ignition.
Where can you find the most important logistics information? Section 14 of the Safety Data Sheet
If you do not have time to read the entire technical document, go straight to Section 14 – Transport Information.
This section contains the key transport requirements that determine whether the goods can be loaded onto a particular vessel or aircraft.
Instead of guessing whether your cargo can be transported, check the most important terms found in Section 14:
| Term in Section 14 | What does it mean in practice for the importer? | Examples from documentation |
| UN Number | A unique identification number assigned to dangerous goods by the United Nations. It determines the applicable transport requirements. | For example, UN3480 for lithium-ion batteries shipped on their own, UN3481 for lithium-ion batteries packed with or contained in equipment, or UN3556 for vehicles powered by lithium-ion batteries. |
| Hazard Class | A category defining the safety requirements and restrictions applicable to the carrier. | Lithium batteries are commonly classified as Class 9 – Miscellaneous Dangerous Goods. |
| IMDG CODE | Regulations governing the transport and packaging of dangerous goods by air (IATA) and sea (IMDG). | For air freight, the SDS may indicate the applicable packing instruction, such as PI965 or PI966. |
What else can you learn from the document before paying the remaining balance to the factory?
A common payment arrangement is a 30% deposit when placing an order, with the remaining 70% paid when the goods are ready for collection.
Before making the final payment, use the MSDS to verify the actual chemical composition of the product in Section 3, as well as its associated risks and temperature stability.
The document protects not only your supply chain but also your capital. Pay particular attention to:
- Section 3 – Composition / Information on IngredientsThis section allows you to verify whether the Asian supplier has used the materials specified in your agreement. It may list the percentage content of substances such as graphite, copper, aluminium or ethylene carbonate.
- Temperature and stability requirements – Sections 5 or 10The Safety Data Sheet indicates important safety limits during transport. For example, the documentation may explicitly warn against heating batteries above 70°C or subjecting them to mechanical crushing.Ignoring these requirements or causing a short circuit may result in the release of toxic gases, electrolyte leakage or even ignition. With this information, it becomes clear why ports and warehouses require cargo to be properly secured.
What is the UN38.3 test report, and why does it accompany the Safety Data Sheet?
An MSDS provides general information about the chemical and transport-related characteristics of a product.
UN38.3, on the other hand, is a separate and highly specific battery safety test report. It verifies how the battery performs under conditions such as shock, vibration and changes in pressure.
A properly prepared MSDS may refer in Section 14 to the fact that the battery has successfully passed the tests required under UN38.3.
Without the required and correctly prepared documentation, goods containing lithium batteries may not be accepted for shipment.
Do you have a Safety Data Sheet from a Chinese supplier and are unsure how to interpret it?
Interpreting packing instructions and UN codes on your own can involve considerable risk. A mistake may result in costly container delays at the terminal.
Do not wait until your cargo is already under scrutiny at the port or during customs procedures.
Contact us so that we can help you organise your import safely – before you pay the manufacturer 100% of the value of your order.
Experience:
Dariusz has been involved with the TSL industry for over 4 years. He has experience in comprehensive customer service and consulting on transportation, warehousing and customs services.
Specialization:
Planning and optimization of costs and delivery times in international import and export.
Privately:
Fan and several times winner of teleseminars. Enthusiast of the works of Wojciech Mlynarski and Kazik Staszewski.
See also:
CE Mark and CE Certificate – what they are and what products they apply to
Commercial invoice – a key document for import and export in EU
