Hazard Communication Program: Free HazCom Template for Small Businesses
Quick Answer
A hazard communication program explains how a business tells employees about the hazardous chemicals they work with. OSHA's small entity guide says employers must prepare a written plan covering labels, safety data sheets (SDSs) and training, plus a list of hazardous chemicals in the workplace. Keep an SDS for each chemical readily accessible during every shift, make sure containers are labeled and train employees before they work with hazardous chemicals and when new hazards are introduced.
Cleaning products, degreasers, paints, fuels, pool chemicals and hair color are everyday products in many small businesses. Many of them are hazardous. OSHA's Hazard Communication Standard, often called HazCom, requires employers to tell workers about these hazards and how to protect themselves.
This guide includes a free hazard communication program template and explains what OSHA requires, how to build a chemical inventory, how to manage safety data sheets and labels and how to train employees.
Note: This is general information, not legal advice. Read OSHA's standard and guidance, and check your state's rules if your state runs its own OSHA-approved plan.
What Is a Hazard Communication Program?
A hazard communication program is a written plan for how your business identifies hazardous chemicals, labels containers, keeps safety data sheets and trains employees. OSHA's small entity compliance guide tells employers to prepare a written plan to indicate how hazard communication will be addressed in the facility.
| Program element | What it covers |
|---|---|
| Chemical inventory | A list of hazardous chemicals in the workplace |
| Safety data sheets (SDSs) | Detailed hazard and handling information for each chemical |
| Labels | Hazard information on containers |
| Training | What employees need to know to work safely |
| Written program | How your business handles all of the above |
Free Hazard Communication Program Template
[Company Name] Written Hazard Communication Program
Location(s): __________ | Program coordinator: __________ | Effective date: ______ | Last reviewed: ______
1. Purpose: This program describes how [Company] informs employees about the hazardous chemicals they may be exposed to at work.
2. Chemical inventory: A list of hazardous chemicals present in the workplace is kept at [location] and updated by [name] when new chemicals are brought in.
3. Safety data sheets: SDSs for each chemical on the list are kept at [location / electronic system] and are accessible to employees during every shift. [Name] requests missing SDSs from suppliers.
4. Labels: Containers of hazardous chemicals keep the manufacturer's label. Secondary containers are labeled by [method] with the product identifier and hazard warnings. [Name] checks labels during [inspection frequency].
5. Training: Employees are trained before working with hazardous chemicals and when new hazards are introduced. Training covers [topics]. Records are kept by [name].
6. Non-routine tasks: Before non-routine tasks involving hazardous chemicals, the supervisor reviews hazards and precautions with employees.
7. Contractors: [Name] informs outside contractors of chemical hazards they may encounter and how to access SDSs.
8. Program review: This program is reviewed [annually] and when chemicals or processes change.
Fill in names, locations and methods for your business. Keep the program where employees can see it.
Step 1: Build Your Chemical Inventory
Walk through every area of your business and list every chemical product: storage rooms, janitor closets, shops, kitchens, vehicles and job trailers. OSHA's guide says the list serves as an inventory, and each chemical on it should have an SDS available.
| Product name | Manufacturer | Location | Approx. quantity | SDS on file? | Hazard notes |
|---|---|---|---|---|---|
| ☐ | |||||
| ☐ | |||||
| ☐ |
This is also a good time to get rid of products you no longer use. Fewer chemicals mean fewer hazards and less paperwork.
Step 2: Get and Organize Safety Data Sheets
A safety data sheet comes from the chemical manufacturer or distributor and explains the product's hazards, safe handling, protective equipment, first aid and spill response. OSHA's guide says SDSs must be readily accessible to workers when they are in their work areas during their work shifts. Electronic access is allowed with an adequate backup system.
- Request SDSs from suppliers for any product missing one.
- Keep SDSs in a binder or electronic system that matches your inventory.
- Make sure every shift knows where to find them.
- Replace SDSs when suppliers send updated versions.
- Keep copies in vehicles or job trailers where chemicals travel.
Step 3: Label Containers
OSHA's guide says employers must ensure containers of hazardous chemicals in the workplace are labeled. Containers received with a supplier label can keep that label. When chemicals are poured into spray bottles, buckets or other secondary containers, those containers need labels too, generally with the product identifier and hazard warnings.
- Don't remove or deface manufacturer labels.
- Label every spray bottle and secondary container.
- Replace labels that become unreadable.
- Never store chemicals in food or drink containers.
Step 4: Train Employees
OSHA's guide says employers must train employees on the hazardous chemicals in their work area before initial assignment and when new hazards are introduced. Training topics usually include:
- What the HazCom program is and where to find it.
- Where SDSs are kept and how to read them.
- How to read labels and pictograms.
- The hazards of chemicals in their work area.
- How to protect themselves: safe handling, PPE and ventilation.
- What to do in a spill or exposure.
Record each training session. See the employee training log.
Reading a Safety Data Sheet
| Section | What it tells you |
|---|---|
| 1. Identification | Product name, supplier, emergency phone |
| 2. Hazard identification | Hazards, signal word, pictograms |
| 4. First-aid measures | What to do after exposure |
| 5–6. Fire and spill response | Firefighting and cleanup steps |
| 7. Handling and storage | Safe use and storage |
| 8. Exposure controls / PPE | Ventilation and protective equipment |
Teach employees to look at sections 2, 4, 7 and 8 first. Those answer most everyday questions.
Non-Routine Tasks and Contractors
Some tasks happen rarely, like cleaning a tank or stripping floors. Before those tasks, review the chemicals, hazards and precautions with employees. When outside contractors work in your space, tell them about chemicals they may encounter and where SDSs are kept, and ask them about chemicals they bring in.
HazCom by Industry
| Business | Common hazardous chemicals |
|---|---|
| Cleaning and janitorial | Disinfectants, degreasers, floor strippers, bleach |
| Restaurants | Oven cleaners, sanitizers, degreasers, fuel for chafing dishes |
| Auto repair | Solvents, brake cleaner, fuels, antifreeze, paints |
| Salons and spas | Hair color, chemical relaxers, acetone, disinfectants |
| Construction | Adhesives, paints, sealants, fuels, cement products |
| Landscaping | Fertilizers, pesticides, fuels |
| Pool service | Chlorine, acids, pH adjusters |
OSHA's guide notes that food, drugs and cosmetics brought into the workplace for personal consumption by workers are exempt.
Example: A Commercial Cleaning Company
A cleaning company had dozens of products spread across vans and client closets, many in unlabeled spray bottles. The owner built a chemical inventory, cut the product list from 40 to 15, collected SDSs into a binder in each van and a shared online folder, labeled every spray bottle and trained crews on the products they use. Crews knew exactly what they were handling, and the company saved money by buying fewer products.
Common HazCom Mistakes
- No written program.
- Missing or outdated SDSs.
- Unlabeled spray bottles and secondary containers.
- SDSs locked in an office employees can't access.
- No training for new hires or new chemicals.
- Forgetting vehicles and job sites.
Hazard Communication Checklist
| Step | Done? |
|---|---|
| Write the HazCom program | |
| Build the chemical inventory | |
| Collect SDSs for every chemical | |
| Make SDSs accessible every shift | |
| Label all containers | |
| Train employees and record it | |
| Review when chemicals change |
Labels and Pictograms
Chemical labels from manufacturers use standard pictograms, signal words and hazard statements. Training employees to recognize them helps them understand a product's hazards at a glance.
| Label element | What it means |
|---|---|
| Product identifier | The product name that matches the SDS |
| Signal word | "Danger" for more severe hazards, "Warning" for less severe |
| Hazard statements | The nature of the hazard, like "causes skin irritation" |
| Pictograms | Symbols in red diamond borders showing hazard types |
| Precautionary statements | How to prevent or respond to exposure |
| Supplier information | Name, address and phone of the manufacturer or distributor |
Secondary Container Label Template
Product: __________ | Hazards: __________ | PPE: __________ | Filled by / date: ______
Many safety suppliers sell pre-printed labels for spray bottles that match common products. Whatever you use, make sure the product name matches the SDS so employees can look it up.
Chemical Storage Basics
- Store chemicals in a designated, ventilated area.
- Keep incompatible products apart, like bleach and ammonia-based cleaners.
- Keep containers closed when not in use.
- Store away from food, drinks and food prep areas.
- Keep only the amount you need.
- Check the SDS storage section for specific requirements.
Mixing chemicals that shouldn't be mixed is a common cause of exposures in cleaning work. Include this in training.
Spill and Exposure Response
Employees should know what to do if a chemical spills or someone is exposed. The SDS first-aid and spill sections explain the response for each product. Keep spill supplies near where chemicals are stored and used, post emergency numbers and make sure eyewash or water for rinsing is available where the SDS calls for it. Report exposures using your incident process. See the employee incident report form.
Adding New Chemicals
- Ask whether a less hazardous product would work.
- Get the SDS before or when the product arrives.
- Add it to the chemical inventory.
- Check labels on containers.
- Train employees who will use it before they start.
Make one person responsible for approving new chemical products, so new hazards don't sneak in through a quick purchase.
Training Record Template
| Date | Employee | Topics / chemicals covered | Trainer | Employee signature |
|---|---|---|---|---|
Keep training records with your program. They show who was trained, when and on what.
Getting Your Program Started
- Pick a program coordinator.
- Walk the workplace and build your chemical inventory.
- Remove products you no longer need.
- Collect SDSs for every product.
- Check and fix labels.
- Fill in the written program template.
- Train employees and record it.
- Set a date to review the program.
Many small businesses can complete these steps in a week or two. The inventory walk usually takes the longest, especially if products are spread across vehicles and job sites.
HazCom for Mobile Crews
Cleaning, landscaping, pest control, pool service and construction crews carry chemicals in vehicles. Keep an inventory and SDSs for each vehicle or a mobile-accessible SDS library, label every container on the truck and secure chemicals so they don't spill in transit. Crew leads should know where SDSs are and how to respond to spills on the road or at a customer's site.
Working at Customer Sites
When your employees work at a customer's location, they may be exposed to the customer's chemicals, and your products may affect the customer's employees. Share information both ways: ask customers about hazardous chemicals in areas where you'll work, and tell them about products you'll use. Keep SDSs available on site.
PPE and Hazardous Chemicals
The SDS exposure controls section lists recommended protective equipment, like gloves, goggles or respirators. Provide the right PPE, train employees to use it and replace it when worn. If an SDS calls for a respirator, other OSHA requirements apply; get help before issuing respirators.
Annual Program Review
| Review item | Done? |
|---|---|
| Inventory matches what's on the shelves | ☐ |
| Every product has a current SDS | ☐ |
| Containers labeled | ☐ |
| Training records current | ☐ |
| Program names and locations up to date | ☐ |
Common Employee Questions
- Where are the SDSs? Tell every employee where to find them on every shift.
- What if a bottle has no label? Don't use it; tell a supervisor so it can be identified and labeled or disposed of.
- Can I mix products to make them stronger? No. Some combinations create dangerous gases.
- What if I get it on my skin or in my eyes? Follow the SDS first-aid section and report it right away.
- Do I need gloves? Check the SDS and the PPE listed in training.
Answering these questions in training makes the program practical. Employees remember simple rules better than technical details, so focus on where to look, what to wear and what to do if something goes wrong. Repeat the key points in team meetings and when new products arrive.
HazCom and Your Other Safety Programs
Hazard communication connects to other safety work. Job hazard analyses should list chemical hazards for each task, incident reports should note chemical exposures and your safety committee can review the program each year. See job hazard analysis. Treating HazCom as part of everyday safety, not a separate binder, keeps it current and useful.
Small Business Help
OSHA's small entity compliance guide walks through each requirement in plain language and includes sample forms. Many chemical suppliers also offer SDS libraries and labeling help for their customers. Start with the products you use most, build the program one step at a time and keep it simple enough that every employee can follow it.
Review the program whenever you add a product, open a new location or change how work is done, not just once a year.
Keep Safety Programs Organized With Updoot
Updoot's SOP management keeps your HazCom program and procedures where employees can find them, and onboarding makes sure training happens before new hires start. See also how to start a workplace safety committee.