CoA, TDS and MSDS: What Each Document Tells You

Buyers new to importing often treat these three documents as interchangeable paperwork. They are not. Each answers a different question, and a quality team that knows the difference catches problems before a batch reaches production.

Technical Data Sheet (TDS): what the product is

The TDS describes the product in general: its specification limits, typical properties, applications, packaging, storage and shelf life. It is the same for every batch. Use it to decide whether a product suits your process before you place an order.

Certificate of Analysis (CoA): what this batch is

The CoA reports the test results for one specific batch against the specification. It is the document your quality team signs off. Check that it shows:

• the batch or lot number, matching the number printed on the bags or drums
• manufacture and expiry dates
• each parameter with its specification limit and the measured result, not just "conforms"
• the test method for each parameter, such as a USP, EP, FCC or GB method
• the name and signature of the person who released the batch

A CoA that lists only "complies" without results, or whose batch number does not match the packaging, should be questioned before the goods are accepted.

Safety Data Sheet (MSDS or SDS): how to handle it safely

The SDS covers hazards, safe handling, storage, first aid and transport. Under the Globally Harmonized System it has 16 fixed sections. For shipping, section 14 matters most: it gives the UN number, proper shipping name, hazard class and packing group. Products such as formic, acetic and propionic acid are corrosive and are carried as dangerous goods, so the freight forwarder will not book them without a compliant SDS.

Which document does which job

Question	Document
Is this the right product for my application?	TDS
Does this batch meet the specification?	CoA
How do we store, handle and ship it?	SDS
What will customs and the forwarder ask for?	CoA, SDS, commercial invoice, packing list

Rawplex sends the TDS with every quotation, and a batch CoA with every shipment. Ask for the SDS at the quotation stage for any product that ships as dangerous goods.