Creating a safe and compliant workplace doesn’t happen by accident. If you’re building a safety program, don’t miss our guide: Safety Made Simple. One of the most essential components of any workplace safety strategy is a Hazard Communication Policy—commonly referred to as HAZCOM.
Hazard Communication Policy: Why It Matters
Every workplace, whether it’s a factory or an office, uses chemicals. Some may seem harmless, like cleaners, but even they can pose risks without proper handling. That’s why OSHA’s Hazard Communication Standard (29 CFR 1910.1200) exists—and why your business needs a clear, up-to-date hazard communication policy.
Without a strong HAZCOM policy, employees could unknowingly expose themselves to dangerous substances. Worse still, they might not know how to act during a chemical spill, gas leak, or exposure event. These situations can escalate quickly, endangering lives and leaving your company vulnerable to fines, lawsuits, and reputational damage.
Benefits of a Robust Hazard Communication Policy
A well-written policy doesn’t just check an OSHA box—it protects your employees. Here’s what a strong HAZCOM policy helps achieve:
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Prevention of chemical-related injuries and illnesses
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Clarity on safe chemical use, storage, and disposal
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Readiness during emergencies, including spill response or inhalation events
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Trust between employees and management in handling hazardous materials
Essential Components of an Effective HAZCOM Program
Responsibilities
Assign specific roles across leadership, supervisors, and team members. Each person should know their roles—whether it’s maintaining the chemical inventory or ensuring training is completed.
Definitions
Don’t assume everyone knows industry jargon. Define critical terms like:
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SDS (Safety Data Sheet)
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Hazard classification
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Label elements
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Chemical inventory
This makes the policy accessible and actionable.
Chemical Inventory
Maintain a live list of all hazardous substances on-site. Each entry should include:
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Chemical name
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Quantity
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Storage location
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Intended use
This inventory must be updated regularly and reviewed at least annually.
Labels and Warnings
Every chemical container should have clear, GHS-compliant labels. These should include:
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Signal words (e.g., Danger, Warning)
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Hazard statements
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Precautionary measures
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Supplier identification
Safety Data Sheets (SDS)
Ensure employees have 24/7 access to SDSs for each chemical. These sheets offer in-depth information, including:
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First aid measures
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Fire-fighting steps
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Exposure limits
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Handling and storage guidelines
Accessibility is key—digital, printed, or both formats are acceptable.
Employee Training
Educate employees on chemical risks, reading SDSs, interpreting labels, and handling materials safely. Training is required:
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Before initial assignment
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When new hazards are introduced
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Annually, as a best practice
Interactive formats—like quizzes and hands-on demonstrations—can make training more memorable. Micro-learning is great for re-enforcing compliance training.
Communication Across Sites and Employers
Many workplaces involve outside contractors or multi-location operations. Your policy should address how hazard information is shared in:
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Construction projects
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Contracted maintenance work
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Satellite locations
Everyone should know the risks before they enter a workspace.
Make HAZCOM Practical: Use Simple Systems
A policy that no one reads isn’t worth the paper it’s printed on. Make your hazard communication policy part of your culture:
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Use checklists for routine audits
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Embed chemical handling procedures into onboarding
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Include visuals like pictograms and color-coded charts
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Offer toolbox talks or monthly refreshers
Accessible communication is powerful communication.
Draft a Comprehensive Policy
If you’re starting from scratch, writing a new policy might take 3–6 months. Assign this to someone on your staff who has experience drafting policies. You can also find templates online, but many templates are basic and require significant additions to create a robust, effective policy.
Alternatively, if you have a paid account, you can use Smarter Risk’s Policy Builder to create robust policies with just a few clicks. There is no need to use a template; after you complete your risk assessment, our app will use that information to build the policy for you. You can then download it in Word format and edit it further if needed. Want to get started for free? (No credit card required!) Click HERE to begin.
Take the First Step Toward a Safer Workplace
Don’t let safety be an afterthought. A hazard communication policy protects your people and your reputation. It empowers your team with the knowledge to act swiftly and safely. And most importantly, it helps you stay proactive—not reactive.
So why wait?
➡️ Start your free risk assessment here—no credit card required.
FAQs
What is a Hazard Communication Policy?
It’s a document that outlines how hazardous chemicals are identified, labeled, and safely managed in a workplace to comply with OSHA standards.
Who is responsible for the HAZCOM policy?
Typically, management drafts and maintains the policy, but every employee plays a role in implementation and adherence.
How often should the chemical inventory be updated?
Best practice suggests reviewing quarterly or whenever new chemicals are introduced or removed.
Is HAZCOM training mandatory?
Yes, OSHA requires it upon hire and whenever a new chemical hazard is introduced.
Can electronic SDSs meet OSHA’s accessibility requirements?
Absolutely, as long as all employees have immediate access without needing permission or complicated login procedures.
What are the consequences of not having a hazard communication policy?
Non-compliance can lead to OSHA fines, workplace accidents, increased claims, higher insurance costs, and reputational harm.
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