Lubricant buyers regularly request a Technical Data Sheet, Safety Data Sheet and Certificate of Analysis. The names may appear together in an email, but they do not provide the same type of evidence.
Technical Data Sheet: the product overview
A TDS normally describes the intended application, claimed performance level and typical physical or chemical characteristics of the product. Values are often representative rather than batch-specific.
Check that the product name, viscosity grade and revision date are clear. If a performance claim is important, determine whether the document describes a recommendation, a stated level of performance or a formal approval.
Safety Data Sheet: safe handling information
An SDS communicates classification, hazards, handling, storage, transport and emergency information under the applicable format. It is not a substitute for the TDS and should not be used as the main proof of product performance.
The buyer and importer should confirm whether the SDS format, language and supplier details meet destination-market requirements.
Certificate of Analysis: batch-related results
A COA is generally linked to a produced batch and lists measured properties against the producer’s control limits or specification. It is therefore different from a general TDS.
Approval evidence needs its own check
When a formal OEM or industry approval is mandatory, request current evidence and verify that it covers the relevant product. Marketing phrases such as “meets,” “suitable for” and “approved” can carry different meanings.
Commercial and shipment documents
Product documents sit alongside commercial and logistics paperwork. Depending on the transaction, the document set may include a commercial invoice, packing list, certificate of origin, transport document and other destination-specific items.
- Commercial invoice
- Packing list
- Certificate of origin
- Transport document
- Product TDS / SDS
- COA when agreed
Create a document matrix before ordering
List every required document, who will issue it and at what stage it becomes available. This prevents an important importer requirement from appearing only after production.
| Document | Main purpose | Timing |
|---|---|---|
| TDS | Product application and typical technical data | Before product approval |
| SDS | Hazard, handling and safety communication | Before import and handling review |
| COA | Listed results for a produced batch | After or around production |
| Commercial documents | Transaction, customs and transport support | According to shipment stage |