Category: Advice / Law and CLP | Reading time: 6 minutes
Introduction
You bought an oil from TopWosk, downloaded the ready-made Safety Data Sheet for the candle - now what? You need to fill in a few things before you start selling: your company details, product name, and possibly the UFI code. In this article, we'll show you step-by-step how to do it - in a free PDF editor, without specialized software, in 5-10 minutes.
1. What you need to change - and what NOT to touch
Our SDS is a complete 16-section document. You need to change three things:
CHANGE - section 1.1 (Product identifier):
- Product name - change to your candle's name (e.g., "Forest Meadow Soy Candle", "Cozy Candle No. 7" - as you wish). The name must be the same on the SDS, on the CLP label, and in the PCN notification (if applicable).
- UFI code - if your candle requires a UFI (because it exceeds the H317 threshold), our SDS contains a UFI:XXXX-XXXX-XXXX-XXXX placeholder. After receiving the real UFI code from Chemtra - enter it here. If the candle DOES NOT require a UFI (below the threshold) - remove the UFI placeholder from the SDS.
CHANGE - section 1.3 (Details of the supplier of the safety data sheet):
- Company name - Your company name or full name
- Address - Your registered address
- Phone - Your contact number
- E-mail - Your e-mail address
DO NOT TOUCH:
- Section 2 - Hazard identification - this is the result of classification, do not change
- Section 3 - Composition/information on ingredients - do not modify the composition!
- Sections 4-16 - Toxicological, ecological, transport information, etc. - do not change
Important: Changing anything other than the product name (section 1.1), UFI code (section 1.1), and supplier details (section 1.3) may invalidate the SDS. If in doubt - contact us.
2. How to edit PDF - free tools
A Safety Data Sheet is a PDF file. To edit it, you need a PDF editor that allows text changes. Here are the best free options:
Option 1: Sejda (online, free) - RECOMMENDED
- Website: sejda.com/pdf-editor
- No installation required - works in the browser
- Free for up to 3 edits per day
- How to use: upload PDF → click on text in section 1.3 → edit → save
Option 2: Adobe Acrobat Reader (desktop, free version)
- Free Acrobat Reader allows basic text editing
- Requires installation on your computer
- The full version (Acrobat Pro) is paid, but for editing one section, Reader is sufficient
Option 3: LibreOffice Draw (desktop, free)
- Free office suite - LibreOffice Draw opens PDFs
- Works on Windows, Mac, and Linux
- Less intuitive than Sejda, but completely free with no limits
Option 4: System-embedded tools
- Mac - Preview: open PDF, use the text tool to overwrite data
- Windows - Microsoft Edge: open PDF in Edge, use "Add text" to overwrite
3. Step-by-step instructions (using Sejda as an example)
Step 1: Open Sejda
Go to sejda.com/pdf-editor and click "Upload PDF File". Select the downloaded candle SDS from TopWosk.
Step 2: Find section 1.3
Scroll to the first page of the document. Section 1.3 is titled "Details of the supplier of the safety data sheet". You will see our data there - you need to replace it with yours.
Step 3: Delete our data
Click on the text with our company name - select it and delete it. Do the same for the address, phone, and e-mail.
Step 4: Enter your data
Click "Text" in the Sejda toolbar. Click in the place where our data was. Enter:
- Your company name (or full name if you don't have a company)
- Registered address
- Phone number
- E-mail address
Match the font and size to the rest of the document (usually Arial or Calibri, size 9-10pt).
Step 5: Save
Click "Apply Changes" → "Download". Done - you have your Safety Data Sheet with your data.
4. Checklist - check before saving
Before saving the edited file, check:
- ☐ Section 1.1 contains Your product name (the same as on the CLP label)
- ☐ UFI code in section 1.1: actual code entered (if UFI required) or placeholder removed (if not required)
- ☐ Section 1.3 contains Your data (company name, address, phone, e-mail)
- ☐ Section 2 (classification) has not been changed
- ☐ Section 3 (composition) has not been changed
- ☐ Font and size of your data match the rest of the document
- ☐ The file saved correctly (open and check)
5. Where to store the finished SDS
After editing, store the finished SDS in an organized manner:
- Computer folder: e.g., "SDS Candles / [Scent Name] / SDS-[scent]-[concentration].pdf"
- Cloud (Google Drive, Dropbox): backup + access from any device
- Printout: one set in a binder - for presentation to the Trade Inspection Authority
Remember: the obligation to store SDS is 10 years from the date of issue (REACH requirement).
6. When do you need to provide the SDS to the customer?
The Safety Data Sheet is mandatory to provide in two situations:
- B2B sales - if you sell candles to shops, hotels, florists, wholesalers. You provide the SDS with the first delivery.
- Upon customer request - if an individual customer asks for an SDS, you must provide it. Allegro and Amazon may also request SDS for product verification.
For B2C sales (directly to the consumer), you do not need to attach an SDS to every order - but you must have it ready in case of a request.
7. Frequently asked questions
"How to name the product in section 1.1?" - Enter the name under which you sell your candle - e.g., "Forest Meadow Soy Candle" or "Cozy Candle No. 7". Important: the same name must be on the CLP label, in the SDS and (if applicable) in the PCN notification. Our CLP Label Generator allows you to set any name - make sure it is the same as in the SDS.
"What about the UFI code - XXXX-XXXX-XXXX-XXXX?" - On our SDS for oils that require PCN notification, there is a placeholder UFI:XXXX-XXXX-XXXX-XXXX. After notification by Chemtra, you will receive a real code - enter it in place of the placeholder. If your candle DOES NOT require a UFI (concentration below the H317 threshold) - simply delete the line with the UFI placeholder.
"Do I have to edit the SDS separately for each scent?" - Yes, but your company details are the same - so after editing the first SDS, you can copy section 1.3 to the others. That's 2 minutes for each subsequent scent.
"What if I don't have a company - I'm an individual?" - You enter your full name, residential address (or mailing address), phone, and e-mail. You don't need to have a registered business to have an SDS - but you must have one to sell legally.
"Can I send the SDS to the customer in electronic form?" - Yes. The SDS can be provided in paper or electronic form (PDF). For online sales, it is most convenient to attach the SDS as an attachment to an e-mail with order confirmation (for B2B) or provide a download link on the product page.
"TopWosk changed the SDS - do I have to edit it again?" - Yes. If we update the SDS (e.g., the manufacturer changed the oil composition), download the new version and re-enter your data. The old version of the SDS should be kept in the archive (10 years).
Summary
Editing the SDS from TopWosk is a 5-10 minute operation: you open the PDF in a free editor, enter your product name and company details, possibly complete the UFI code - and you have a ready document.
Three things to edit:
- Section 1.1 - product name - Your candle name (the same as on the CLP label)
- Section 1.1 - UFI code - enter the real code from Chemtra or remove the placeholder (if not applicable)
- Section 1.3 - supplier details - Your company, address, phone, e-mail
Ready-made SDS for soy candles in three concentrations are available with each oil in our store. Download, fill in the data in 5 minutes and sell legally. Check out our fragrance oils →