What is a technical data sheet (TDS)?
A technical data sheet (TDS) describes a product's properties, typical values and use. Here is how it differs from an SDS, a COA and a specification.
By the PromptLab team16 October 20263 min read
Definition
Technical data sheet (TDS)
A technical data sheet is a document from the maker that describes a product: what it is, its typical properties, how it is used and how it is stored. Buyers use it to judge whether a product suits their process before they ask for a sample.
If you sell chemicals, coatings, plastics or ingredients, the TDS is often the first thing a technical buyer asks for.
Why a TDS matters
A buyer rarely orders a product they cannot check. The TDS lets their technical team compare it with what they use now, so it often comes before the sample and the quote.
A missing or out-of-date TDS slows the sale. Reps end up asking the lab for it each time, and the buyer waits.
What a TDS usually contains
Contents vary by industry, but a typical TDS has:
- The product name, grade and code
- A short description and typical uses
- Typical property values, such as viscosity, density or particle size
- Application and handling guidance
- Packaging sizes
- Storage conditions and shelf life
- A revision date
The word "typical" matters. A TDS shows the usual range of the product, not a promise about one batch.
TDS versus SDS, COA and specification
Four documents are often requested together.
| Document | What it tells you |
|---|---|
| Technical data sheet (TDS) | What the product is, typical properties and how to use it |
| Safety data sheet (SDS) | Hazards, safe handling, first aid and disposal information |
| Certificate of analysis (COA) | The measured results for one specific batch |
| Specification | The limits a product must meet to be accepted |
In short: the TDS describes the product in general, the specification sets the limits, the COA shows how one batch measured, and the SDS covers safety. The SDS is a regulated document in many countries, so what it must contain depends on where you sell. Check the rules that apply to you.
An example from product sales
A coatings buyer asks about a new resin. The rep sends the TDS and SDS the same day. The buyer's lab compares the viscosity and cure time with its current resin and asks for a sample. With the sample, the rep includes the COA for that batch. Once the sample passes, the buyer asks for a quote.
Related terms
- Sample management: the step that usually follows the TDS.
- Sales quote: the offer that comes after the product is approved.
- MOQ: often stated alongside packaging sizes.
- Lead time: the other question a technical buyer asks.
How PromptLab handles it
PromptLab does not generate or manage technical documents. Accounts have files and documents, so you can attach the TDS, SDS or COA you sent to the account it went to. Sample requests are tracked from request to feedback. When the buyer asks "did we send the data sheet?", the answer sits next to the deal, the sample and the email thread.
Frequently asked questions
What is the difference between a TDS and an SDS?
A TDS describes what a product is and how it performs. An SDS describes its hazards and how to handle it safely. Buyers often ask for both.
Is a TDS the same as a specification?
No. A TDS gives typical values and use guidance. A specification sets the limits a product must meet. Some companies combine them in one document.
What is a certificate of analysis?
A COA shows the measured test results for one batch of a product. It is issued per batch, unlike a TDS, which covers the product in general.
How often should a TDS be updated?
Whenever the product, the process or the recommendations change. Always show the revision date, and check that reps send the latest version.