Hazardous Material Records: What Industrial Operators Need to Know

A hazardous materials (or hazmat) report is a document that provides information about the transportation of hazardous materials. It’s not a set of standards or regulations — it’s simply a list of essential details.

So, why do industrial operators need to care about hazardous materials reports? 

For starters, they’re often a legal requirement. In the United States, the Department of Transportation enforces hazmat reporting under the Hazardous Materials Regulations (HMR; 49 CFR Parts 171-180). Those rules apply to “any person who offers for transportation or transports [hazardous materials] in commerce.”  That includes most third parties who handle hazardous materials on behalf of other entities. 

But setting compliance aside (for the moment — we’ll be diving deep into the regulations in this article), hazmat reports are critically important:

• Emergency response crews need to protect themselves when responding to spills. Without hazmat reports, they’re working in the dark.
• Inaccurate (or missing) reports can prevent workers from properly containing spills and leaks, which can lead to environmental damage.
• After an emergency, investigators will need to determine the root cause of the incident. Accurate reportage can help them prevent similar occurrences in the future.
• Companies can use hazmat reports to identify areas for improvement, which leads to better risk management and reduced liability.

Throughout this article, we’ll explain the basic features of hazmat reports and the potential consequences of noncompliance. We’ll also provide resources for outfitting emergency spill response crews.

What’s Required In a Hazardous Materials Report? 

We can generally divide hazmat reporting requirements into two categories:

• Incident reports are required for spills, leaks, accidents, fires, or other incidents that involve hazardous materials. In most cases, this is what professionals are talking about when they discuss “hazmat reports.”  
• Hazmat documentation is required for the safe, compliant transport of hazardous materials, even in the absence of an incident. This includes Safety Data Sheets (SDS) and any other documentation required by the DOT, the Environmental Protection Agency (EPA), and other relevant authorities.

A common example of an incident report is DOT Form F 5800.1, which is applicable to various types of hazmat incidents. These types of hazardous materials reports will usually request the following information: 

• General information about the incident, including the time, address (or approximate location), carrier, shipper, and the quantity of materials involved.
• Packaging information, including info about how the packaging failed.
• The consequences of the incident. This might include spillage, fires, vapor dispersion, and so on, as well as information about cleanup costs, injuries, and/or fatalities that occurred as a result.
• A full description of the events and package failure with as much detail as possible.
• Recommendations or actions taken to prevent recurrence. 

Note that some incidents may require more detail or different details than what we’ve listed here.

For hazmat documentation, shipping papers must include:

• The identification number and proper shipping name from the Hazardous Materials Table;
• The hazard class;
• The packing group, identified in Roman numerals, when required;
• The total quantity of hazardous materials;
• The number and type of packages holding the hazardous contents; and
• Any additional description requirements per 49 CFR Section 172.203.
   

What Are the Penalties for Failing to Keep Hazmat Reports? 

Once again, compliance isn’t the only reason to keep your reports up to date — but it’s a pretty good reason. The DOT has broad authority to enforce the safe commercial transport of hazardous materials, and organizations (or individuals) that knowingly ignore the law can face serious consequences.

As of January 2025, civil penalties may include: 

• Fines of up to $102,348 per standard violation.
• Fines of up to $238,809 for violations that result in death, serious illness, or severe injury.
• Minimum fines of $617 for violations related to training.

Criminal penalties include fines of up to $250,000 for individuals and $500,000 for businesses. In severe circumstances involving fatalities or injuries, offenders can face up to 10 years imprisonment.

These penalties aren’t standardized in any way. The DOT may assess smaller financial penalties, except for the minimums established for training violations. In most cases, that’s what happens — but even so, the high potential cost of noncompliance is a strong incentive to play by the rules.

Note: We’re writing about the DOT’s general requirements for hazmat, but this article should not be interpreted as legal advice. You can find the most current information on Pipeline and Hazardous Material Administration (PHMSA) website and the Electronic Code of Federal Regulations (eCFR).

Hazmat Spill Cleanup: Essential Equipment and Best Practices

While the DOT's Hazardous Materials Regulations (HMR) have a lot to say about hazmat transportation, they don't have a specific, blanket requirement for carriers to have PPE or spill response kits in every instance.

In general, the HMR requires carriers to have emergency response information readily available to drivers. That includes basic actions that must be taken in the event of an incident, identification of the materials involved (such as Safety Data Sheets), and contact information for emergency personnel. 

Training is also essential:

• Hazmat employees, including drivers, need to undergo training that covers emergency response information, including how to use emergency response equipment.
• The HMR includes a general duty clause that requires carriers to take all necessary precautions to prevent accidents and ensure safety.
• Under the HAZWOPER standard, the Occupational Health and Safety Administration (OSHA) also requires that workers be trained to handle their anticipated job duties while working with hazardous materials. 

Taken together, these requirements indicate that employers need to provide reasonable access to personal protective equipment (PPE), and, potentially, spill response equipment. 

Once again, this article is not legal advice — make sure you understand federal, state, and local requirements when building training programs or conducting hazard assessments.

Related: Spill Kits for Trucks: Planning for Roadside Spill Response

Outfitting for Spill Response Teams

Solus Group offers a full line of industrial spill-response products, including sorbents, acid neutralizers, personal protective equipment, containment socks, floor pads, wipes, and more. 

Products to consider: Personal Protective Equipment (PPE) Kits

For situations where only PPE is required, Solus Group offers a selection of PPE-only kits. These kits provide essential safety gear, including safety glasses, nitrile gloves, chemical coveralls, and other protective items. 
They’re a convenient way to ensure personnel have the necessary PPE readily available for handling hazardous materials or responding to spills, even when a full spill kit is not required.

Oil Spill Kits

Specifically designed for addressing oil-based spills, Oil Spill Kits are ideal for service vehicles, delivery trucks, and other mobile applications. Solus Group offers a range of Oil Spill Kits in various sizes, ensuring you have the right kit to match your needs and the potential spill volume. 
Kits typically include oil-selective sorbents that efficiently absorb oil while repelling water, making them highly effective for cleaning up oil spills in different environments. 

Universal Spill Kits

Solus Group's Universal Spill Kits are designed to tackle a wide range of spills encountered in material transportation. These kits feature fast-solidifying sorbents that quickly absorb liquids, helping to minimize environmental impact and facilitate easier cleanup. The kits come in UN/DOT-compliant packaging, making them suitable for transporting hazardous materials. 
Inside, you'll find a combination of loose sorbents for soaking up large quantities of liquids, sorbent pads and socks for containing and directing spills, and disposal materials for safe and compliant waste handling. Choose from various kit sizes and configurations, including compact options for vehicles and larger kits for industrial settings.

General-Purpose Spill Kits

For everyday spills in industrial environments, Solus Group's General Purpose Spill Kits provide a comprehensive solution. These kits contain a mix of loose sorbents, sorbent socks, and pads to effectively address spills of various types. Disposal bags are also included for convenient and compliant waste disposal. 
General Purpose Spill Kits are available in a variety of formats, from handy tote bags for easy portability to tilt-wheel spill carts for larger spills and convenient maneuverability.

Acid Spill Kits

While large acid spills require professional emergency response, smaller spills can often be safely managed by trained personnel using appropriate equipment. Solus Group's AcidSafe Spill Kits provide the necessary tools for such situations. These kits include specialized absorbents designed to neutralize acidic liquids (with the exception of hydrofluoric acid). 

To ensure responder safety, the kits also include personal protective equipment (PPE) such as gloves, goggles, and aprons, facilitating safe cleanup and disposal of the acidic materials.

To learn more about spill response solutions from Solus Group, call 314-696-0200 and speak with a member of our sales team.