Free chemical inventory template for EHS (Excel)
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Sooner or later your environmental health and safety (EHS) office asks for a list of the chemicals your lab holds. This Excel template has the columns those requests usually include, so you are not building the sheet from scratch the night before an inspection.
What is in the file
Inventory tab — one row per product per storage place:
| Column | Why it is there |
|---|---|
| Chemical name, CAS number | Identifies the substance without ambiguity |
| Manufacturer, Catalog # | Lets anyone find the exact product and its SDS |
| Container size, Unit, # of containers | How much you hold |
| Total amount | Calculated for you (size × containers) |
| Physical state, Hazard class | Drop-down lists, so everyone uses the same words |
| Building, Room, Storage place | Where it is |
| SDS link | Where the safety data sheet is |
| Date received, Expiration date | Old stock is easy to spot |
| Responsible person, Notes | Who to ask |
Summary tab — counts entries and containers by hazard class and by room, and flags rows without an SDS link and anything expiring within 90 days.
How to use tab — a short guide and a color legend: light yellow cells are for typing, white cells are calculated, grey rows are examples to delete.
A few tips
- One row per storage place. If you keep ethanol in two cabinets, use two rows. Inspectors ask where, not just how much.
- Always fill in the CAS number. Product names vary between suppliers; the CAS number does not.
- Keep the SDS link with the row. Paste the link from the supplier's product page when the bottle arrives.
- Check your institution's rules. Requirements differ by institution and state. This template is a starting point, not a compliance guarantee.
When the spreadsheet gets hard to keep current
A list like this is accurate the day you finish it and drifts from then on, because nobody updates a spreadsheet when they take the last bottle. StockVial keeps the same list current as people scan a bottle's QR label at the freezer, and exports it — with CAS, quantity, location and SDS link — as Excel, CSV or PDF in one click. There is a free plan for two people and up to 100 items.