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Writing WarningsWriting Warnings

^ What Makes a WarningAdequate?^ †

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†^ At a minimum, a hazardwarning must do four things:^ o^

Identify the nature and severity of the hazard. o Tell the user how to avoid thehazard. o Explain the consequences ofnot avoiding the hazard. o Clearly communicate thiso Clearly communicate thisinformation to the user.

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Writing WarningsWriting Warnings^ Id

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entify the nature andseverity of the hazard † Usually a vague warning is a^ result of one of three factors:^ o^ The writer doesn’t know anydifference, and simply follows

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h^ h what he or she has seen onother products. o The marketing departmentobjects to a specific warning,objects to a specific warning,fearing that it will make theproduct appear dangerous. o The legal department objects to a specific warning fearing thatif a resulting injury isn’t exactlythe one warned against, thecompany will be liable.company will be liable.

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Writing WarningsWriting Warnings

^ Tell How to Avoid the Hazard^ †^

Oftentimes, warnings will omitthis part or make it so vague asp^

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to be meaningless. † For example, consider thewarning label “Use withwarning label

Use with adequate ventilation?” Itconveys no real information.What exactly is adequateWhat, exactly, is adequateventilation? Does it mean that Ishould have a window or two? Sh

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open? Should I have a fan? CanI use this only outdoors? Do Ineed a fume hood?

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Writing WarningsWriting Warnings

^ Explain the Consequencesof Not Avoiding theHazardHazard^ †

Avoid using a stock phrase atthe end of each warning:^ “Failure to follow this warningmay result in injury.” † That kind of generic phrase† That kind of generic phrasetakes up space and adds nomeaning. If there weren’t a

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possibility of injury, whywould there be a warninglabel in the first place?

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Writing WarningsWriting Warnings^ Cl

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early Communicate to theUser † Whether communication is clearor not depends on many

^ “Inhalation of volatile vapors may

or not depends on manyfactors, including usercharacteristics.^ o^ If the user is illiterate,

cause respiratory dysfunction” maybe perfectly clear to a medicalprofessional, but not to anordinary person without a medical

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attempting to warn with wordsalone is certainly not going tocommunicate clearly. o If the user reads only Spanish,

ordinary person without a medicalback-ground.

o^ If the user reads only Spanish,presenting an English-languagewarning will not communicateclearly. o^ Even if your user speaks ando^ Even if your user speaks andreads English, too high alanguage level may not beclear. For example,

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Writing WarningsWriting Warnings

^ Signal Word ^ Signal Word^ †^

Choosing the correct signal word dependson the results of your hazard analysis. † To comply with ANSI Z535.4 ProductSafety Signs and Labels you have fourSafety Signs and Labels, you have foursignal words in five configurations tochoose from, each with a specific meaning:^ o^ “DANGER” indicates a hazardoussituation, which, if not avoided, will resulti^ d h^

i^ i j in death or serious injury. o “WARNING” indicates a hazardoussituation, which, if not avoided, couldresult in death or serious injury. o “CAUTION,” with the safety-alert symbol,

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indicates a hazardous situation which, ifnot avoided, could result in minor ormoderate injury. o “NOTICE” is used to address practices notrelated to personal injury.

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o^ “CAUTION,” without the safety-alertsymbol, can be used to address practicesnot related to personal injury

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Writing WarningsWriting Warnings^ Pi t

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^ Pictorial^ †^

The use of pictorials (also calledsafety symbols) in warning labelshas become much more commonhas become much more common. † The advantage, of course, is that apictorial representation of ahazard or user behavior can be understood by those who cannotread the word message. † Naturally, this means that any

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pictorials used in warning labelsmust be understandable withoutadditional explanatory words. † A pictorial for a warning label† A pictorial for a warning labelmust be extremely simple becausethe goal is to communicate thehazard (or avoidance information)

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Writing WarningsWriting Warnings

^ Word Message^ †

Here are some guidelines forwriting and designingwriting and designingeffective word messages:^ o^ Use simple, easy-to-

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d l understand language. o Be specific. o Use active voice and command verbs. o Format text left-justified anduse “sentence” case.

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Writing WarningsWriting Warnings

^ Size and Placement^ †

How big should a warninglabel be? Where should youlabel be? Where should youput it on the pro † Size of the label itself is not^ the critical variable: ability tosee and read it is critical. † The ANSI Z535.4 standards† The ANSI Z535.4 standardsties recommended letterheights to “safe viewingdistance ” which allows thedistance,

which allows the standard to be applicable toa wide variety of products.

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Writing WarningsWriting Warnings

^ Meeting Standards^ †

If you have a new producttype or a unique product thetype or a unique product, thefirst step is to identify anygovernment regulations that

d^ t cover your product.

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Writing WarningsWriting Warnings

^ Government Regulations^ †

Government regulations forwarnings have the force ofwarnings have the force oflaw. † If your product does not^ comply with labeling andwarning requirements, itcannot legally be sold and^ the manufacturer and sellerscan be fined.

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Writing WarningsWriting Warnings^ V l

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^ Voluntary Standards^ †^

There are literally hundreds ofvoluntary product standards covering all aspects of design,manufacturing, and labeling forall kinds of products. † Although these standards aretechnically voluntary, often theybecome a de facto benchmarkfor product safetyfor product safety. † On the other hand, whileregulations often specifyparticular warnings that aparticular warnings that amanufacturer must include, theygenerally do not prohibitadditional warnings.additional warnings.

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Writing WarningsWriting Warnings^ I^

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^ International Standards^ †^

Some manufacturers’associations publish standards that have international in scope. † The primary standard forcommunicating hazard information that is usedinternationally is^ o^ ISO 3864-2 Graphical

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symbols—Safety colours andsafety signs o Part 2: Design principles forproduct safety labels, publishedproduct safety labels, publishedby the InternationalOrganization forStandardization.

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