Every transfer of non-hazardous waste needs a waste transfer note. It is the record of who handed what waste to whom, required by the duty of care. The form itself is simple, far simpler than the hazardous waste note, but a few fields catch people out. This guide walks through each one.
Moving hazardous waste? That needs the HWCN01 consignment note instead, which works differently. See how to fill out a consignment note.
When do you need a waste transfer note?
Every time non-hazardous waste changes hands between two parties. General business waste, mixed recycling, packaging, and anything else without hazardous properties. Both the business handing the waste over and the one taking it must keep a copy for at least two years.
What goes on the note
Fill in every one of these before the waste moves:
- A clear description of the waste. Enough detail for the next holder to handle it safely. "General waste" on its own is not a description.
- The EWC code. The six-digit code for the waste stream.
- The quantity, and how it is contained. Loose, bagged, in a skip or in drums.
- The transferor's details. The name and address of the business handing the waste over, and whether they produced it.
- The transferee's details. The name and address of the business taking it, plus what allows them to take it: their carrier registration number, or the receiving site's permit or exemption.
- The transferor's SIC code. The standard code for their business type.
- The place and date of the transfer.
- The waste hierarchy declaration. In England and Wales, the transferor confirms the waste hierarchy has been applied, with the name of the person confirming it.
- Both signatures.
The SIC code is the most-missed field. A transfer note is not complete without it. Consigns will not let a note be signed until it is there.
What a finished note looks like
This example was generated by Consigns. Every field above is filled in.
Repeat collections: one note for the year
Collecting the same waste from the same customer on a regular run? You do not need a fresh note each time. One annual waste transfer note, known as a season ticket, covers up to 12 months of those collections, with a schedule logging each transfer.
Fill it in once, then never again
On paper, you write the same details out at every stop. With digital waste transfer notes, the details are entered once when the job is booked. The driver opens the job, the customer signs on screen, and the finished note stores itself for the full two years. If you just want a blank starting point, see our waste transfer note template guide.
WTN-only plans start at £49 a month. See the WTN plans, or start a free 14-day trial.