A waste transfer note (WTN) is a legal document used in the UK when non-hazardous waste is transferred from one party to another. This covers every load of rubbish removed from your business premises before transportation and disposal. It records the type of waste, its origin, who handles it, and its final destination.
Using waste transfer notes aims to create a clear and traceable record of waste movement to try to prevent fly-tipping and illegal dumping. It provides proof that waste is managed responsibly and lawfully, and businesses demonstrate their duty of care obligations under the Environmental Protection Act 1990 by keeping proper notes.
Understand what a waste transfer note is, when and why your business needs one, and how to complete a WTN properly to ensure your commercial waste management processes operate legally and safely.
Waste transfer note requirements
Businesses in the UK have a legal responsibility to make sure their waste is collected, transported, and disposed of safely and legally. A crucial part of this process is the waste transfer note. These only apply to non-hazardous waste (such as general waste, food waste, glass recycling, and more). Hazardous waste requires a different consignment note.
A valid waste transfer note must include this information:
- Description of the waste – the type of waste (such as food, general, glass, paper, etc.), with enough detail to allow proper handling, and the correct European Waste Catalogue (EWC) code.
- Quantity of waste – such as the number and size of bags, weight in kilograms, or volume in cubic metres.
- How the waste is contained – in wheelie bins, a skip, drums and barrels, plastic bags, or loose.
- Date and place of transfer – the exact day, time, and location where the waste was collected and changed hands.
- Names and addresses of both parties – the waste producer (your business) and the name of the registered waste carrier or recipient.
- Carrier and site details – the waste carrier’s licence number and the receiving site’s environmental permit or exemption.
- Standard Industrial Classification (SIC) code – your business’s SIC code that identifies the type of business activity.
- Signatures – both the producer and the carrier (or the broker if one is involved) must sign the WTN.
- Confirmation of Duty of Care – declaration that both parties have met their responsibility to handle the waste properly.
Businesses in Northern Ireland must also include a statement that the waste hierarchy was applied. The WTN requires this information, otherwise it may be invalid, which might leave your business at risk of penalties and enforcement action.
Further waste transfer note requirements are that a WTN accompanies each load of waste that leaves your business. The only exception is if you have a season ticket, which covers multiple similar collections over 12 months. Businesses must keep a copy of each WTN for at least two years, so it’s available for inspection by the Environment Agency or local authorities.
How to fill in a waste transfer note
Use this waste transfer note guidance to uphold your duty of care and fill in a WTN properly:
- Identify your waste – use the correct six-digit EWC code and provide a clear description of the waste materials being transferred. For example, paper or cardboard packaging should use EWC code 15 01 01. Accuracy is vital, and you should avoid vague descriptions.
- Measure the quantity and include container details – state whether the waste is in bags, bins, skips, or any other waste containers (like barrels or drums). Estimate the weight or volume of the commercial waste and ensure it’s within any weight limits for the specific bins.
- Enter your SIC code – this is available from Companies House or HMRC records.
- Add carrier details – include the waste carrier’s registered licence number (you can check this on the Environment Agency’s public register).
- Provide details of the transfer date, time, and location – the locations should be your business’s address where the waste is stored. Including these details ensures a clear audit trail that’s easily traced.
- Include disposal or treatment site details – note the permit or exemption number of the facility receiving the waste.
- Sign and date the document – both the waste producer and the carrier must sign to confirm compliance.
Completing these steps ensures your document meets the waste transfer note requirements and upholds your duty of care. Retain and keep all WTNs organised and easily accessible in case of an inspection. If your business regularly produces the same type of waste, then you’ll probably be advised to use a season ticket to save paperwork and time.
Get a free waste transfer note with Divert
A waste transfer note is more than a form – it’s a legal safeguard for your business and the environment. That’s why at Divert, we provide a free waste transfer note for every collection and can advise and help with season tickets (or an annual waste transfer note).
Safe, legal, and responsible waste management is our priority, so we do as much as possible to help the process run smoothly. Following these waste transfer note requirements can ensure your business meets its responsibilities with confidence. Proper waste management avoids fines and legal issues while demonstrating your commitment to sustainability and environmental protection.
We can help your business manage any type and volume of commercial waste, including general and food waste, glass, cardboard, and dry mixed recycling. All rubbish is diverted away from landfill for responsible disposal (as your WTN will detail) and managed in line with Simpler Recycling regulations where applicable.
Speak to one of our friendly team members to discuss your commercial waste management needs, learn more about filling in a waste transfer note, and get a free no-obligation quote today. We can provide free bins for your waste too, with no delivery or rental charges, as you only pay for collection. Call 0333 444 0118 or contact us online today.
