Waste transfer note: what it is and what it must include
A waste transfer note is the record of a load of waste passing from one business to another. The law requires one for every transfer of non hazardous business waste, and both parties must keep a copy for two years. For regular collections, one note can cover up to 12 months.
Waste transfer note: key facts
| When it is needed | Every time non hazardous business waste changes hands |
|---|---|
| Who completes it | The business handing over the waste and the one receiving it. Both sign |
| How long to keep it | Two years |
| Season ticket | One note for repeat collections of the same waste, for up to 12 months |
| Hazardous waste | Needs a consignment note in place of a transfer note |
What must a waste transfer note include?
There is no fixed form, but the government requires these details.
| Detail | What to write |
|---|---|
| Description of the waste | What it is, in plain words |
| Waste code | The six digit code from the List of Waste |
| How it is contained | Loose, in bags, in a skip or in drums |
| Quantity | The weight or the volume |
| Place, date and time | Where and when the waste was handed over |
| Both parties | The name and address of each business |
| Authority to take the waste | The waste carrier registration, permit or exemption number |
| Your type of business | Your SIC code |
| Waste hierarchy declaration | A statement that you have applied the waste hierarchy |
Who needs one?
Every business that passes waste to someone else, and every business that receives it. A shop, an office, a builder and a factory all need one for each load. Householders do not need one for their own household waste. The note is part of the duty of care that every business has for its waste.
Paper or electronic?
Either. Most waste collectors now issue the note electronically and keep it for you. Make sure you can get a copy when asked. The government plans to replace paper notes with a digital waste tracking service.
What if you do not have one?
The council or the Environment Agency can ask to see your notes. A business that cannot produce them can be given a fixed penalty or taken to court. Keeping the notes also protects you: they show who took your waste if it is later found dumped.
Before you sign a note, check that the carrier is registered. Read our guide to the waste carrier licence.
Frequently asked questions
What is a waste transfer note?
A document that records the transfer of non hazardous waste from one business to another. It describes the waste and names both parties, and each keeps a copy for two years.
How long do you keep a waste transfer note?
Two years from the date of the transfer. Consignment notes for hazardous waste are kept for three years.
Who fills in the waste transfer note?
Both parties. The business handing over the waste describes it, the business receiving it adds its details, and both sign.
Do I need a waste transfer note for every collection?
No. For regular collections of the same type of waste by the same carrier, one note, called a season ticket, can cover up to 12 months.
Is a waste transfer note needed for hazardous waste?
No. Hazardous waste needs a consignment note, which carries more detail and must travel with the load.