What is a waste transfer note?
A waste transfer note is a written description of waste that is agreed and signed by the business handing the waste over and the business receiving it. According to GOV.UK, it must include enough information to help the business taking your waste to handle and dispose of it safely.
Both parties complete the sections that apply to them and sign it. An enforcement officer from the local council or the Environment Agency can ask to see it.
Waste transfer notes and the waste duty of care
The waste transfer note is part of the duty of care. This is the legal duty on anyone who produces, imports, carries, keeps, treats or disposes of waste to manage it properly. The Waste duty of care code of practice sets out what this means in practice in England and Wales.
Under the code, a business transferring waste is expected to check that the receiver is authorised, for example by checking a waste carrier registration on the Environment Agency public register. The code states that failing to comply with the duty of care is an offence, and that a fixed penalty notice can be issued for failing to produce a waste transfer note when an authorised officer asks for one.
What must a waste transfer note include?
The code of practice lists the information that the written description of the waste must contain:
- the waste classification code, also called the List of Waste (LoW) or European Waste Catalogue (EWC) code
- the quantity and nature of the waste, whether it is loose or in a container, and the type of container
- the time and place of transfer
- the Standard Industrial Classification (SIC) code of the business handing over the waste
- the names, addresses and signatures of both parties
- the capacity each party acts in, such as producer or carrier, and any permit or registration number
- a statement confirming the waste hierarchy has been applied, as required by regulation 12 of the Waste (England and Wales) Regulations 2011
- any handling problems the next holder needs to know about
GOV.UK provides a downloadable waste transfer note template on its waste transfer notes page.
How long to keep waste transfer notes
The code of practice sets these retention periods:
- Waste transfer notes for non-hazardous waste: 2 years
- Season tickets: 2 years after the last transfer
- Hazardous waste consignment notes: 3 years
Copies can be kept on paper or electronically. GOV.UK states that a note filled in on screen still needs to be printed and signed, unless an electronic system is used.
Electronic waste transfer notes
The code of practice describes edoc, a free national electronic duty of care system that creates, shares, signs and stores waste transfer notes and season tickets online.
What is a season ticket?
A season ticket is a single waste transfer note that covers a series of transfers of non-hazardous waste. It can last up to one year. GOV.UK states that the waste holder, the waste carrier and the waste type must stay the same for the whole period. If any of these change, a new season ticket or a single transfer note is needed.
Each transfer is also recorded in a schedule showing the date, time and quantity. The schedule can be kept as a spreadsheet or within invoicing or weighbridge records.
For regular collections, such as our cardboard recycling service, waste transfer paperwork is included with each business collection.
Waste transfer note or consignment note?
A waste transfer note is used for non-hazardous waste. The code of practice states that hazardous waste needs a consignment note instead. This applies to all movements of hazardous waste, including collections by registered carriers and movements between sites owned by the same business.
GOV.UK's guidance on disposing of hazardous waste gives examples of hazardous waste, including asbestos, chemicals, batteries, solvents, pesticides, oils (except edible ones) and equipment containing ozone-depleting substances. Our hazardous waste disposal service covers many of these waste types.
Rules in Scotland, Wales and Northern Ireland
This article describes the position in England. The code of practice also applies in Wales, where Natural Resources Wales is the regulator. Scotland and Northern Ireland have their own codes of practice, regulated by SEPA and the Northern Ireland Environment Agency.
Frequently asked questions
Who fills in a waste transfer note?
GOV.UK states that both the business handing over the waste and the business taking it fill in the sections that apply to them and sign the note.
How long do you keep a waste transfer note?
The code of practice states 2 years for non-hazardous waste transfer notes and season tickets, and 3 years for hazardous waste consignment notes.
Do you need a waste transfer note for every collection?
GOV.UK states a note is needed for each load of waste that leaves your premises. A season ticket can cover repeated transfers of the same non-hazardous waste with the same carrier for up to a year.
Can a waste transfer note be electronic?
Yes. Copies can be kept electronically, and the code of practice describes edoc, a free online system for creating and storing waste transfer notes.
Sources
- GOV.UK: Waste transfer notes
- GOV.UK: Waste duty of care code of practice
- Environment Agency: Public register of waste carriers, brokers and dealers
- GOV.UK: Dispose of hazardous waste
Speak to our team
To discuss your waste, contact our team on 0845 366 9306 or email recycle@collectandrecycle.com.
This article is for general information only and does not constitute professional or legal advice. Waste producers are legally responsible for correctly classifying their waste. For guidance on your specific waste, please contact our team.