How to complete a waste transfer note (with a checklist)
Last updated 14 July 2026
In short
To complete a waste transfer note, record a clear description of the waste and its EWC code(s), the quantity and how it is contained, the producer's SIC code, the full names and addresses of the transferor and transferee, the carrier's registration number, the place and date of transfer, and the waste hierarchy declaration — then both parties sign it. Keep a waste transfer note for at least 2 years and a hazardous waste consignment note for at least 3 years.
A waste transfer note (WTN) is the record that proves you handed your waste to the right person and described it properly — your duty of care in one document. Completing it correctly is straightforward once you know what each field means. Here is a field-by-field walkthrough, plus the mistakes that most often land businesses in trouble.
What information must a waste transfer note contain?
Every field exists so that the next person in the chain — and the regulator — can tell exactly what the waste is, where it came from, and who is responsible for it. Leave one out and the note may not satisfy your duty of care. The table below explains each field and how to complete it.
| Field | What it means | How to complete it |
|---|---|---|
| Description of the waste | A plain-English description of what the waste actually is. | Be specific — e.g. "mixed construction and demolition waste" or "waste mineral oils", not just "rubbish" or "general waste". |
| EWC code(s) | The six-digit European Waste Catalogue code that classifies the waste. | Look up the correct code(s) for the waste stream. Use every code that applies; codes ending in an asterisk (*) indicate hazardous waste. |
| Quantity | How much waste is being transferred. | Give a figure and unit — weight (kg/tonnes), volume, or number and type of containers (e.g. "1 x 8-yard skip"). |
| How it is contained | The type of container or packaging the waste is in. | State loose, skip, bag, drum, sealed container, etc. Note if it is loose or in a secure container. |
| Producer's SIC code | The Standard Industrial Classification code for the business that produced the waste. | Enter the 2007 SIC code for the producing business's activity — this is a required field and is frequently left blank. |
| Transferor — name & address | The full details of the person handing the waste over. | Give the full business name and address, plus the capacity in which they act (producer, holder, carrier, etc.). |
| Transferee — name & address | The full details of the person receiving the waste. | Give the full business name and address, plus the capacity (carrier, dealer, broker, or permitted receiving site). |
| Carrier registration number | The carrier's waste carrier registration with the environmental regulator. | Record the registration number and, where required, check it is valid on the public register before the transfer. |
| Place & date of transfer | Where and when the waste changed hands. | Enter the address where the transfer took place and the actual date of transfer. |
| Waste hierarchy declaration | A statement that you have applied the waste hierarchy (prevent, reuse, recycle, recover, dispose). | Confirm the declaration that the hierarchy has been applied to the waste — it is a mandatory part of the note. |
| Signatures | Confirmation from both sides that the details are correct. | Both the transferor and the transferee sign (and name/date). Each party keeps a copy. |
How do you fill in a waste transfer note step by step?
- Describe the waste and add the EWC code. Match a specific description to the correct six-digit EWC code(s) — never guess.
- Record the quantity and how it is contained. Give a figure with units and say whether it is loose, in a skip, drums, and so on.
- Add the producer's SIC code. Enter the 2007 SIC code for the business that produced the waste — a required field.
- Fill in both parties. Full names and addresses of the transferor and transferee, and the capacity each acts in.
- Record the carrier registration number. Take it from a registered waste carrier and check it is valid.
- Add the place and date of transfer and confirm the waste hierarchy declaration.
- Both parties sign and each keeps a legible copy.
You can use the government's free duty of care waste transfer note template as a starting point — it lays out every required field so nothing is missed.
What are the most common waste transfer note mistakes?
- Missing or guessed EWC code. An incorrect code misclassifies the waste — especially dangerous if it hides a hazardous (asterisked) stream.
- No SIC code. The producer's SIC code is a legal requirement and is the field most often left blank.
- Vague description. "General waste" or "rubbish" is not enough — the description must let the next holder handle the waste safely and lawfully.
- Illegible or unsigned notes. A note that can't be read, or is missing a signature from either party, may not count as valid evidence of your duty of care.
- Not keeping the note. Both parties must retain their copy and produce it if the regulator asks.
Who signs and keeps the waste transfer note?
Keep a waste transfer note for at least 2 years. Keep a hazardous waste consignment note for at least 3 years.
Retention isn't optional bookkeeping — the environmental regulator can ask either party to produce the note, and being unable to is itself a breach. Store copies somewhere you can retrieve them quickly for the whole period.
Is the paper waste transfer note being replaced?
Once you are in scope, recording a movement in the government's Digital Waste Tracking service takes the place of the paper transfer note or consignment note for that movement. The same details still have to be captured — a clean description, correct EWC codes, quantities and carrier registration — so getting your paperwork right now makes the switch painless. Until your start date arrives, the paper (or digital) transfer note and the retention periods above still apply.
Frequently asked questions
- What information must a waste transfer note contain?
- A waste transfer note must describe the waste and give its EWC code(s), the quantity, how it is contained, the producer's SIC code, the full names and addresses of the transferor and transferee, the carrier's registration number, the place and date of transfer, and the waste hierarchy declaration. Both parties must sign it.
- What are the most common waste transfer note mistakes?
- The most common mistakes are a missing or guessed EWC code, no SIC code for the producer, a vague waste description, an illegible or unsigned note, and failing to keep the note for the required period. Any of these can leave you in breach of your duty of care.
- Do both parties have to sign a waste transfer note?
- Yes. Both the transferor (the person handing over the waste) and the transferee (the person receiving it) must sign the waste transfer note, and each must keep a copy.
- How long do I have to keep a completed waste transfer note?
- You must keep a waste transfer note for at least 2 years, and a hazardous waste consignment note for at least 3 years, and produce it on request from the environmental regulator.
- Will Digital Waste Tracking replace the paper waste transfer note?
- Yes. Digital Waste Tracking becomes mandatory for waste receivers from October 2026 (January 2027 in Scotland) and for carriers from October 2027. Once you are in scope, recording a movement in the service replaces the paper waste transfer note.
Related guides
This guide is general information from ComplyWaste, not legal advice. Always check the primary sources for your situation.