Waste Transfer Notes: Legal Requirements Every Business Should Understand
Businesses that handle or produce commercial waste must meet legal obligations around documenting how that waste is managed. A key requirement is the waste transfer note, which records the movement of non-hazardous waste and provides evidence that it has been handled responsibly.
Failure to manage waste correctly could result in penalties, so it is crucial for businesses to understand the role of waste notes within their operations.
What is a Waste Transfer Note?
A waste transfer note is a legal document that confirms that waste disposal for business activities complies with environmental regulations and accompanies the transfer of non-hazardous waste from one party to another. It confirms that both the producer and receiver of the waste are fulfilling their duties as outlined in the Waste Duty of Care Code of Practice.
Known as a WTN, it must be completed for every transfer of non-hazardous waste unless you have an annual agreement covering multiple collections of the same waste type.
Who Needs a Waste Transfer Note?
Any business that produces, transports, or receives commercial waste must complete a waste transfer note. A note must be completed for every load of non-hazardous waste transferred. This requirement applies to:
- Offices
- Shops
- Factories
- Construction sites
- Restaurants and hospitality venues
Organisations involved in the movement of commercial waste have a legal obligation to produce and retain the appropriate documentation. Businesses may be audited and must be able to provide valid waste transfer notes when requested by environmental authorities.
What Information Should a Waste Transfer Note Contain?
To ensure compliance with government guidelines a waste transfer note must contain specific details to meet legal requirements and to ensure responsible waste disposal for business activities.
Information that must be included on a waste transfer note include:
- A full description of the waste, including type and quantity
- The correct European Waste Catalogue (EWC) code for the waste
- Names and addresses of both the person handing over and the person receiving the waste
- The waste carrier’s registration number
- The place, date, and time of the waste transfer
- Confirmation that the waste has been handled according to the waste duty of care code of practice
Every duty of care waste transfer note must be completed accurately and retained to demonstrate compliance. Missing or incorrect information can lead to significant penalties and may trigger an audit, which could uncover further breaches and result in additional fines.
What is a Hazardous Waste Consignment Note?
A business that produces or deals with hazardous materials/waste will need a hazardous waste consignment note. A waste transfer not is not sufficient in these circumstances. This type of note tracks the movement of hazardous waste including chemicals, asbestos or solvents and must be completed even where waste remains on the same site.
A hazardous waste consignment note contains more detail than a standard waste transfer note and includes details of risks associated with the waste.
How Long Should You Keep a hazardous waste consignment note?
All businesses dealing with any type of hazardous waste must keep a hazardous waste consignment note for a minimum of 3 years.
The same retention rule applies to waste transfer notes to ensure traceability across all types of commercial waste management activities and to demonstrate compliance with waste management regulations.
Your Legal Responsibilities: Duty of Care for waste transfer note
The waste duty of care code of practice outlines the legal obligations for managing commercial waste. It requires businesses to contain waste safely to prevent harm or pollution, record all transfers accurately using a duty of care waste transfer note (or a hazardous waste consignment note for hazardous materials), and ensure waste is only passed to authorised carriers or companies.
How to Create or Obtain a Waste Transfer Note
It is possible to create a waste transfer note using a template provided by the Government. You can also request one directly from your waste management provider.
At WM101, we supply all necessary documentation when managing commercial waste and ensure that all waste transfer obligations are met in line with current standards and regulations.
Contact our team today to arrange reliable business waste management services and ensure your business remains fully compliant.
14/05/2025