Waste Transfer Note: What It Must Include and How Long to Keep It

What a waste transfer note is

A waste transfer note is needed for each load of non-hazardous waste a business moves off its premises. A document with the same information, such as an invoice, can be used instead of a separate note. The note must include enough information for the business taking the waste to handle and dispose of it safely.

What a waste transfer note must include

Under regulation 2 of the Environmental Protection (Duty of Care) Regulations 1991, the waste transfer note must identify the waste and state its quantity. It must also state whether the waste is loose or in a container when transferred, and the type of container.

The note must give the time and place of the transfer. It must give the names and addresses of both parties. It must state whether the person handing over the waste is the producer or importer of the waste.

The note must state which category each party falls into, such as a registered waste carrier, with any extra details that category requires.

Who signs it and how long to keep it

Both businesses fill in the sections of the waste transfer note that apply to them and sign it. Under regulation 3 of the Duty of Care Regulations 1991, both parties must keep the transfer note and the written description of the waste for 2 years from the transfer.

Paper or electronic copies can be kept. If the note is filled in on screen, GOV.UK says to print and sign it.

Season tickets for regular collections

A season ticket can cover multiple transfers of non-hazardous waste over a period of up to a year. The current holder of the waste, the waste carrier and the type of waste must stay the same for the whole period of the season ticket.

A separate schedule records the date, time, quantity and, where relevant, the site of each transfer. The season ticket and schedule must be kept for 2 years after the last waste transfer.

Checking the waste carrier

Businesses must check that their waste carrier is registered to dispose of waste. Anyone who transports, buys, sells or disposes of waste, or arranges for others to do so, must register as a waste carrier, broker or dealer.

Registration is usually free for businesses that only transport waste they produce themselves. Otherwise it costs £191.02. Upper tier registrations must be renewed every 3 years at a cost of £130.25. Lower tier registrations do not need renewing.

Not registering can lead to an unlimited fine.

Hazardous waste: consignment notes instead

Hazardous waste includes asbestos, chemicals such as brake fluid or print toner, batteries, solvents, pesticides, non-edible oils, and equipment containing ozone depleting substances such as fridges. Hazardous waste must be moved with a consignment note, which stays with the waste until it reaches its final destination.

Producers and holders complete parts A and B of the consignment note, keep one copy and give 2 copies to the carrier. Producers and holders must keep records, known as a register, for 3 years at the premises that produced or stored the waste.

Separating waste before collection

Since 31 March 2025, workplaces in England must separate dry recyclables, food waste and residual waste before collection. Paper and card must be collected separately from plastic, metal and glass, unless the waste collector completes a written assessment showing that separate collection is not practicable.

Micro-firms with fewer than 10 full-time equivalent employees have until 31 March 2027 to comply. The Environment Agency enforces these rules and can issue compliance notices.

Frequently asked questions

How long do you need to keep a waste transfer note?

Under regulation 3 of the Duty of Care Regulations 1991, a waste transfer note must be kept for 2 years from the transfer. This applies to both the business handing over the waste and the business taking it.

Is a waste transfer note needed for every collection?

A waste transfer note is needed for each load of non-hazardous waste. However, a season ticket can cover repeat transfers of the same waste by the same carrier for up to a year.

Can an invoice be used as a waste transfer note?

Yes. A document containing the same information, such as an invoice, can be used instead of a separate waste transfer note.

What does a waste transfer note need to include?

A waste transfer note must include a description of the waste and its quantity, whether it is loose or in a container, the time and place of transfer, the names and addresses of both parties, and whether the transferor is the producer.

Does hazardous waste need a waste transfer note?

No. Hazardous waste moves with a consignment note rather than a waste transfer note, and producers keep a register of records for 3 years.