Waste Transfer Note: What It Is and How Long to Keep It

What Is a Waste Transfer Note?

A waste transfer note (WTN) is the legal record of non-hazardous waste passing from one person to another. Every time controlled waste leaves your premises, a waste transfer note must be completed and signed by both your business and the business collecting it. It is the core document behind your waste duty of care under Section 34 of the Environmental Protection Act 1990.

If your waste is hazardous, a waste transfer note is not enough. Hazardous waste needs a hazardous waste consignment note instead, which we cover further down this guide.

When Do You Need a Waste Transfer Note?

You need a waste transfer note whenever non-hazardous controlled waste is transferred to someone else, for example when a licensed carrier collects WEEE, packaging or office waste from your site. Controlled waste means household, industrial and commercial waste, so almost every business is in scope.

Both parties must keep a copy. As the producer, you remain responsible for checking that the person you hand waste to is authorised to take it, so check your carrier on the Environment Agency public register before the collection.

What Must a Waste Transfer Note Include?

The GOV.UK guidance sets out what a waste transfer note must contain. As a minimum it should record:

• A written description of the waste
• The List of Waste (EWC) code for each waste type
• How the waste is contained or packaged, and the quantity
• The date, time and place of the transfer
• The names and addresses of both parties
• The carrier's waste carrier registration number, or the permit or exemption details of the receiving site
• Your SIC code
• A declaration that you have applied the waste hierarchy
• Signatures from both parties

Annual Waste Transfer Notes (Season Tickets)

If the same type of waste is collected regularly by the same carrier, you can use a single waste transfer note to cover a series of collections for up to 12 months. This is often called an annual waste transfer note or season ticket.

It only applies while the details stay the same. If the waste type, the carrier, the receiving site or your business details change, you need a new note.

How Long Do You Keep Waste Transfer Notes?

You must keep waste transfer notes for at least two years from the date of transfer, and be able to produce them if your local authority or the Environment Agency asks. Hazardous waste consignment notes must be kept for three years.

Waste Transfer Note vs Hazardous Waste Consignment Note

Waste such as lead-acid and nickel-cadmium batteries, fluorescent tubes, many chemicals and some electrical equipment is classed as hazardous. Each movement of hazardous waste must travel with a hazardous waste consignment note, completed before the waste is moved, rather than a waste transfer note. Our hazardous waste consignment note guide explains each part of the note, and our hazardous waste regulations guide covers the wider rules.

Digital Waste Tracking and Waste Transfer Notes

Defra and the Environment Agency are introducing mandatory digital waste tracking, which will replace paper waste transfer notes for most waste movements in England. Waste receiving sites began recording movements digitally from October 2026, with carriers, brokers and dealers following. Waste Experts helped build the Digital Waste Tracking service with Defra, and we record collections through it in line with the mandatory dates. Read more in our digital waste tracking update.

Common Waste Transfer Note Mistakes

• No note at all. If you cannot produce a waste transfer note for waste that left your site in the last two years, you are in breach.
• The wrong code. An incorrect List of Waste code can send waste down the wrong treatment route, and you stay liable.
• An out-of-date season ticket. An annual note stops covering you as soon as the carrier, waste type or site details change.
• Using a WTN for hazardous waste. Hazardous batteries, fluorescent lamps and many chemicals need a consignment note instead.
• Not checking the carrier. Handing waste to an unregistered carrier can leave you liable if it is fly-tipped.

How Waste Experts Handles Your Paperwork

Every collection we carry out comes with the correct documentation: waste transfer notes for non-hazardous waste and hazardous waste consignment notes where required, all held in your customer portal so you can produce them the day an inspector asks. We are a licensed waste carrier and run our own AATF, so the paperwork for WEEE, batteries, lamps and hazardous waste comes from one place. You can check our licences and permits on our Duty of Care page.