Waste transfer note template: what to include, UK rules and a simple digital workflow featured image
Templates & Resources

Waste transfer note template: what to include, UK rules and a simple digital workflow

TrainAR Team 28 days ago 5 min read

Waste transfer note template: what to include, UK rules and a simple digital workflow

Category: Templates & Resources • Niche: Waste, compliance, duty of care, small contractors

UK tradesperson completing a Waste Transfer Note beside a van and skip on site

Contents

Quick answer

A Waste Transfer Note (WTN) records the handover of non-hazardous waste from your business to a licensed carrier. It is a legal duty-of-care record. You must:

  • Describe the waste clearly (use EWC code and plain words)
  • Record quantity (weight/volume or number of sacks)
  • State how it is contained (bags, skip, loose, IBC, etc.)
  • Include place, date and time of transfer
  • Name, address and signatures of both parties
  • Record the receiver’s permit/licence or exemption

For a ready-to-use form, the official GOV.UK template is here: Duty of care waste transfer note form.

What a waste transfer note is

In England, Wales and Northern Ireland, a WTN proves you passed waste to a legal carrier and described it properly. It is not a contract for services; it is your evidence under the Environmental Protection Act duty of care. Westminster City Council explains the purpose clearly: What is a waste transfer note?.

What to include (template checklist)

Use this checklist to mirror the GOV.UK form:

  • Description of the waste in plain English and EWC code (aka LoW code)
  • How the waste was produced/any process it’s been through
  • Quantity and unit (kg/tonnes, m³, number of bags)
  • How it’s contained/packaged (bags, skip size, loose)
  • Place, date and time of transfer
  • Transferor (you): business name, address, contact
  • Transferee (carrier/receiver): name, address, contact
  • Receiver’s permit/licence/exemption details and number
  • SIC code for your business (if applicable)
  • Signatures from both parties confirming accuracy

Reference: GOV.UK PDF summary of required fields: Duty of care: waste transfer note. See also NetRegs’ practical list: Waste Transfer Notes and how to complete them.

Example wording snippets

  • Description: “Mixed construction and demolition waste (EWC 17 09 04), timber offcuts and packaging.”
  • Quantity: “1 x 8yd builders skip (approx 1.5 tonnes).”
  • Containment: “Contained in lidded 1100L bins.”

Who keeps it and how long

Both parties should keep a copy. Keep your WTNs for a minimum of 2 years and be able to produce them on request. Example guidance: Hillingdon Council – Your Controlled Waste Transfer Note.

One-off vs annual season ticket

  • One-off WTN: for a single collection.
  • Annual WTN (“season ticket”): covers repeat collections of the same waste stream between the same parties. Keep a schedule of collection dates, quantities and locations with it. GOV.UK notes what the schedule must include: Dispose of business or commercial waste: Waste transfer notes.

Scotland and hazardous waste notes

  • Scotland: format is similar, but check SEPA/NetRegs for any local variations.
  • Hazardous waste: do not use a WTN. Use a consignment note (England/Wales/NI) or a special waste consignment note (Scotland). SEPA example: Special waste consignment note.

Simple digital workflow (phone friendly)

Goal: capture the right fields on site, store them safely, and be able to search and share quickly.

  • Option A: Fill the GOV.UK PDF on your phone and save to Google Drive.
    • Save the GOV.UK template to your Drive and “Make a copy”.
    • Use a PDF editor app (Adobe Acrobat mobile) for fields and signatures.
    • File naming: YYYY-MM-DD_Site_WasteType_Carrier.pdf
  • Option B: Create a simple Google Form that mirrors the checklist and auto-generates a PDF.
    • Build fields for description, EWC code, quantity, container, site, carrier details, permit, and signatures (collect a scribble signature with add-ons or attach a signed photo).
    • Use Apps Script to merge to a Doc template and auto-PDF into a “Waste Transfer Notes” folder.
  • Photos as evidence: add 2 photos per transfer (waste before loading, vehicle/skip after). Store alongside the note.
  • Retention: set a 2-year minimum retention; 3 to 6 years is safer if linked to invoices.

Flowchart of a phone-friendly WTN process: capture, sign, save to Drive, search later

Common mistakes to avoid

  • No EWC code or vague description (e.g., “rubbish”).
  • Missing permit/licence number for the receiver.
  • Wrong quantities or no packaging detail.
  • Forgetting to sign or date/time.
  • Using a WTN for hazardous waste instead of a consignment note.
  • Not keeping a schedule with an annual WTN.

FAQ

Do I need a waste transfer note for every collection?

For one-off collections, yes. For regular, identical collections with the same carrier and waste, you can use an annual WTN with a schedule of dates, quantities and locations attached. See GOV.UK.

How do I pick the right EWC code?

Use the European Waste Catalogue (List of Waste). For typical trades:

  • 17 09 04: mixed construction and demolition waste
  • 15 01 01: paper and cardboard packaging
  • 15 01 02: plastic packaging
  • 17 02 01: wood If in doubt, ask your waste carrier or check their guidance notes.

Who signs the note?

Both the person handing over the waste (you or your agent) and the receiver/carrier. Digital signatures are acceptable if the document is legible and stored safely.

How long must I keep it?

At least 2 years. Many contractors keep 6 years to match accounting records.

Is a WTN needed if I take waste to the tip myself?

If you move your own business waste, you need a waste carrier licence and records of where you disposed of it. Keep the weighbridge ticket/receipt and a WTN or similar document from the facility.

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