A waste transfer note is the paper trail that follows business waste from the point it is produced to the point it is disposed of or recycled. If you run a business, or you are managing a trade or construction job, this is the document that proves you met your duty of care. Householders do not need one for their own household waste, but it helps to understand what it covers.
The short version
- Businesses need a waste transfer note for every load of waste passed on.
- It must include a description of the waste, its EWC code, quantity and how it is contained.
- Copies must be kept for at least 2 years.
- Householders do not need one for their own household waste.
Who needs a waste transfer note
Any business, including sole traders, or a person managing a construction or trade job, needs a waste transfer note for waste it produces and passes on to someone else. This covers office clearances, retail and hospitality waste, construction and builder’s waste, and any other non-household waste. It is a legal part of the waste duty of care under section 34 of the Environmental Protection Act 1990.
Household waste from your own home is different: as a householder you do not need a formal waste transfer note, though keeping some informal record of who collected your waste is still sensible.
What must be on it
| Detail | What it covers |
|---|---|
| Description of the waste | A brief written description of what is being transferred |
| EWC code | The correct six-digit European Waste Catalogue code for the waste type |
| Container type | How the waste is held: loose, in sacks, a skip, a drum |
| Quantity | The amount, by weight, volume or number of containers |
| Parties involved | Who is transferring the waste and who is receiving it |
| Date and signatures | When the transfer happened, confirmed by both parties |
Enough information must be included to let the business taking the waste handle and dispose of it safely and correctly.
What an EWC code is
The European Waste Catalogue (EWC) code is a standard six-digit code that classifies the type of waste being transferred. While it is normal practice for the waste collection company to generate the note and assign the code, the legal responsibility for making sure the code is correct sits with the business transferring the waste (the transferor), not just the collector.
How long to keep copies
Both the business handing over the waste and the one receiving it must keep a paper or electronic copy of each waste transfer note for at least 2 years. This is the record that demonstrates compliance with the duty of care if it is ever questioned.
What happens without one
Passing business waste to someone else without the correct paperwork, or failing to keep records for the required period, is a breach of the duty of care under the Environmental Protection Act 1990. As with the household duty, this is enforced through fixed penalties or, in more serious cases, prosecution.
Frequently asked questions
Do I need a waste transfer note for my house clearance?
Not if it is your own household waste from your own home — that falls under the simpler household duty of care instead. A business or trade job does need one.
Who generates the waste transfer note?
In practice it is usually the waste collection company, but the transferring business is legally responsible for making sure the description and EWC code are accurate.
Can one note cover several collections?
A season ticket note can sometimes cover regular, similar collections over a period, rather than a new note for every single visit, depending on the arrangement with the collector.
What if the waste type isn't obvious?
A reputable waste carrier will help identify the correct description and EWC code, particularly for mixed loads from an office or commercial clearance.
Key takeaways
- Businesses and trades need a waste transfer note for every waste transfer.
- It must describe the waste, include its EWC code, quantity and container type.
- Copies must be kept for at least 2 years by both parties.
- Householders clearing their own home do not need one, but a receipt still helps.
See commercial waste management or construction and builder’s waste clearance, or request a quote.