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Waste transfer notes explained: what they are and what to keep
A plain guide for businesses in South Wales: what a waste transfer note is, what it includes, and how long to keep it.
What is a waste transfer note?
A waste transfer note is the paperwork that records waste being handed from one party to another, for example from your business to a waste collector. It is part of the legal duty of care every business has for the waste it produces.
What it is for
It proves where your waste went and who took it, so you can show it was handled properly.
Who signs it
Both parties, the person handing the waste over and the person receiving it.
How long to keep it
At least two years from the date of transfer.
What it covers
Non-hazardous waste. Hazardous waste uses a different document, explained below.
What a waste transfer note usually includes
The exact layout can vary, but a note normally carries enough detail for the waste to be handled and disposed of safely. Check that yours covers each point on this list before you sign.
- A description of the waste
- The waste code (EWC, also called the List of Wastes code)
- The quantity, and how the waste is contained
- Names and addresses of both parties
- The producer's SIC code
- Whether the waste is going for recovery or disposal
- The place and date of the transfer
- The collector's waste carrier registration, permit or exemption
- Signatures from both parties
What to do with a waste transfer note
Check the collector
Make sure whoever takes your waste is authorised to carry it, and that their details are on the note.
Read the note
Check the waste description, quantity and addresses match what is actually being collected.
Sign it
Sign before the waste is handed over, and make sure the collector signs too.
Keep your copy
Store it somewhere safe for at least two years from the date of transfer.
Waste transfer note or consignment note?
Two different documents for two different kinds of waste.
| Waste transfer note | Hazardous waste consignment note | |
|---|---|---|
| Used for | Non-hazardous waste | Hazardous waste |
| When it is prepared | For the transfer, signed by both parties | Before the waste moves |
| Keep for | At least 2 years | At least 3 years |
Hazardous waste has extra rules, including additional codes and handling requirements. If you are unsure whether your waste is hazardous, ask before it is collected.
Waste transfer notes from Euro Recycle
When we collect your business waste, we provide waste transfer notes so you have the paperwork for your records.
Not sure what size of bin suits your site? Read our commercial bin sizes guide. Or go back to business recycling in South Wales.
Waste transfer note questions
What is a waste transfer note?
It is the document that records non-hazardous waste being passed from one party to another, signed by both. It forms part of your legal duty of care for the waste your business produces.
How long do I keep a waste transfer note?
At least two years from the date of transfer.
Does my business need one?
If your business produces waste and hands it to a collector, the duty of care applies to you. A waste transfer note is the usual way to record that handover. Ask your collector, or read the official guidance, if you are unsure.
Is it the same for hazardous waste?
No. Hazardous waste uses a consignment note, which carries extra information and must be kept for longer. If you are not sure whether your waste is hazardous, ask before it is collected.
Do you provide waste transfer notes?
Yes. When we collect waste from your business we provide waste transfer notes for your records. Call 07866 543881 and we will explain how it works for your site.
This page is general information, not legal advice. For the exact legal requirements see the official guidance, including the Environmental Protection (Duty of Care) Regulations 1991 (original text), and check with Natural Resources Wales if you need advice on your own situation.
Questions about your waste paperwork?
Call or message us and we will talk it through.
Open Monday to Friday, 8:30am to 4pm. Looking for skip hire or other services? Visit the main Euro Recycle Cardiff website.