How to Fill Out a Waste Transfer Note Correctly (Step-by-Step)

A waste transfer note needs to be completed every time controlled waste changes hands between two parties in England and Wales. It's the legal record that proves the waste was transferred responsibly under the duty of care. Despite this, many WTNs seen by the Environment Agency are incomplete, inaccurate, or missing key information. This guide walks through each field of a WTN so you can get it right every time.

Before you start

Before filling out a WTN, you'll need a few pieces of information ready. The waste producer's details — their name, business name, and address. Your waste carrier registration number (issued by the Environment Agency). The correct EWC code for the waste you're collecting — if you're unsure, have a reference list to hand. And the address of the site you're collecting from, which may be different from the producer's registered business address.

Having these details prepared before you arrive at a collection saves time and reduces the chance of leaving fields blank.

Step 1 — Describe the waste

The waste description should be specific enough for someone unfamiliar with the job to understand what's being transported. Avoid vague descriptions. "General waste" is not sufficient. Instead, describe what the waste actually is — for example, "mixed office furniture including desks, chairs, and shelving" or "garden waste including soil, turf, and hedge cuttings."

The description should include the type of waste, what it's made of, and any relevant details about its condition. If the waste contains any potentially hazardous components (such as paint tins mixed in with general waste), note this. A good test: if this WTN were read during an audit, would the description clearly communicate what was in the load? If not, add more detail.

Step 2 — Enter the EWC code

Every waste type has a six-digit European Waste Catalogue (EWC) code that classifies it. This isn't optional — the regulations require it. EWC codes are organised into 20 chapters based on the source of the waste. For example, 20 03 01 is mixed municipal waste, 17 01 07 is mixtures of concrete, bricks, and ceramics from construction, and 20 02 01 is biodegradable garden and park waste.

If you're not sure which code to use, the Environment Agency publishes the full EWC list on GOV.UK, and most digital WTN tools include a searchable code lookup. When in doubt, choose the most specific code available rather than a catch-all category. Using the wrong code isn't just a paperwork issue — it can cause problems at the receiving facility if the waste doesn't match what was declared.

Step 3 — Record the quantity and containment

Record how much waste is being transferred. This can be an estimate — you don't need a weighbridge reading at the point of collection. Express it in the most practical unit: kilograms or tonnes for heavier waste, cubic metres or number of bags/containers for lighter or bulkier waste. Be reasonable with estimates — "approximately 2 tonnes" is fine; "some" is not.

You also need to record how the waste is contained. Common options include skip (specify size — 4 yard, 6 yard, 8 yard, etc.), bulk bags, wheelie bins, loose in vehicle, sealed drums, or wrapped on pallets. This information helps the receiving facility prepare and confirms the waste was transported safely.

Step 4 — Identify the transferor (waste producer)

The transferor is the person handing over the waste — usually the business that produced it or the site manager. Record their full name, company or trading name, address of the premises where the waste was produced, and their SIC code (Standard Industrial Classification) if known. The SIC code isn't always required but helps classify the source of the waste for regulatory purposes.

If the transferor holds an environmental permit or exemption (for example, a waste treatment facility transferring processed waste), their permit or exemption number should be included.

Step 5 — Enter the carrier details

This is your information as the waste carrier. Include your full name or company name, your registered business address, and your waste carrier registration number. The registration number is the one issued by the Environment Agency when you registered as an upper tier waste carrier. It usually starts with "CB" followed by a series of numbers.

If you're a broker arranging the transfer rather than physically carrying the waste, note this and include your broker registration number instead.

Step 6 — Record the transfer details and sign

Record the date of the transfer, the time (if practical), and the address where the transfer took place. This is the collection address, not your depot or the disposal site. Both the transferor and the transferee (you, the carrier) must sign the WTN. Electronic signatures are legally valid for waste transfer notes, so there's no requirement for wet ink.

If you're using a season ticket (covering regular collections of the same waste from the same customer), note the season ticket reference and the period it covers instead of individual transfer details.

Common mistakes that invalidate a WTN

The most frequent errors are missing EWC codes — this is the single most common omission. Vague waste descriptions like "mixed waste" or "rubbish" without further detail don't meet the standard. Missing or expired carrier registration numbers appear frequently. Unsigned notes — if either party hasn't signed, the WTN isn't complete. Wrong collection address — using the customer's head office address rather than the site where waste was actually collected. And missing dates — a WTN without a transfer date is essentially undated evidence, which creates problems during audits.

Quick checklist

Before leaving a collection site, confirm your WTN includes: a specific waste description, the correct EWC code, quantity and unit, containment method, transferor name, company, and address, your carrier name and registration number, collection site address, date of transfer, and signatures from both parties.

If any of these are missing, complete them before you drive away. It's much harder to fill in the gaps after the fact, and an incomplete WTN found during an audit is treated the same as no WTN at all.