Waste Transfer Notes: How to Fill Them In Correctly (UK 2026)

A Waste Transfer Note (WTN) is the legal document that records every transfer of non-hazardous waste between a waste producer and a waste carrier in England and Wales. Under Section 34 of the Environmental Protection Act 1990 and The Environmental Protection (Duty of Care) Regulations 1991, you must complete one for every waste transfer and keep it for at least two years.

What must a Waste Transfer Note contain

A legally compliant WTN must include all of the following:

Field	What to enter
Description of waste	Specific description: "mixed dry recyclables" not just "waste"
EWC code	The European Waste Catalogue code that classifies the waste type (e.g., 20 03 01 for mixed municipal waste)
Quantity	Weight in tonnes or volume in cubic metres. Estimated is acceptable.
How waste is contained	Bags, skip, wheelie bin, loose, drums, etc.
Transfer date	Date the waste was collected or transferred
Transfer location	Address where the waste was collected from
Transferor details	Your business name, address, and SIC code
Transferee details	Carrier's business name, address, and waste carrier registration number
Carrier registration number	The CBDU number from the Environment Agency register
Signed by both parties	Both the producer and carrier must sign

Missing any of these fields makes the WTN non-compliant. The most commonly missed fields are the EWC code and the carrier registration number.

How to find the right EWC code

The European Waste Catalogue (EWC) is a standardised list of waste types, each with a six-digit code. The full list is in Commission Decision 2000/532/EC as retained in UK law.

Common EWC codes for office and commercial waste:

EWC Code	Waste type
20 03 01	Mixed municipal waste (general office waste)
20 01 01	Paper and cardboard
20 01 39	Plastics
20 01 02	Glass
20 01 08	Biodegradable kitchen waste
15 01 06	Mixed packaging
20 03 07	Bulky waste (furniture, large items)

If you're unsure which code applies, your waste carrier may be able to advise — but confirming the correct code yourself is best practice, as some smaller carriers don't track EWC codes closely. The code should match the actual waste being transferred, not a generic category.

Season tickets: when you don't need individual WTNs

If you have a regular waste collection (e.g., weekly bin collections by the same carrier), you can use a season ticket instead of completing a new WTN for every collection. A season ticket covers multiple transfers over a period of up to 12 months.

A season ticket must contain:

• All the same information as a standard WTN
• A start and end date (maximum 12 months)
• A description that covers all waste types collected during the period

Season tickets are valid only if the waste type, carrier, and collection address remain the same. If any of these change, you need a new season ticket or individual WTN.

How long to keep Waste Transfer Notes

Under The Environmental Protection (Duty of Care) Regulations 1991, WTNs must be retained for a minimum of two years from the date of transfer.

In practice, keeping them longer is advisable. If the Environment Agency investigates illegal waste disposal and your waste was involved, they may ask for records going back further than two years. Many compliance advisors recommend keeping WTNs for at least three to five years.

Common WTN mistakes

Using a vague waste description. "General waste" or "rubbish" is too vague. Describe what's actually in the waste: "mixed office waste including paper, card, plastic packaging, and food waste" is specific enough.

Missing the EWC code. Many businesses (and some carriers) leave this blank. It's a required field. If your carrier doesn't include it, ask them to add it.

Not keeping copies. Both parties must retain a signed copy. If your carrier takes the only copy, ask for a duplicate before they leave.

Using expired season tickets. Season tickets last a maximum of 12 months. If your contract rolls over but your season ticket doesn't, you're operating without valid documentation.

Generate a WTN with our free tool

Use our free Waste Transfer Note Generator to create a correctly formatted WTN. Fill in the digital form, generate a PDF, and keep a digital record. No signup required.

What's changing: Digital Waste Tracking

From October 2026, DEFRA's Digital Waste Tracking system will begin replacing paper WTNs. The rollout starts with waste receiving sites and carriers, with waste producers expected to join from April 2027 onwards. See our complete Digital Waste Tracking guide for what to expect and how to prepare.

The key changes:

• WTNs will be created digitally, not on paper
• All waste movements will be tracked in a central government system
• Both parties will complete their sections electronically
• Paper WTNs will eventually be phased out entirely

Until the digital system is fully operational, paper WTNs remain the legal requirement. Keeping digital copies alongside paper originals is a sensible transition strategy — and will make the eventual transition to the digital system much smoother.

Checklist: is your WTN compliant?

• Specific waste description (not just "waste" or "general waste")
• Correct EWC code for each waste type
• Quantity stated (weight or volume, estimated is fine)
• Container type described
• Transfer date included
• Collection address included
• Your business name, address, and SIC code
• Carrier name, address, and CBDU registration number
• Carrier registration verified on the Environment Agency register or using our free checker tool
• Signed by both parties
• Copy retained for minimum 2 years

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This guide is for general information only and does not constitute legal advice. For specific compliance queries, consult a qualified waste management consultant or solicitor.