A waste transfer note is the record that links your business to a waste load. For each load of non-hazardous waste that leaves your premises, gov.uk says you need a note, or a document with the same information, such as an invoice. Both sides sign it, you keep a copy for two years, and you must be able to show it to a council or Environment Agency enforcement officer if asked.
This guide covers what the note must contain, the List of Waste codes, season tickets for repeat collections, how long to keep the paperwork and where digital waste tracking stands. It also explains why your copy matters if a load is questioned later.
What a waste transfer note must contain
Gov.uk's model form, LIT 7932, is split into four sections. The version we checked is dated August 2011, so the layout on any current on-screen version may differ. The content rules matter more than the letters.
| Section | What it records |
|---|---|
| A: Description of waste | A1, the waste being transferred and its List of Waste codes. A2, how it is contained, such as loose, sacks, skip, drum or other. A3, how much, for example the number of sacks or the weight. |
| B: Current holder (transferor) | Your details as the business handing the waste over, including your status, such as producer of the waste, and any registration details that apply. |
| C: Person collecting (transferee) | The carrier's details, its status, and its registration number where it has one. |
| D: The transfer | The collection or transfer address, any broker or dealer who arranged it, the date in DD/MM/YYYY format, the times, and both signatures. |
Section B also asks the transferor to confirm, by signing in Section D, that it has applied the waste hierarchy as required by Regulation 12 of the Waste (England and Wales) Regulations 2011. The code of practice adds that the note must give the quantity and nature of the waste, whether it is loose or in a container, and the type of container if it is in one.
Describing the waste: List of Waste codes
The code of practice says the written description of the waste is agreed and signed by both the transferor and the next holder. Codes come from the List of Wastes, which uses European Waste Catalogue numbering. Each code is six digits, and a hazardous entry carries an asterisk. For example, the government's guidance lists flat screens and similar equipment containing persistent organic pollutants under 16 02 13* for industrial or commercial waste.
Be specific. A vague description is less useful to the carrier and to the receiving site than a clear description of what you actually have. If the material differs from what was described, say so before it is loaded.
How long to keep a waste transfer note
Gov.uk says to keep a paper or electronic copy of the waste transfer note for two years, and to show it to a council or Environment Agency enforcement officer if asked. A season ticket and its schedule are kept for two years after the last transfer they cover. Hazardous waste consignment notes are a separate record, and the code of practice sets their keeping period at three years.
Season tickets for repeat collections
If you have a regular collection of the same waste, a season ticket saves writing a new note for every visit. Gov.uk says a season ticket can cover multiple transfers of non-hazardous waste over a period of up to a year.
- The waste holder, the carrier and the waste type must stay the same for the whole period. If any of them changes, you need a new season ticket or a single note.
- If the transfer site is the same every time, you can record it on the ticket.
- A separate schedule lists each transfer's date, time and quantity, for example the number of sacks. Spreadsheets, invoices or weighbridge records can serve this purpose.
- Keep the ticket and the schedule for two years after the last transfer.
Digital waste tracking: where it stands
The government is developing a digital waste tracking service. The gov.uk page for it was last updated on 1 October 2026. It says the service is in public testing, and it gives no confirmed mandatory start date for England. The earlier target dates of April 2025 and April 2026 are no longer presented as mandatory start dates. Until a date is confirmed, the gov.uk guidance on waste transfer notes still describes a paper or electronic copy, and that is what you should keep.
Duty of care: why the note matters
The waste duty of care applies to shops, offices, factories and tradespeople. The code of practice is issued under section 34 of the Environmental Protection Act 1990. It requires businesses to keep waste safe and to pass it only to businesses authorised to take it. The code describes failing to meet the duty as an offence with no upper limit on the fine a court can impose. A transfer note is the simplest proof that you did what the law asks. Duty of care for business waste starts with a waste carrier check, which in England means looking up the carrier's registration on the public register.
Who signs the note and who keeps it
Both parties sign the note: the business handing the waste over and the person collecting it. The code of practice says the written description of the waste is agreed and signed by both. Each party keeps a copy, and gov.uk says a paper or electronic copy is acceptable for the two-year period. Keep the signed version somewhere you can find it quickly, because an enforcement officer may ask for it at short notice.
What to check before you sign
A signature confirms that the details are right, so read the note before you sign. Check that:
- the description says what is actually in the load, in plain words;
- the List of Waste codes match the description, and any hazardous entry is marked;
- the quantity and the container are recorded, such as the number of sacks or the weight;
- both names and addresses are correct, and the carrier's registration number is included;
- the date and time of the transfer, and the collection address, are filled in;
- the note refers to the same waste as the invoice and the collection.
Common mistakes on transfer notes
Most problems come from a note that describes the waste loosely. A description such as general rubbish gives the receiving site little to work with. Other common errors include a missing code, a note kept for a different load and a missing carrier registration number. If you are still choosing a carrier, our checklist for choosing a waste company covers the checks that come before the note.
How Commercial Rubbish completes its notes
Rid Junk Ltd runs Commercial Rubbish. We complete a waste transfer note for every business job. Read the note before you sign it, and check that the carrier details and the description of the waste match what is being collected. Our registration details, including our Environment Agency entry, are on our about page.
For scheduled repeat collections, ask us whether a season ticket suits your paperwork. To get started, send photos of the waste and the access through our contact page, and we will come back with a fixed price.
Questions businesses ask
How long must I keep a waste transfer note?
Gov.uk says keep a paper or electronic copy for two years, and show it to a council or Environment Agency enforcement officer if asked. A season ticket and its schedule are kept for two years after the last transfer. Hazardous waste consignment notes are kept for three years under the code of practice, so keep those records for longer.
Is an invoice enough instead of a waste transfer note?
Gov.uk says each load of non-hazardous waste needs a note, or a document with the same information, such as an invoice. The document must identify the waste, its quantity and codes, and both parties. If an invoice leaves out the description or quantity, it does not do the job of a note, so check what your supplier issues before the first collection.
What is a season ticket for waste?
A season ticket is a single waste transfer note that covers a series of transfers of non-hazardous waste for up to one year. The waste holder, the carrier and the waste type must stay the same throughout. Each transfer is recorded in a schedule with its date, time and quantity, and the ticket and schedule are kept for two years after the last transfer.
Do hazardous loads need the same note?
No. Hazardous waste is recorded on a consignment note, and the code of practice sets a keeping period of three years for those. Some electrical items are classed as hazardous, so tell us before we load anything that might fall into that category. Check the rules for hazardous waste before you move any load you think could be hazardous.