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Annual waste transfer note template

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Annual Waste Transfer NoteNote no.Valid fromValid to, 12 months at mostA. The wasteDescription of the wasteEWC codeQuantityLoose, or kind of containerB. Transferor, current holderNameAddressSIC codePermit or registration no.Tick what appliesProducerPermit holderImporterExempt operatorTransporterRegistered carrierLocal authorityBroker or dealerC. Transferee, person collectingNameAddressCarrier reg. or permit no.Tick what appliesProducerPermit holderImporterExempt operatorTransporterRegistered carrierLocal authorityBroker or dealerD. The transferPlace of transferHow often it is collectedBroker or dealer, and numberWaste hierarchySigning confirms the transferor has met the regulation 12 dutySignaturesNameSignatureDateTransferorTransfereePage 1 of 2Same waste, same carrier, 12 months at most. Not for hazardous waste. Both sides keep a copy for at least 2 years.

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Annual Waste Transfer NoteNote no.Valid fromValid to, 12 months at mostDateTimeSiteQuantityVehicleregistrationCollected byPage 2 of 2Same waste, same carrier, 12 months at most. Not for hazardous waste. Both sides keep a copy for at least 2 years.

Single note or annual note

Both hold the same four parts and are kept for at least 2 years. The difference is how many collections one note covers.

  • Waste Transfer NoteNote no.Site or jobA. The wasteDescription of the wasteEWC codeQuantityLoose, or kind of containerB. Transferor, current holderNameAddressSIC codePermit or registration no.Tick what appliesProducerPermit holderImporterExempt operatorTransporterRegistered carrierLocal authorityBroker or dealerC. Transferee, person collectingNameAddressCarrier reg. or permit no.Tick what appliesProducerPermit holderImporterExempt operatorTransporterRegistered carrierLocal authorityBroker or dealerD. The transferPlace of transferDateTimeBroker or dealer, and numberWaste hierarchySigning confirms the transferor has met the regulation 12 dutySignaturesNameSignatureDateTransferorTransfereeNot for hazardous waste. Both sides keep a copy for at least 2 years.

    Single note

    One load, one note: for a one-off clearance, or whenever the waste or the carrier changes. The next load takes a new note.

    Use this note
  • Annual Waste Transfer NoteNote no.Valid fromValid to, 12 months at mostDateTimeSiteQuantityVehicleregistrationCollected byPage 2 of 2Same waste, same carrier, 12 months at most. Not for hazardous waste. Both sides keep a copy for at least 2 years.Annual Waste Transfer NoteNote no.Valid fromValid to, 12 months at mostA. The wasteDescription of the wasteEWC codeQuantityLoose, or kind of containerB. Transferor, current holderNameAddressSIC codePermit or registration no.Tick what appliesProducerPermit holderImporterExempt operatorTransporterRegistered carrierLocal authorityBroker or dealerC. Transferee, person collectingNameAddressCarrier reg. or permit no.Tick what appliesProducerPermit holderImporterExempt operatorTransporterRegistered carrierLocal authorityBroker or dealerD. The transferPlace of transferHow often it is collectedBroker or dealer, and numberWaste hierarchySigning confirms the transferor has met the regulation 12 dutySignaturesNameSignatureDateTransferorTransfereePage 1 of 2Same waste, same carrier, 12 months at most. Not for hazardous waste. Both sides keep a copy for at least 2 years.

    Annual note

    Regular collections of the same non-hazardous waste by the same carrier, for up to 12 months.

    Use this note

What a waste transfer note must record

Regulation 35 sets what a transfer note must say, not how it looks. The note puts it in four lettered parts. The SIC code is the 2007 standard industrial classification of the business handing the waste over.

The single note from this template, filled in for one skip and signed by both people

  1. The waste

    A description, its List of Waste (EWC) code, how much there is, and whether it is loose or the kind of container it is in.

  2. Who hands it over

    Name, address and SIC code, what they are, such as producer, and any permit or registration number.

  3. Who takes it

    Name and address, what they are, such as registered carrier, and any carrier registration or permit number.

  4. The transfer

    Where and when the waste changed hands, a statement that the waste hierarchy was applied, and both signatures.

The description must be accurate, and both sides agree it before they sign. Before the waste goes, check the carrier is registered (the waste duty of care code). Both sides keep the note or a copy for at least 2 years and show it within 7 days if asked. Hazardous waste takes a consignment note instead (Regulation 35). An annual note is what the waste duty of care code calls a season ticket.

Written for England and Wales, from Regulation 35 of the Waste Regulations 2011 and the waste duty of care code. For Scotland or Northern Ireland, use the transfer note on your phone.

Waste transfer note questions

Who keeps it, and for how long?

Both sides. The person handing the waste over and the person taking it each keep the note or a copy for at least 2 years, and must show it within 7 days if the Environment Agency, Natural Resources Wales or the council asks (Regulation 35). An annual note is kept the same way, with its schedule.

Is a transfer note needed for every skip?

Yes for a business, each time waste passes to someone else, unless an annual note covers it. A householder clearing their own home needs no note. An annual note suits regular skips of the same waste with the same carrier. No note is needed if the waste stays with the same business, though it is good practice to keep a record (the waste duty of care code).

Does a template make it legal?

No. A template is only a layout. The note records the transfer, and it has to be accurate, complete and signed by both sides. You still need to check the carrier is registered before the waste goes (the waste duty of care code). Hazardous waste needs a consignment note instead.

Can the carrier fill it in?

Yes. Anyone can write it in, and an invoice can do the job if it holds everything. Both sides still agree the description and sign, so check it before you sign. The note can be on paper or electronic, and signed either way (Regulation 35).