Waste transfer note template
A waste transfer note is judged by what it records, not by the paper it is printed on. You can write one on a pre-printed pad, type one into a document, or capture it on a tablet at the gate. What matters is that the fields required by regulation are present and that both parties sign it. This page lists the fields, explains how to produce a compliant note, and links to a free generator that builds one for you.
What the template must contain
The required fields come from regulation 35(2) of the Waste (England and Wales) Regulations 2011. A compliant note records all of the following.
- A description of the waste, identified by its EWC (List of Wastes) code.
- The quantity, and whether the waste is loose or held in a container.
- The kind of container, if the waste is in one.
- The time and place of transfer.
- The transferor\u2019s SIC code.
- The name and address of both parties, the transferor and the transferee.
- The status of each party: producer, importer, transporter, local authority, permit holder (with the permit number if any), registered waste carrier (with the registration number if any), or registered broker or dealer (with the registration number if any).
- Signatures from both parties. Electronic signatures are allowed.
- Confirmation that the transferor has discharged the waste hierarchy duty under regulation 12.
A vehicle registration is not on that list. Regulation 35(2) requires a description of the container the waste is held in, not the vehicle that carries it. Registrations are still worth recording for your own records, but a note is not incomplete without one.
How to create one
- Identify the waste and look up its EWC code with the EWC code lookup tool.
- Record the details of the load: the quantity, whether it is loose or containerised, and the time and place of transfer.
- Enter both parties with their names, addresses, SIC codes and status.
- Sign it, on paper or on screen, and store the completed note for two years.
- Create it in a minute with the free waste transfer note generator, which produces a printable note with the correct fields and no sign-up.
How long to keep it
Waste transfer notes are kept for two years in England, Wales and Scotland. Hazardous waste travels with a hazardous waste consignment note instead, and those are kept for three years. From October 2026, permitted receiving sites in England and Wales also submit every load to DEFRA\u2019s Digital Waste Tracking Service, with Scotland and Northern Ireland following in January 2027.
Questions people ask
What must a waste transfer note contain?
Regulation 35(2) of the Waste (England and Wales) Regulations 2011 sets out the fields. The note must describe the waste and identify it by its EWC code, give the quantity and whether the waste is loose or in a container, name the container if there is one, record the time and place of transfer, include the transferor’s SIC code, give the name and address of both parties, state the status of each party, be signed by both of them, and confirm that the transferor has discharged the waste hierarchy duty.
Can a waste transfer note be electronic?
Yes. The regulations require the note to be signed, and an electronic signature satisfies that requirement. A digital note that records the same fields as a paper one is a compliant waste transfer note.
How long must waste transfer notes be kept?
Waste transfer notes are kept for two years in England, Wales and Scotland. Hazardous waste consignment notes, which cover hazardous waste instead, are kept for three years.
Does a waste transfer note need the vehicle registration?
No. Regulation 35(2) requires a description of the container the waste is held in, not the vehicle that carries it. A registration plate is a useful record to keep, but it is not one of the required fields.
Create a compliant note now
The free generator builds a printable waste transfer note with every required field. No sign-up needed. When your site is ready to submit to DEFRA, LoadLog records each load and reports it for you.