What a waste transfer note is
A waste transfer note is a record that waste has passed from one party to another. It says what the waste was, who handed it over, who took it and when. The government's guidance for businesses says a note must be completed for each load of waste that leaves their premises.
For householders, the formal duty is framed a little differently, but the practical answer is the same. Ask for a written record when a carrier takes your waste, and keep it.
Think of it as a receipt with a purpose. A payment receipt tells you that money changed hands. A transfer note tells you what left your property, who took it and on what basis, and that is the part that matters if a question is ever asked later.
What the note should show
The government's duty of care code of practice sets out what the written description should include. It should be enough for the next person to handle the waste safely.
- A description and classification of the waste
- Its quantity and nature, and whether it is loose or in a container
- The time and place of transfer
- The name and address of both parties
- The carrier's registration or permit details
Your duty of care as a householder
The code of practice says householders must take all reasonable measures to make sure they only pass household waste to an authorised person. It is a criminal offence not to, and the guidance says you could face prosecution, a fine and a criminal record.
It also makes clear that what counts is what you did, not what happened afterwards. If you took reasonable steps to check the carrier, you have done what is asked.
How to check a carrier
In England, the Environment Agency keeps a public register of waste carriers. The code of practice says you can search it by registration number, business name or postcode, or phone the Environment Agency.
Ask for the registration number
A genuine carrier will give it without fuss.
Search the public register
Check that the name matches and the registration is current.
Ask what happens to the waste
A legitimate carrier can tell you where it goes.
Get a written record
Before or after the job, ask for the waste transfer note.
How long to keep it, and where
The government guidance says transfer notes for non-hazardous waste should be kept for two years. Keeping yours is simple. Take a photo of it the same day, save it to a cloud folder and keep the paper copy with your property or tenancy papers.
If you are a landlord or run a business, the note may be something an officer asks to see, so keep it somewhere you can find it fast.
Label the file with the date and the address the waste came from. In two years' time you will not remember which job was which. If a carrier offers to take your waste for cash with no paperwork, be wary, as you would have nothing to show if it turned up somewhere it should not be.
Ask for the note every timeA carrier who will not give you a written record, or who will not tell you their registration details, is a warning sign. Every Offload job comes with a waste transfer note.
Questions
Does a receipt count as a waste transfer note?
Not on its own. The note should describe the waste, show both parties and the transfer details. Ask for the proper document, not just a payment receipt.
Is the note only for businesses?
The formal wording in the guidance is aimed at businesses. As a householder you still have a duty of care, and a written record is your best evidence that you met it.
How long should I keep it?
Government guidance says two years for non-hazardous waste. If in doubt, keep it longer.
What if the carrier is not registered?
Do not hand over the waste. Look for one that is on the public register.
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