Pre Acceptance Waste Checks: A Guide for Receiving Sites
Pre acceptance waste checks are the steps a permitted site takes before agreeing to take a waste, confirming what it is, where it's from and that the permit allows it. Done digitally, the same information flows straight into your acceptance records and Defra digital waste tracking.
Last reviewed: 16 October 2026
Pre Acceptance Waste Checks: The Basics
Pre acceptance waste checks are the steps a permitted site takes before agreeing to accept a particular waste. They make sure the site can legally and safely take the waste and that it knows how to treat it.
Pre-acceptance usually involves gathering information such as:
the source of the waste
and the process that produced it
its composition
including any hazardous properties or POPs
the EWC code
and physical form
the quantity and frequency
of deliveries
any sampling or analysis results
The site then decides whether the waste fits its permit and processes, and records that decision. Regulators expect these checks as part of good practice on permitted sites.
Pre-Acceptance vs Acceptance
Pre-acceptance happens before the waste arrives, often when a contract is set up or a new waste stream is offered. Acceptance happens when each load turns up at the gate.
Acceptance checks usually include:
checking the paperwork
matches the agreed waste
visual inspection
of the load
sampling or testing
where needed
weighing
the load
deciding
to accept, reject or quarantine
Under digital waste tracking, the accepted load is what's reported to Defra within 2 working days.
Rejecting and Quarantining Loads
If a load doesn't match what was agreed, the site should reject it or hold it in quarantine while it's investigated. Good practice is to:
record the reason
with photos
tell the carrier and producer
keep quarantined waste separate
and clearly labelled
decide its fate quickly
either accept it with the correct description or send it back or on to a suitable site
Rejected and quarantined loads should be recorded accurately so your records, and your digital waste tracking submissions, reflect what really happened.
Recording It All Digitally
Paper pre-acceptance forms are easily lost and hard to check at the gate. A digital system lets you:
store pre-acceptance information
against each customer and waste stream
show gatehouse staff
what's been agreed when a load arrives
record acceptance checks
photos and test results
handle rejections and quarantine
with clear workflows
send accepted loads straight to Defra
as digital waste tracking records
See our gatehouse app for how this works in practice.
Frequently Asked Questions
Related
Official guidance
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