Free Waste Transfer Note Template
Download our free waste transfer note template in Word or PDF, laid out with every field your duty of care requires. It's a quick fix for paper-based businesses, and when you're ready, the same note can be completed and signed digitally on a driver's phone.
Waste transfer note template
Keep waste transfer notes for at least 2 years. Existing waste transfer notes continue alongside digital waste tracking until further notice.
Download the Waste Transfer Note Template
Our free waste transfer note template gives paper-based businesses a correctly laid-out duty of care record in Word or PDF, with no fields missing. Download it, print it, and start using it straight away; there's no sign-up needed for the basic template.
The printable template above includes every field duty of care requires. Below, we explain what each one means and how to fill it in correctly.
How to Fill It In
The waste description field should describe the waste in plain terms, alongside the matching EWC code from the current List of Wastes. If the waste is hazardous, mark it with an asterisk (*) as shown in the List of Wastes, and record the relevant HP code describing the hazardous property.
Quantity should be recorded in the appropriate unit, usually tonnes or litres, along with how it's contained. The carrier section needs the carrier's registration number, and if the waste is going for recovery or disposal, note the R or D code that applies. Both the transferor and transferee should complete their name, address and signature, along with the date and time of transfer.
- Waste description and EWC code (confirm against the current List of Wastes)
- Hazardous waste marked with an asterisk (*) and HP code if applicable
- Quantity and how the waste is contained
- Carrier registration number
- R or D code for recovery or disposal
- Transferor and transferee names, addresses and signatures
- Date and time of transfer
Season Ticket Version
If you collect the same waste type from the same customer regularly, a season ticket waste transfer note covers a series of collections over a set period, rather than requiring a new note for every single visit. Our template includes a season ticket version, with space to log each individual collection date underneath the main record.
Go Digital: Signed WTNs on a Phone
A printed template is a good fix if you're still paper-based, but it carries the same risks as any paper form: it can be lost, damaged or forgotten. When you're ready, the same information can be completed and signed digitally on a driver's phone, with a PDF emailed to the customer automatically and the record stored centrally, ready for Defra's Receipt of Waste API when you need it.
This isn't an either/or decision. You can use the free template today and move to digital waste transfer notes when it suits your business.
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