Waste transfer note checklist

Download the blank sheet. Use transfer quantities in the 4–8 week baseline only after they are reconciled. Log the official register check for the carrier named on the note. England separation dates stay on the applicability worksheet.

A completed row is not a signed note

England and Wales rows set field_list_basis to england_wales_reg35. Regulation 35 requires the written information to identify the waste by List of Wastes codes, describe it, state quantity, whether it is loose or in a container and the kind of container, time and place of transfer, the transferor’s SIC code, names, addresses and signatures, each party’s role including relevant permit or registration numbers, and confirmation of the regulation 12 hierarchy duty.

record_type is single_load, equivalent_document, season_ticket_header or season_ticket_schedule_line. For a single load or equivalent document, fill or mark missing those particulars and signed_note_or_equivalent_location. If a party is a transporter, carrier or broker, record that role and the applicable number, or a reason it does not apply. One carrier-number column does not cover every party. Typing both_signatures_held yes on this CSV is not a signature.

An invoice may stand in only as equivalent_document when it holds the same particulars and the document location is named. A season_ticket_header records holder, carrier, waste type, season_ticket_id and whether the schedule is complete; leave quantity blank. A season_ticket_schedule_line records schedule_line_ticket_id matching that header, plus date, time, quantity and site for that transfer. Missing required fields keep waiting. row_status is waiting or recorded. There is no signed, lawful or tracked value. Hazardous waste stays off the sheet.

Northern Ireland and Scotland rows set field_list_basis to nation_signpost_only. They keep description and retention notes. They do not treat regulation 35 as their law.

Nation, season tickets and digital tracking

The GOV.UK waste-transfer section says each non-hazardous load needs a waste transfer note or a document with the same information, such as an invoice. Keep a paper or electronic copy for two years. A season ticket can cover repeated transfers of the same non-hazardous waste for up to a year if holder, carrier and waste type stay the same, plus a schedule of each transfer. Keep the season ticket and schedule for two years after the last transfer.

Northern Ireland: keep a transfer note, or a copy, for at least two years from the date it is completed and signed, under regulation 5 of the 2013 duty-of-care regulations. Scotland: follow the current Scottish duty of care code.

From 1 October 2026, licensed or permitted receivers in England and Wales must use Report receipt of waste, as explained in GOV.UK’s receiver guidance. GOV.UK says paper transfer notes initially continue alongside. This checklist does not report receipt of waste. That receiver duty is distinct from the producer’s continuing transfer-note requirement.

Save a copy of the blank file and type into the copy. The files are plain CSV with no formulas.

• Blank checklist, transfer-note-blank.csv
• Fictional example, transfer-note-example.csv

Worked example: a missing code

Northgate Studio is fictional. Recorded is not a finding that the note is lawful.

What this page does not finish

Checking the carrier on the official register is a separate evidence log. Counting collections for a 4–8 week baseline stays on the waste-reduction guide. The seven-day composition log stays on the workplace audit. This page does not sell transfer-note pads or rank collectors.