Everything You Need to Know About Annual Waste Transfer Notes (WTNs)

If your business produces, handles, or disposes of commercial waste, you’re legally obliged to record what happens to it. In the UK, that starts with a Waste Transfer Note (WTN). This is the standard paperwork that documents the transfer of your non-hazardous waste to a licensed collector and onward disposal or recycling facility.

WTNs aren’t optional. They sit at the heart of your Waste Duty of Care, which is the legal framework requiring all businesses to ensure their waste is managed responsibly from “bin to final destination.” An Annual Waste Transfer Note is essentially a “season ticket” covering repeated waste transfers over a defined period (typically 12 months) when the waste type, handling and carrier remain the same.  

At its core, a WTN is a legal document that: 

• Identifies who is transferring and who is receiving the waste. 

• Describes what kind of waste it is and how it’s contained. 

• Tracks where the waste is taken for treatment, recycling or disposal. 

• Provides an audit trail showing you’ve met your duty of care. 

  
  

You must have a WTN (or another document with the same required information, such as a compliant invoice) every time waste leaves your premises, unless the waste stays within the same business and responsible person. 

WTNs are not contracts and they don’t amend your service terms with a waste collector, but they do prove compliance with UK environmental law.  

What Goes on a Waste Transfer Note 

To be valid, a WTN must contain specific pieces of information. Annual WTNs follow the same rules as single notes; what changes is the period covered. 

Typical required fields include: 

• Your business details and those of your licensed waste carrier. 

• A description of the waste (type, how it’s contained). 

• Correct waste classification codes (e.g. European Waste Catalogue / EWC codes). 

• Signature from both parties transferring and receiving the waste. 

• Confirmation that the waste hierarchy has been considered. 

• Quantity and frequency of waste transfers where relevant. 

  
  

This information provides regulators with a clear picture of your waste handling practices and helps prevent illegal dumping or unlicensed disposal. Proper completion isn’t just good practice, it’s a legal requirement! 

When to Use an Annual Waste Transfer Note 

Annual WTNs are particularly useful when: 

• You have regular, predictable waste collections (same type, same carrier). 

• Your waste management arrangements don’t change frequently. 

• You want to simplify paperwork while maintaining compliance. 

  
  

Rather than completing a new transfer note for every collection, you can issue one annual note that covers multiple transfers under consistent terms. This reduces admin, while still ensuring that each movement of waste is documented and compliant 

Legal Obligations and Record-Keeping 

Under UK regulations, businesses must keep copies of their WTNs, including annual notes, for a period of time. While different sources vary slightly, most guidance (including government duty-of-care requirements) indicates records should be retained for at least two years, and often up to three years if part of contractual or compliance obligations. 

If a local authority or the Environment Agency asks to see your notes, you must be able to present them promptly or risk enforcement action. 

Common Questions About Annual WTNs 

Do I need a WTN for every load? If you opt for an annual note and nothing about the waste, handling or carrier changes, you don’t need a separate note for each individual collection. 

What if our arrangements change mid-year? You’ll need to issue a new note reflecting the updated details. Annual coverage only applies as long as the circumstances remain unchanged. 

Can I use my invoice instead of a WTN? Yes, but only if the invoice includes all the required information set out in official guidance. 

Simplifying Compliance 

Annual WTNs are one of the ways businesses can streamline waste administration without compromising on compliance. They work well for predictable, ongoing waste contracts and reduce repetitive paperwork. But with flexibility comes responsibility: you must keep the information accurate and up-to-date, and ensure records are safely stored and easily accessible. 

Properly managing WTNs protects your business from regulatory issues, and supports a transparent, environmentally responsible waste management strategy. 

Businesses who choose to work with Wastesolve can rest assured that these legislative obligations are being met. We will issue your Annual WTN at the start of your contract and then renewal to run from 1 Jan - 31 Dec each year. 

Need help staying compliant? Reach out to Wastesolve for guidance tailored to your waste streams and operational needs.  

More information can be found on this legislation at https://www.gov.uk/dispose-business-commercial-waste/waste-transfer-notes