A complete walkthrough for creating a legally compliant digital WTN in WasteBolt — covering all five parts, EWC codes, vehicle prefill, e-signatures, and automatic PDF archiving.

What is a Waste Transfer Note?

A Waste Transfer Note (WTN) is the legal document that records the transfer of controlled waste between a waste producer and a waste carrier or consignee. It is required under the Environmental Protection Act 1990 (Duty of Care) and applies to all non-hazardous controlled waste in England, Scotland, Wales, and Northern Ireland.

Both the person transferring the waste (transferor) and the person receiving it (transferee) must sign the note and retain a copy for a minimum of two years. Failure to comply can result in fines of up to £5,000 in a Magistrates’ Court or an unlimited fine in the Crown Court.

Who needs one What they do
Waste Producers Any business that generates controlled waste — offices, construction sites, hospitality, manufacturing
Waste Carriers Licensed carriers who transport waste on behalf of others. Must hold a valid waste carrier registration
Waste Receivers Facilities that receive, treat, recover or dispose of waste. Must hold the appropriate environmental permit

What a WTN Must Legally Contain

WasteBolt validates all required fields before allowing you to complete a note, so nothing is ever missed.

Waste Details

  • Written description of the waste
  • EWC code(s)
  • Quantity (weight or volume)
  • Nature of waste (solid/liquid/sludge)
  • How the waste is contained
  • Whether it is loose or in containers

Parties & Transfer

  • Transferor name & address (producer)
  • Transferee name & address (receiver)
  • Carrier name, address & registration number
  • Vehicle registration number
  • Date and place of transfer
  • Signed by both transferor & transferee

The Five Parts of a WTN

WasteBolt breaks the WTN form into five clearly labelled sections and auto-fills everything it can from your saved pick lists.

Part Section Covers
A Producer Name, address, SIC code
B Carrier Licence, vehicle reg, driver
C Consignee Receiver name, address, permit
D Waste EWC code, quantity, description
E Transfer Date, R/D code, signatures

Step-by-Step: Creating Your WTN

From the app, go to Add, then choose to create a Non-Hazardous Waste Transfer Note. This is the full Create WTN flow — for logging loads quickly at the gatehouse instead, see Using WasteBolt Gate.

Step 1: Set your legislative country (one-time)

Before your first WTN, confirm which regulatory body applies to your business. This controls which EWC chapters, carrier licence formats, and declaration wording are shown. You only need to do this once — it’s saved to your profile.

Tip: England & Wales uses the Environment Agency (EA). Scotland uses SEPA. Northern Ireland uses NIEA. If you operate across borders, set the primary territory and note the relevant authority on each note.

If you’ve set up your vehicles and drivers in your Vehicles pick list, selecting a vehicle registration auto-populates the carrier name, licence number, and driver name. This eliminates the most common source of errors and saves 30–60 seconds per note.

Tip: Set up your vehicles once under Vehicles pick list. Include the assigned haulier, licence number, and default driver. From then on, one tap fills the entire carrier section.

Step 3: Complete Parts A through E

Work through the five sections. Most fields will already be populated from your profile and pick lists. Key fields to double-check:

A – Producer

  • Your business name & address (auto-filled from profile)
  • SIC code (your business type — found on Companies House)
  • Collection address (if different from registered address)

B – Carrier

  • Carrier name & address
  • Waste carrier registration number (e.g. CBDU xxxxxxx)
  • Vehicle registration

C – Consignee

  • Receiving site name & address
  • Environmental permit / exemption number
  • Authorised person at the site

D – Waste Description

  • Written description of the waste (be specific)
  • EWC code(s) — see Step 4 below
  • Quantity (in kg, tonnes, litres or cubic metres)
  • Nature: solid / liquid / sludge / powder / mixed
  • Containment: loose, skip, bags, drums, etc.

E – Transfer Details

  • Date of transfer
  • R or D code (recovery or disposal operation)
  • Both signatures applied before or at point of transfer

Step 4: Search and select the correct EWC code

The European Waste Catalogue (EWC) code is a 6-digit code that classifies the type of waste. It is a legal requirement. WasteBolt’s built-in search lets you find the right code by keyword — you don’t need to know the number in advance.

Tip: Search by what the waste is, not what it came from. “Cardboard” → 15 01 01. “Food waste” → 20 01 08. “Mixed construction” → 17 09 04. When in doubt, use the most specific code that applies. Browse the full list on the EWC code list.

Step 5: Select the R or D recovery/disposal code

Every WTN must state whether the waste is going to be recovered (R codes) or disposed of (D codes). Your receiving facility will know which code applies to their site permit — ask them if unsure.

Code Description Type
R1 Use as fuel or other means to generate energy Recovery
R3 Recycling/reclamation of organic substances Recovery
R4 Recycling/reclamation of metals and metal compounds Recovery
R5 Recycling/reclamation of other inorganic materials Recovery
R13 Storage of wastes pending recovery Recovery
D1 Deposit into or onto land (e.g. landfill) Disposal
D9 Physico-chemical treatment Disposal
D10 Incineration on land Disposal

WasteBolt includes the full R and D code list. Your consignee facility should tell you which code applies to their site permit.

Step 6: Save as Draft or Complete the Note

When all sections are filled and validated, choose how to proceed.

Save as Draft Complete Note
Data Saves all entered data Legally issued WTN
Editable Can be edited anytime Cannot be edited after
Status Not yet legally issued Signature requests sent, PDF generated

Warning: Once a WTN is marked Complete, it cannot be edited. This mirrors the legal status of a signed paper note. Always double-check details before completing.

Step 7: Collect e-signatures from all parties

A WTN is only legally valid when signed by both the transferor and transferee. WasteBolt handles the full signature workflow — you sign first in-app, then WasteBolt sends a secure signing link to the carrier and consignee.

  1. You (Producer) sign first — draw or type your signature in the app. Timestamped and IP-logged automatically.
  2. Request Carrier & Consignee signatures — WasteBolt sends a secure signing link by email. No account required for external signers.
  3. PDF generated & stored automatically — once all parties have signed, a legally compliant, tamper-evident PDF is stored in your cloud archive, retained for 2+ years.

Tip: External signers (carrier, consignee) don’t need a WasteBolt account. They receive a secure link, view the note, and sign on their own device. The signature is recorded with a timestamp, date, and IP address.

Step 8: PDF generated and stored automatically

Once all signatures are collected, WasteBolt generates a legally formatted PDF of the completed WTN. It is stored in your cloud archive, accessible anytime, and can be emailed to any party with one click.

Tip: WasteBolt retains all WTNs for the legally required 2-year minimum. You can filter, search, and export your full archive at any time from the WTN Hub.

Digital Waste Tracking (DWT) — Now Live on WasteBolt

WasteBolt now supports direct EA DWT submission. Every WTN you create is stored in the DWT-compatible format, and you can submit directly from within the app — no separate portal, no re-entry, no scramble. See the DWT Setup Guide to get started.

WTN vs Season Ticket — Which Should I Use?

A Season Ticket (also called a Quarterly or Annual Note) can replace individual WTNs when the same waste type moves regularly between the same two parties.

WTN (Single Transfer) Season Ticket (Ongoing)
Covers One transfer Multiple transfers over up to 12 months
Parties Can vary each time Same parties throughout
Waste type Any Must be the same type of waste
Best for One-off or irregular collections Regular/recurring waste collections
Signing Every transfer Once at the start of the period
Retention 2 years 2 years from expiry

Frequently Asked Questions

Can I edit a WTN after marking it as Complete?

No — once a WTN is completed it is locked and cannot be changed. This reflects the legal status of a signed paper note. If you need to make a correction, you should void the note and create a new one with the correct information.

Do I need to print the WTN for the driver?

Not with WasteBolt. The driver can carry their copy on their phone via the mobile app or the PDF can be emailed to them automatically when the note is completed. Many EA inspectors now accept digital copies.

How long do I need to keep Waste Transfer Notes?

UK law requires all parties to retain WTNs for a minimum of 2 years from the date of transfer. WasteBolt stores all your notes securely in the cloud, searchable and downloadable at any time.

Are digital e-signatures legally valid for WTNs?

Yes. Under the Electronic Communications Act 2000 and eIDAS (retained in UK law), electronic signatures are legally recognised. WasteBolt’s signatures are timestamped, IP-logged, and linked to a secure signing session.

What is the difference between a WTN and a Season Ticket?

A Waste Transfer Note covers a single waste transfer. A Season Ticket (or Quarterly or Annual Note) covers a series of transfers of the same type of waste between the same parties over a period of up to 12 months. If you regularly transfer the same waste with the same carrier and receiver, a Season Ticket is far more efficient.

What if I don’t know the EWC code?

WasteBolt has a full searchable EWC code database built in. You can search by keyword (e.g. “cardboard”, “construction”, “oil”) and filter by chapter. If you’re unsure, you can also use the standalone EWC code list.

Does WasteBolt automatically submit to DWT (Digital Waste Tracking)?

WasteBolt supports direct EA DWT submission — it is live now. Every WTN you create is stored in the DWT-compatible format so you can submit directly from within the app. See the DWT Setup Guide to get started.

What is a SIC code and where do I find it?

A Standard Industrial Classification (SIC) code identifies your business type. It is required on the producer section of a WTN. You can find your SIC code on your Companies House record, or search the ONS SIC code directory.

What’s Next