A step-by-step walkthrough of setting up your account and creating your first digital non-hazardous Duty of Care Waste Transfer Note — from profile setup to e-signature and PDF download.

In this guide you’ll:

  • Set up your profile, compliance details and PDF header
  • Create a non-hazardous Duty of Care WTN (Parts A–E)
  • Electronically sign across all 3 sections
  • Download a PDF and share signing links with third parties

Manual entry not the best fit for your site? This guide walks through creating a WTN by hand, start to finish. If you’ve got a weighbridge, receive paper documents, or want the fastest possible gatehouse entry, see Quick Start: Getting Data into WasteBolt for the full menu of ways to get data in.

Prefer to read? The full written guide continues below.

Written Guide — Step by Step

Follow these four steps in order. Step 1 is a one-time setup — after that, creating WTNs takes under 2 minutes.

Step 1: Set Up Your Profile Settings

Before creating your first note, go to Profile Settings. This is the most important first step — getting it right means your details auto-fill across every document you create, and your legislative country is set correctly for your UK jurisdiction.

Section Key fields Note
Business Information Business name & address, contact details, legislative country (critical), SIC code Legislative country determines which regulations apply — England & Wales, Scotland or Northern Ireland
Compliance Details Waste carrier licence number, environmental permit / exemption number, business roles (Producer / Carrier / Consignee / Broker), RPS number (Scotland/NI) These auto-fill onto every WTN you create — set them once and forget
Company Logo Upload PNG or JPG logo, appears on all WTN PDFs and Season Tickets A professional logo on your documents builds trust with customers and regulators
PDF Header Builder Customise document header layout, add/remove/reorder sections, preview before saving, applied to all documents This is how your WTNs look to customers — take 5 minutes to set it up properly

Warning: Legislative country is the single most critical setting. Selecting the wrong one means your WTNs reference incorrect regulations — a compliance failure that could result in a Duty of Care breach. Double-check before saving.

Step 2: Create Your First Waste Transfer Note

From the dashboard, click Add. The WTN creator walks you through a 5-part form matching the standard UK Duty of Care format. Each part can be populated from your profile or pick lists, or entered manually.

Part Section What it covers
A Waste Producer Select “Own Company” to auto-fill from your profile, or choose from pick lists / enter manually
B Waste Carrier Select Own Company or pick list. The carrier’s waste carrier licence number is legally required
C Consignee (Receiver) Enter or pick the receiving site. Environmental permit / exemption number required for DWT compliance
D Waste Details EWC code (search by name or code), physical form (solid/liquid/powder), container type, R/D code
E Transfer Details Date of transfer, weight(s) in kg/tonnes, and optional weighbridge ticket number reference

Tip: Set up your Customer, Waste Types and Vehicles pick lists before your first WTN. Save your regular customers, carriers, and waste types — then every form fills in one click.

Step 3: Complete, Sign & Download

Hit Complete Note and you’re taken to the signing screen. The producer signs in-app immediately. WasteBolt automatically sends secure signing links to the carrier and consignee by email — each only signs their own section. Once all three sign, download the full PDF.

Role Status How they sign
Producer Signed Signs in-app immediately
Carrier Pending Receives signing link by email
Consignee Pending Receives signing link by email
  • Generate Signing Link — send a unique link to a third party to e-sign remotely; select Producer, Carrier or Consignee role before sending.
  • Download PDF — full legally compliant PDF with e-signatures, your logo, custom header, and legislation text, available immediately after completion.

Tip: You can resend signing links and track signature status from the document view at any time. Useful when a third party hasn’t responded — no need to call them.

Tip: Digital e-signatures are fully legally accepted under UK law — no wet ink required. Your signed documents are stored securely in the cloud and retrievable for Environment Agency inspections at any time.

Step 4: Managing Your Documents

Click All Waste Movements from the dashboard to view every document you’ve created. From the actions menu on any note you can re-sign, download a PDF, or generate a fresh signing link for third-party remote signing.

Reference Description Status
WTN-2026-0047 Mixed C&D — Acme Site A Complete
WTN-2026-0046 Food Waste — Central Kitchen Complete
WTN-2026-0045 Inert Aggregate — Quarry B Pending signature
  • Re-sign — add or update a signature on any section of any note
  • Download PDF — download a full signed PDF copy at any time
  • Signing Link — send a unique link for third-party remote e-signing

Tip: WasteBolt stores all documents indefinitely — no manual archiving required. During an Environment Agency inspection, pull up any WTN instantly by date, customer, or EWC code.

Digital Waste Tracking (DWT)

Every WTN you create captures the permit and carrier licence numbers DWT needs, so you can submit directly from within WasteBolt once you’re ready — no separate portal. DWT reporting to the Environment Agency is mandatory from October 2026 for most waste producers. See Quick Start: Getting Data into WasteBolt for the full DWT rollout details, or go straight to the DWT setup guide.

Frequently Asked Questions

Which legislative country should I select in my profile?

Select the country where your business is registered and where the waste transfers primarily take place — England & Wales, Scotland, or Northern Ireland. Each jurisdiction has slightly different wording requirements and (in Scotland and NI) requires an RPS number on certain documents. If you operate across borders, contact WasteBolt support for guidance.

Is an electronic signature legally valid on a Waste Transfer Note in the UK?

Yes. Electronic signatures are fully legally accepted under the Electronic Communications Act 2000 and the eIDAS regulation (retained in UK law post-Brexit). WasteBolt’s e-signatures satisfy the Duty of Care documentation requirements under the Environmental Protection Act 1990.

What is the EWC code and how do I find the right one?

The European Waste Catalogue (EWC) code is a 6-digit code that classifies the type of waste. Use WasteBolt’s built-in EWC search — type keywords (e.g. “concrete”, “food”, “paper”) or the first few digits and the matching codes auto-populate. Codes marked with * are hazardous. You can also browse the full list on the EWC code list.

Do I need a waste carrier licence to use WasteBolt?

WasteBolt does not require you to have a carrier licence. However, to create a legally compliant WTN, the carrier entered on Part B must hold a valid waste carrier registration. If your business is the carrier, your licence number is stored in profile settings and auto-fills on every document.

Can my drivers create WTNs from their phones?

Yes. WasteBolt is a Progressive Web App (PWA) — install it on any Android or iOS device from the browser. Drivers can create, sign and submit WTNs from the field. See our guide on downloading the WasteBolt app for step-by-step PWA installation instructions.

How long are WTNs stored and how do I retrieve them for an inspection?

WasteBolt stores all documents indefinitely on your account. During an Environment Agency inspection, open “All Waste Movements”, filter by date range or customer, and pull up any WTN instantly. You can download a PDF on the spot. The legal minimum retention period is 2 years — WasteBolt exceeds this automatically.

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

A Waste Transfer Note covers a single waste collection event. A Season Ticket (annual WTN) covers multiple identical transfers between the same parties over up to 12 months — ideal for regular, repetitive collections. Both are legally equivalent; the season ticket simply eliminates the need to produce a new note for every individual collection.

What’s Next