Form library · Quality and compliance
Waste transfer note template
For people documenting non-hazardous waste transfers in england and wales. Record waste description, parties and authorisation and transfer and acceptance. Try the form below, see every question or download a blank PDF or Word copy.
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See it on this phoneEvery question is editable. Add this form to your account, then change the wording, add or remove questions and options, and make it fit your own jobs.
Does a waste transfer note replace digital waste reporting?
No. GOV.UK explains the information and signatures needed for non-hazardous waste transfers and the duty to retain transfer notes for two years. Covered waste receivers in England and Wales must also use the digital reporting service from 1 October 2026. The current guidance says transfer and consignment notes continue alongside that service.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against GOV.UK non-hazardous waste transfer notes, GOV.UK waste duty of care code of practice and GOV.UK digital waste reporting applicability.
Try the waste transfer record form live
Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.
Want to see one filled in? See a completed waste transfer record report (PDF), made by SiteSurvey from a fictional site visit.
Fill it in on a phone or tablet
Your team completes the waste transfer record on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the waste transfer record template
A non-hazardous waste transfer record with waste description and classification, quantity, parties, carrier and destination checks, transfer details and signatures. 5 sections and 38 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis template is scoped to a single non-hazardous transfer in England or Wales. It does not submit government records or replace a hazardous-waste consignment note. Check the applicable national rules and the parties duties before use.
- CheckNo. GOV.UK explains the information and signatures needed for non-hazardous waste transfers and the duty to retain transfer notes for two years. Covered waste receivers in England and Wales must also use the digital reporting service from 1 October 2026. The current guidance says transfer and consignment notes continue alongside that service.
Waste description
- Transfer location*Choose one
- England
- Wales
- Scotland
- Northern Ireland
- CheckFor Scotland or Northern Ireland, use the applicable national documentation and guidance.Shown only when the answers above make it relevant
- Accurate description of the waste and its origin*Notes
- Six-digit List of Waste code*Short answer
- Waste classification confirmed as non-hazardous?*Choose one
- Yes
- No
- Not established
- CheckDo not use this template as a non-hazardous transfer record until classification is established.Shown only when the answers above make it relevant
- Quantity and unit*Short answer
- How the waste is contained*Short answer
- SIC code of the person transferring the waste*Short answer
- Waste hierarchy duty: steps taken and declaration basis*Notes
Parties and authorisation
- Transferor name, address and role*Short answer
- Transferee name, address and role*Short answer
- Carrier name and registration reference*Short answer
- Destination address and operator*Short answer
- Relevant permits, exemptions or other authorisation and verification references*Short answer
Record which authorisation was checked, the holder and the evidence reference. Do not substitute a company name for the actual check.
- Authorisations checked onDate
- Capacity in which each party acts and relevant registration detailsNotes
Transfer and acceptance
- Place of transfer*Short answer
- Date and time of transfer*Short answer
- Vehicle registrationShort answer
- Transferor signature*Signature
- Transferee signature*Signature
- Separate digital reporting reference, where applicableShort answer
- Where signed copies are retained and who received themNotes
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This template is scoped to a single non-hazardous transfer in England or Wales. It does not submit government records or replace a hazardous-waste consignment note. Check the applicable national rules and the parties duties before use.
What a useful entry looks like
Relevant permits, exemptions or other authorisation and verification references
Record which authorisation was checked, the holder and the evidence reference. Do not substitute a company name for the actual check.
Carrier details checked against the register; evidence reference W-14 saved with the transfer record. Destination acceptance evidence is recorded separately.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed waste transfer record report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Waste Transfer Record FAQs
How should I record “Relevant permits, exemptions or other authorisation and verification references”?
Record which authorisation was checked, the holder and the evidence reference. Do not substitute a company name for the actual check.
Can I use this for hazardous waste?
No. Confirm the classification first. The form does not replace the documentation or procedures that apply to hazardous waste.
Does SiteSurvey submit the transfer to the government?
No. The form only records a reference to a submission made separately, where digital reporting applies.
Can it be used as an annual season ticket?
This version records one transfer. A season-ticket arrangement needs its own applicable information and records of individual movements; do not use one undated copy for different transfers.
What are the limits of this template?
This template is scoped to a single non-hazardous transfer in England or Wales. It does not submit government records or replace a hazardous-waste consignment note. Check the applicable national rules and the parties duties before use.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
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