What Documentation Should a Professional Waste Contractor Supply? A Guide for UK Business Owners

Hiring a waste contractor isn’t just about getting rid of rubbish – it’s about ensuring legal compliance, environmental responsibility, and protecting your business from fines or reputational harm. Under the UK’s Duty of Care laws, businesses must verify that their waste is handled legally. This means working with professional contractors who provide specific documentation to prove your waste is managed correctly. Here’s what you should expect – and insist on – from your waste contractor.


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1. Duty of Care Waste Transfer Note (WTN)

Waste Transfer Note (WTN) is the cornerstone of compliant waste management. It’s a legal requirement for every transfer of non-hazardous waste under the Environmental Protection Act 1990. A professional contractor will always supply this document, which must include:

Key Details in a WTN:

  • Waste carrier registration number: Proof the contractor is licensed by the Environment Agency (EA), Natural Resources Wales (NRW), SEPA or NIEA (Northern Ireland Enviroment Agency).
  • Description of the waste: E.g., “mixed dry recyclables” or “general office waste.” Avoid vague terms like “rubbish.”
  • European Waste Code (EWC): A six-digit code classifying the waste type (e.g., 20 03 01 for unsorted municipal waste).
  • Quantity of waste: Measured by weight (tonnes) or volume (cubic metres).
  • Transfer date and location: Where and when the waste was collected.
  • Destination details: Name, address, and permit number of the site where the waste will be treated, recycled, or disposed of.
  • Signatures: From both your business and the contractor, confirming accuracy.

Why it matters: The WTN creates an audit trail. If your waste is fly-tipped, this document proves you fulfilled your Duty of Care obligations.


2. Evidence of the Contractor’s Waste Carrier License

All professional contractors must hold a valid waste carrier license issued by the EA, NRW, or SEPA. This license confirms they’re legally permitted to collect, transport, or dispose of waste.

What to check:

  • License number: Cross-reference it via the Environment Agency’s public register.
  • License type: Ensure it covers the waste you’re transferring (e.g., “upper-tier” registration for businesses).

Red flag: Contractors who refuse to share their license number are likely unregistered. Never work with them.


3. Destination Site Permits and Licenses

A reputable contractor will disclose where your waste is being taken and provide proof the destination site is legally authorised to handle it. Key documents include:

  • Environmental Permit number (previously PPC permit): Issued to facilities treating, recycling, or disposing of waste.
  • Waste Management License (WML): For sites storing or processing waste.
  • Exemption certificates: If applicable (e.g., for composting sites).

Example: If your contractor claims your cardboard is being recycled, the WTN should list a licensed Materials Recovery Facility (MRF) with a valid permit.


4. Hazardous Waste Consignment Notes

For hazardous waste (e.g., chemicals, asbestos, batteries, clinical waste), contractors must provide a Consignment Note instead of a standard WTN. This includes:

  • Hazard codes: Identifying risks (e.g., “H3” for flammable liquids).
  • Special handling instructions.
  • Consignee details: The licensed facility treating the waste.

Retention: Keep copies for three years (vs. two years for standard WTNs).


5. Waste Transfer Season Notes (for Recurring Waste)

If your business generates the same type of waste regularly (e.g., weekly food collections), a Season Note can replace individual WTNs. It covers multiple transfers over up to 12 months, provided:

  • The waste type, contractor, and destination remain unchanged.
  • The contractor updates you if any terms change.

Ideal for: Retailers, hospitality businesses, or manufacturers with consistent waste streams.


6. Recycling Certificates or Evidence of Recovery

Ethical contractors often supply proof of recycling or recovery (e.g., weight receipts from recycling centres). While not a legal requirement, this supports:

  • ESG reporting: Demonstrates your commitment to sustainability.
  • Waste hierarchy compliance: Proves you’ve prioritised recycling over landfill.

Ask for: Certificates showing the percentage of waste recycled vs. disposed.


Some contractors provide a Duty of Care Certificate summarising compliance. This isn’t mandatory but offers a clear overview for audits.


Why Cutting Corners Risks Your Business

Failing to obtain these documents can lead to:

  • Fines up to £50,000: For Duty of Care breaches, even if your contractor acted illegally2.
  • Fly-tipping liability: 1 in 4 businesses investigated for fly-tipping in 2024 had no WTNs to prove their innocence3.
  • Reputational damage: Negative publicity from environmental breaches can deter customers and investors.

Case study: A Bristol-based manufacturer was fined £12,000 in 2024 after hiring an unlicensed contractor. The WTN lacked a destination permit number, and their waste was later found dumped in a protected woodland.


Practical Tips for Businesses

  1. Audit contractors annually: Recheck licenses and permits.
  2. Digitise records: Use tools like our app.
  3. Ask questions: Where is my waste going? Can I visit the facility?
  4. Report suspicions: If a contractor refuses documentation, notify the EA.

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Conclusion

Professional waste contractors don’t just remove waste – they provide transparency and compliance. By insisting on WTNs, license details, and destination permits, your business avoids legal pitfalls and contributes to a circular economy. Always treat waste documentation with the same rigour as financial records: your reputation and bottom line depend on it.

Final checklist for every waste transfer:
☑️ Signed Waste Transfer Note with EWC codes
☑️ Contractor’s license number (verified online)
☑️ Destination site permit number
☑️ Records retained for 2+ years

For guidance, refer to the UK Government’s Duty of Care Code of Practice.