What is a waste transfer note?

Simply put, a waste transfer note is an official way of tracking where commercial waste is coming from and where it is going to (within a year). It’s part of the Waste Duty of Care legislation, which ensures waste is handled in a way that does not harm the environment or human health.

How can I complete the Waste Transfer Note?

You can complete the Waste Transfer Note for your Zero Waste Box here.

Do I need to fill out a waste transfer note? 

If you intend to collect waste at commercial premises, then you must fill out a waste transfer note. A commercial premises is a property that is considered as a business location, such as a shop, school, charity, church, or industrial site.

Please note that you do not need to provide a waste transfer note if: 

• You collect waste in your Zero Waste Box™ in a non-commercial premises (such as your home)

Why do I need to fill out a waste transfer note?

Providing a waste transfer note proves your compliance with the Waste Duty of Care legislation. As an environmental business working in the waste management sector, we want to ensure that we, along with the people using our service, meet the highest of environmental standards, including the full traceability of collected waste.  

How often do I need to fill out a waste transfer note?

You just need to fill out one waste transfer note per commercial premises, per year, for each type of commercial waste recycled through Zero Waste Box™. If you start returning a new type of Zero Waste Box™, you will need to submit a new form.

I’m struggling to fill out my waste transfer note. Can you help?

Of course! Check out our step-by-step guide attached to this article, which takes you through the process step-by-step. If you can’t find what you’re looking for, please contact our Customer Support team and we’ll be more than happy to assist you.

What information do I legally need to provide?

We’ve done the hard work for you, as most of the form is already filled out. You just need to tell us your commercial premises’ details, the appropriate SIC code and information about the waste stream you collect in your Zero Waste Box™. If you get stuck, please use our handy step-by-step guide attached to this article.

What happens if I don’t fill this out?

We’re confident we have provided the best tools to make it as easy and accessible as possible to complete a waste transfer note. However, if you fail to submit one, you and the commercial premises you collect waste in could be subject to an audit by international standards organisations (ISO) such as the Environment Agency, and in some cases, prosecuted if you are not able to provide evidence for the safe disposal of your waste. If audited, the organisation conducting this will ask for documentation, so please store a copy of your waste transfer note(s) for safekeeping for two years.

Whilst the documents have been available to collectors on our website for some time, we would really like to emphasise the importance of complying with the Waste Duty of Care legislation. If you would like assistance with filling out the waste transfer note, please take a look at our step-by-step guide or contact our Customer Support team.

How can I calculate the estimated weight of my Zero Waste Box™? 

We have provided estimated weights per box in our guide attached to this article, based on average weights received in our warehouse. We hope that by doing this, we make this process as easy as possible. If you think your Zero Waste Box™ shipments weigh more or less than this estimate, please do not worry. 

Do I need to submit a waste transfer note for every shipment?

No, one waste transfer note covers you for all the Zero Waste Boxes™ you have listed on that form, for a whole year. Therefore, please fill out a waste transfer note as soon as possible so your shipments are covered. 

Where can I access a copy of my signed waste transfer note?

Once you’ve submitted your waste transfer note, a copy will automatically be sent to the email you used to receive the HelloSign form. You should keep this for your own records for two years. If at any time you need to access your waste transfer note, but cannot find it, please contact our Customer Support team who will be happy to help source a copy for you.

I’ve filled in a waste transfer note, but I haven’t sent any shipments in a while. Am I still covered?

As long as you fill out a waste transfer note each year, for all the waste streams you collect in your Zero Waste Box(es)™, you will be covered, even if you don’t send shipments very often.