The Complete Guide to Digital Waste Transfer Notes in 2026
If you're still using paper Waste Transfer Notes, you're running out of time. DEFRA's mandatory Digital Waste Tracking system goes live in October 2026, and paper WTNs will no longer be accepted. Every waste carrier in England needs to switch to digital Waste Transfer Notes — and the sooner you make the move, the smoother the transition will be.
This guide covers everything you need to know: what digital WTNs are, what the law requires, what must be recorded, and how to choose software that makes you compliant.
What are digital Waste Transfer Notes?
A Waste Transfer Note is the legal document that records the transfer of waste from one party to another. It's required every time waste changes hands — whether that's a collection from a commercial customer, a transfer between carriers, or delivery to a licensed facility.
Digital Waste Transfer Notes are the electronic version of this document. Instead of handwritten paper forms, they're generated by software with all required fields enforced, signed electronically, and stored in the cloud.
The key difference isn't just the format — it's the quality. Research shows that 41% of paper WTNs have missing or incorrect data. Digital WTNs eliminate this by enforcing required fields before a note can be completed.
What the law requires
Under the Environmental Protection Act 1990 (Section 34) and the Waste (England and Wales) Regulations 2011, every waste transfer must be documented with a WTN that includes:
- Description of the waste — what it is, in enough detail for the recipient to handle it safely
- European Waste Catalogue (EWC) code — the 6-digit classification code for the waste type
- Quantity of waste — weight or volume
- Container type — how the waste is contained (bags, skip, bulk, etc.)
- Details of the transferor — name, address, waste carrier licence number
- Details of the transferee — name, address, permit/licence details
- Place and date of transfer
- Signatures of both parties
From October 2026, DEFRA's Digital Waste Tracking system adds additional requirements: electronic submission to a central government database and the ability to track waste movements in real time.
E-signatures: what you need to know
One of the biggest practical changes with digital WTNs is moving from wet-ink signatures to electronic signatures. Under UK law, electronic signatures are legally binding and have been since the Electronic Communications Act 2000.
For waste carriers, this means your drivers need a way to capture signatures at the point of collection. The signature is embedded directly into the digital WTN alongside the waste description, EWC codes, and transfer details.
This is actually one of the biggest time-savers of going digital. No more chasing paper forms, no more lost copies, no more illegible signatures. The driver captures the signature on their device, and the completed WTN is available instantly to both parties.
EWC codes: getting classification right
European Waste Catalogue codes are 6-digit codes that classify waste types. They're already required on paper WTNs, but in practice they're often missing or wrong because drivers have to look them up manually.
Digital waste transfer notes software solves this by building the EWC code database into the system. Codes can be pre-configured for each customer based on their waste streams, so drivers simply select from a dropdown rather than looking up codes on a printed list.
Common EWC codes for waste collection companies include:
- 20 03 01 — Mixed municipal waste
- 20 01 01 — Paper and cardboard
- 15 01 06 — Mixed packaging
- 17 01 07 — Mixtures of concrete, bricks, tiles (C&D waste)
- 20 02 01 — Biodegradable garden and park waste
Getting EWC codes right matters. Incorrect classification can lead to waste being sent to the wrong facility, which creates compliance issues and potential fines.
Paper vs digital: why the switch makes sense now
Beyond the legal mandate, there are practical reasons to switch to digital Waste Transfer Notes today:
Compliance confidence — Every WTN is complete before it's signed. No more data gaps, no more audit failures.
Time savings — Drivers spend less time on paperwork at each collection. Office staff spend less time chasing, filing, and retrieving paper forms.
Instant access — Both parties get an immediate digital copy. No more "we'll post it" or "I'll email a scan later."
Audit-ready — Every WTN is searchable, filterable, and instantly retrievable. When the Environment Agency calls, you're ready.
Customer portal — Give your customers direct access to their signed WTNs through an online portal. Professional, transparent, and no admin overhead.
How PaperRoute handles digital Waste Transfer Notes
PaperRoute is purpose-built for UK waste collection companies and includes digital WTN generation in every plan:
- Auto-populated WTNs — Customer details, waste descriptions, and EWC codes are pre-configured and pulled into every WTN automatically
- E-signatures on device — Drivers capture legally-binding signatures on their iPad at the point of collection
- Full EWC code database — Searchable codes linked to customer waste streams, eliminating manual lookup
- Offline capability — The driver app works with zero connectivity. WTNs are generated, signed, and stored locally, then synced when signal returns
- Customer portal — Customers can view and download their signed WTNs anytime through a branded online portal
- DEFRA ready — When DEFRA's Digital Waste Tracking API goes live, PaperRoute will integrate directly for electronic submission
Getting ready for October 2026
The deadline is closer than it feels. Here's what to do now:
- Choose your software — Look for a platform that already generates compliant digital WTNs with e-signatures and EWC codes
- Set up your customer data — Migrate customer details, waste streams, and EWC codes into the system. If you're using Sage for accounting, look for software that integrates with Sage to avoid duplicating customer data across multiple systems
- Train your drivers — Give them time to learn the app before the pressure of a legal deadline. If your software includes route planning features, train them on optimized routes at the same time
- Run both systems in parallel — Generate digital WTNs alongside paper for a transition period to build confidence
- Stop paper — Once you're confident, go fully digital. You'll wonder why you didn't do it sooner
Don't wait until September 2026. The companies that move early will have a smooth transition. The ones that leave it late will be scrambling — and scrambling leads to mistakes.
Book a free demo to see how PaperRoute handles digital Waste Transfer Notes, e-signatures, and EWC codes for your specific operation. Many waste companies also need certificates of destruction for confidential waste — PaperRoute handles those digitally too.