If your business is clearing an office, warehouse or site, the paperwork matters as much as the van. Every time waste leaves your premises, Scottish law expects you to be able to prove where it went and who took it. The document that does this is the waste transfer note. Here is what it is, what it must say and why you should never let a clearance go ahead without one.
What is a waste transfer note?
A waste transfer note is a written record of waste passing from one person to another, for example from your business to a licensed clearance company. It is the evidence that you handed your waste to someone authorised to receive it, and it travels with the waste so that everyone in the chain knows what they are dealing with.
In Scotland, transfer notes are part of the Duty of Care under section 34 of the Environmental Protection Act 1990. The detail is set out in the Environmental Protection (Duty of Care) (Scotland) Regulations 2014 and explained in the Scottish Government's Duty of Care Code of Practice, which was updated in March 2026.
Do you need a waste transfer note for a commercial clearance?
Yes. Any business producing waste has a Duty of Care, and the Code of Practice says a waste transfer note must be completed for each transfer of waste. That covers office clearances, construction waste, rubbish removal, strip out work and the removal of fly tipped waste from your land.
The responsibility sits with you as well as the carrier. If your waste is later dumped illegally, the transfer note is how you show that you took reasonable steps to hand it to a legitimate operator.
What information must a waste transfer note include?
Under the 2014 Regulations, every transfer note must:
- give the name and address, including postcode, of the person handing over the waste and the person receiving it
- give the date and place of the transfer, including the postcode
- state whether the person handing over the waste produced it, and whether they imported it
- describe the type, composition and quantity of the waste, including the type of container if there is one
- identify the waste with the correct six-digit European Waste Catalogue (EWC) code
- identify the activity of the business handing over the waste with its SIC code
Both parties should sign it. The description needs to be accurate and should mention anything that makes the waste harder or riskier to handle, so the next holder can deal with it safely.
How long do you need to keep waste transfer notes?
The Code of Practice says you should keep a copy of each waste transfer note for two years. You may be asked to produce it by an enforcement officer from SEPA or your local authority, so store copies where you can find them quickly.
How do you check your clearance company is legitimate?
- Ask for their waste carrier registration number and check it against SEPA's public register.
- Ask where the waste is going and confirm the site holds the right permit or licence.
- Insist on a transfer note before the waste leaves your premises.
- Be wary of cash-only prices that seem too good to be true. Our post on why you should not use a white van man explains the risks.
Jettison is a SEPA registered waste carrier and provides full Duty of Care documentation on every job, so you have the paperwork you need for your records and any audit.
What else does the Duty of Care ask of your business?
The updated Code also expects businesses to keep waste secure while they hold it, to apply the waste hierarchy so that reuse and recycling come before disposal, and to present glass, metal, plastic, paper and card for separate collection. Plastic film is added to that list from 31 March 2027. Choosing a clearance company that reuses and recycles as much as possible helps you meet these duties. You can see what happens to items after a clearance in our guide to where your office furniture and waste ends up.
Need a compliant clearance?
Whether it is an office clearance, a WEEE collection or a soft strip, we handle the paperwork as well as the waste. Request a free quote or call 0333 880 6800.
