How to Complete a Waste Transfer Note for Liquid Waste Collections

Every time you empty a cesspit or septic tank, you need a waste transfer note. No exceptions. This is the document that proves you collected the waste legally, carried it as a registered carrier, and delivered it to a licensed disposal site. Get it wrong and you're exposed during an Environment Agency inspection. Get it right and it takes two minutes.

This guide walks through completing a waste transfer note specifically for liquid waste collections — the EWC codes, required fields, and shortcuts that apply to cesspit and tanker operators.

What Goes on a Liquid Waste Transfer Note

A waste transfer note must be completed and signed by both parties — the waste producer (your customer) and the waste carrier (you) — at the point of transfer. The gov.uk guidance on waste transfer notes sets out the requirements. Here's what each field looks like for a typical cesspit emptying job.

1. Waste Description and EWC Code

For cesspit and septic tank sludge, the European Waste Catalogue code is 20 03 04 (septic tank sludge). This is classed as absolute non-hazardous waste.

Use this code for:

Domestic cesspit waste
Septic tank sludge
Package treatment plant sludge

Different codes for different waste types:

Grease trap waste: 19 08 09
Chemical toilet waste: use the appropriate chapter 20 code
Mixed liquid waste from commercial/industrial sources: may fall under chapter 16 or 19 — check the gov.uk sludge waste codes guidance

Using the wrong EWC code is a compliance violation. If you collect both cesspit waste (20 03 04) and grease trap waste (19 08 09) on the same round, record each with its correct code.

2. Quantity

Record the volume collected in litres or gallons. For liquid waste, this is typically estimated based on the tanker's gauge or the known capacity of the cesspit.

A standard domestic cesspit holds 18,000 litres (minimum for 2 users per building regulations). If you pump it dry, record 18,000 litres. If you do a partial empty, estimate the volume based on your tanker gauge reading before and after.

3. Container Type

For tanker operators, this is straightforward: vacuum tanker. Note the tanker registration number — this links the WTN to a specific vehicle for audit purposes.

4. Date, Time, and Location

Record the date and time of collection and the full address of the property. For rural properties without a postcode (common with remote cesspits), include a grid reference or what3words location. The disposal site address and permit number go here too — record where you discharged the load.

5. Carrier Details

Your details as the waste carrier:

Business name and registered address
Waste carrier registration number (your EA upper tier number)
Contact details

Your waste carrier registration number is publicly searchable on the Environment Agency public register. Customers and enforcement officers use this to verify your status.

6. Waste Producer Details

The customer's details:

Name and address of the waste producer (the property owner or occupier)
Their Standard Industry Classification (SIC) code if it's a business premises

For domestic customers, the SIC code isn't required — just record their name and property address.

7. Signatures

Both the waste carrier and the waste producer must sign the transfer note. For liquid waste collections, the practical challenge is that the homeowner may not be present when you pump. Options:

Get a standing signed authorisation from recurring customers (covering all scheduled collections)
Leave a copy for the customer to sign and collect it on the next visit
Use a digital signing solution — a signature on a phone or tablet screen at the point of collection

Season Tickets for Recurring Customers

If you empty the same customer's cesspit on a regular schedule, you can use a season ticket instead of completing a fresh WTN every visit. A season ticket is a single waste transfer note that covers multiple transfers over up to 12 months.

You still need to record each individual collection: date, time, quantity, and location. The season ticket just means you don't need a separate signed note for every visit.

Retention: Keep the season ticket and all individual collection records for 2 years after the last transfer covered by the ticket.

Season tickets are particularly useful for operators managing 100+ recurring domestic customers. Instead of 100 signed WTNs per round cycle, you have 100 season tickets renewed annually with a collection log for each visit. For more on the renewal cycle, retention rules, and how season tickets fit into recurring contracts, see our guide on annual waste transfer notes and season tickets.

Common Mistakes That Catch Operators Out

Missing EWC code: Writing "cesspit waste" or "sewage" without the 20 03 04 code. The waste description in words alone isn't enough — the EWC code is mandatory.

Wrong disposal site details: Recording the disposal site name but not the permit number. If the Environment Agency asks where the waste went, they want the permit-holder reference, not just "the local treatment works."

No record of partial loads: If you're collecting from multiple properties on the same round, each collection needs its own WTN entry (or season ticket log entry) — even though the waste is mixed in the same tanker.

Expired carrier registration: Your waste carrier registration expires every 3 years. If it lapses, every WTN you've issued since expiry is technically non-compliant. Set a renewal reminder well before expiry — registration costs £125 to renew via the EA online registration service.

Carbon-copy legibility: If you're still using paper pads, the second and third copies need to be legible. Smudged ink or faded carbon copies don't meet the "produce within 7 days" requirement if the text can't be read. This is one of the strongest practical arguments for going digital.

Keeping Records

Both you and your customer must keep a copy of the waste transfer note (or season ticket plus collection records) for at least 2 years from the date of transfer. You must be able to produce it within 7 days if requested by the Environment Agency or local authority. For the full breakdown of Duty of Care requirements for waste carriers, including penalties for non-compliance, see our dedicated guide.

The law doesn't specify paper or digital — electronic records are acceptable, provided you can produce them on demand. The Waste (England and Wales) Regulations 2011 sets out these retention requirements.

Practical tip: If you're managing records for hundreds of recurring customers, a folder-per-customer system (paper or digital) makes retrieval easier than a chronological pile of carbon copies. From October 2026, the Defra digital waste tracking service will provide a centralised digital record, but until then, the filing system is your responsibility.

What Changes in October 2026

Defra's digital waste tracking service rolls out in two phases: waste receiving sites must record digitally from October 2026, and waste carriers (including cesspit operators) from October 2027. After your phase begins, paper waste transfer notes will no longer satisfy the Duty of Care requirements under Section 34 of the Environmental Protection Act 1990.

For liquid waste operators, the core WTN information stays the same — waste description, EWC code, quantity, carrier details, disposal site. The change is the medium: digital instead of carbon-copy paper.

For a full breakdown of what the mandate means for cesspit and tanker businesses, see our guide on digital waste tracking in 2026. You can also try our free liquid waste transfer note generator to see how a digital WTN works for liquid waste collections.

Quick Reference

For every liquid waste collection, your WTN must include:

Waste description: Septic tank sludge
EWC code: 20 03 04
Quantity in litres
Container: Vacuum tanker (include registration)
Collection date, time, and full address
Disposal site name and permit number
Your waste carrier registration number
Customer name and address
Both signatures (or standing authorisation for recurring customers)
Retain for 2 years minimum

The official gov.uk waste transfer note template is a good starting point if you need a paper form — though there's no required format as long as all the information is present. For pre-filled options ready to use for liquid waste collections, see our WTN templates for liquid waste.

Sources

This guide covers England. Scotland, Wales, and Northern Ireland have separate regulatory bodies and may have different requirements. This is not legal advice — for specific compliance questions, contact your local Environment Agency office.