Free Waste Transfer Note Template for Liquid Waste Collections

The gov.uk waste transfer note template works for general waste, but it's not set up for liquid waste collections. You still have to look up EWC codes, add cesspit-specific fields, and adapt the format for tanker rounds. This guide provides a liquid-waste-specific template and links to a free digital generator that pre-populates the fields you need for every cesspit or septic tank collection.

What a Liquid Waste WTN Must Include

Under the Waste (England and Wales) Regulations 2011, every waste transfer note must contain:

Waste details:

• Description: Septic tank sludge, cesspool waste, grease trap waste or drain jetting waste — match the actual waste type
• EWC code: 20 03 04 for untreated septic tank sludge, 16 10 02 for the contents of a sealed cesspool. These are different codes for different things: RPS 231 states "you must not … use the waste code 20 03 04 to describe waste other than untreated septic tank sludge", and RPS 241 plus the T21 exemption guidance classify cesspool waste as 16 10 02. A mixed load lists both.
• Quantity in litres
• Container: Vacuum tanker (include vehicle registration)

Transfer details:

• Date and time of collection
• Full collection address (including postcode or grid reference for rural properties)
• Disposal site name and Environment Agency permit number

Carrier details:

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

Waste producer details:

• Customer name and address
• SIC code (business premises only — not required for domestic customers)

Signatures:

• Carrier signature and date
• Waste producer signature and date

Both parties must keep copies for at least 2 years.

Template for Individual Liquid Waste Collections

WASTE TRANSFER NOTE — LIQUID WASTE COLLECTION

Date: ____________  Time: ____________

WASTE DETAILS
Description: ____________________________
  (septic tank sludge / cesspool waste / grease trap waste / drain jetting)
EWC Code: ____________
  (20 03 04 septic tank sludge | 16 10 02 cesspool waste |
   19 08 09 grease+oil, edible only | 20 03 06 drain jetting)
Quantity: ____________ litres
Container: Vacuum tanker  Reg: ____________

COLLECTION ADDRESS
____________________________________________
____________________________________________
Postcode: ____________

WASTE CARRIER
Name: ____________________________________________
Address: ____________________________________________
Registration No: ____________
Tel: ____________

WASTE PRODUCER
Name: ____________________________________________
Address: ____________________________________________
SIC Code (if business): ____________

DISPOSAL SITE
Name: ____________________________________________
Permit No: ____________

SIGNATURES
Carrier: ________________________  Date: ____________
Producer: _______________________  Date: ____________

Retain this note for a minimum of 2 years from the date of transfer.

Season Ticket Template for Recurring Customers

If you empty the same customer's cesspit on a regular cycle, use a season ticket — a single WTN covering up to 12 months of transfers. You still need to log each individual collection. For more on how season tickets fit into recurring contracts and the renewal cycle, see our annual waste transfer notes and season tickets guide.

WASTE TRANSFER NOTE — SEASON TICKET

Valid from: ____________  To: ____________  (max 12 months)

CUSTOMER DETAILS
Name: ____________________________________________
Property: ____________________________________________
Tank type: Cesspit / Septic tank / Package treatment plant
Approx. capacity: ____________ litres
Emptying cycle: Every ________ weeks

WASTE DETAILS
Description: ____________________________
EWC Code: ____________
  (20 03 04 septic tank sludge | 16 10 02 cesspool waste |
   19 08 09 grease+oil, edible only | 20 03 06 drain jetting)
Container: Vacuum tanker

CARRIER DETAILS
Name: ____________________________________________
Registration No: ____________

DISPOSAL SITE
Name: ____________________________________________
Permit No: ____________

SIGNATURES
Carrier: ________________________  Date: ____________
Producer: _______________________  Date: ____________

COLLECTION LOG
| Date | Time | Quantity (L) | Tanker Reg | Disposal Site | Driver |
|------|------|-------------|-----------|--------------|--------|
|      |      |             |           |              |        |
|      |      |             |           |              |        |
|      |      |             |           |              |        |

Retain for 2 years after the last transfer covered by this ticket.

Use the Free Digital Generator Instead

Rather than printing and hand-filling these templates, use our free liquid waste transfer note generator. It pre-populates EWC codes for liquid waste, generates a formatted note you can download, and eliminates the legibility issues that come with carbon-copy pads.

The generator deliberately does not pre-select a code — it makes you pick between 20 03 04 (untreated septic tank sludge) and 16 10 02 (cesspool waste), which are not interchangeable — and includes fields for tanker registration, disposal site permit numbers, and season ticket marking, all the liquid-waste-specific details that generic gov.uk templates don't include.

Tips for Using These Templates

Print in bulk with your carrier details pre-filled. Your business name, address, and registration number don't change between collections. Pre-fill these fields on printed copies to save time on-site. Only the customer-specific and job-specific fields need completing at each collection.

Keep a disposal site reference sheet in the cab. List your usual treatment works with their names and EA permit numbers. Copy the permit number onto the WTN at the point of discharge — not from memory back at the office.

Use the season ticket for any customer you visit more than twice. The up-front time to set up a season ticket pays back immediately in reduced per-visit paperwork. For a round of 200 recurring customers, that's 200 season tickets vs. potentially thousands of individual WTNs per year.

Go digital before the mandate. Paper templates will be replaced by digital records from October 2027 for waste carriers. Starting with a digital WTN tool now means you won't scramble when the deadline arrives. See our guide on digital waste tracking for cesspit and tanker operators.

Where to Find the Official Gov.uk Template

The Environment Agency publishes a standard waste transfer note form at gov.uk — duty of care waste transfer note template. It's available as a fillable PDF. You can use this template or any alternative document that includes all the required information. For a complete walkthrough of what goes in each field for liquid waste, see our guide on how to complete a waste transfer note for liquid waste.

Sources

• GOV.UK — Duty of care waste transfer note template
• GOV.UK — Waste transfer notes
• The Waste (England and Wales) Regulations 2011

This guide covers England. Other UK nations have separate requirements. This is not legal advice.