If you run skips, clearances, or any kind of waste collection in the UK, you need to know about this. DEFRA is switching waste tracking from paper to digital. The first deadline is October 2026. Here’s what that actually means for your business.
What’s changing
Right now, every time you move waste you fill in a paper Waste Transfer Note. Carbon copy book, scribble in the details, tear off a sheet, hand it over. You’ve done it a thousand times.
From October 2026, that system starts to die. DEFRA is building a digital waste tracking service that replaces paper notes with electronic records. Every waste transfer gets logged in a central database. No more carbon copies. No more filing cabinets.
The government calls it “digital waste tracking.” For you, it means your phone replaces your notepad.
Key dates
October 2026 — Waste receiving sites (transfer stations, recycling centres, landfills) must use the digital system. If the site you’re delivering to has gone digital, you’ll need to send them a digital note. Paper won’t cut it.
October 2027 — Full mandate for all carriers. Every waste transfer must be recorded digitally.
Here’s the thing most people miss: if you’re delivering to a site that’s already digital in October 2026, you need to be digital too. The 2027 date is a backstop, not a free pass.
What it means for your day-to-day
The basics haven’t changed. You still need to record who’s transferring waste, where it’s going, what it is, and the EWC codes. What changes is how you record it:
- No more carbon copy books. Notes are created and stored digitally.
- EWC codes must be accurate. No more guessing or scribbling something close enough. The system validates codes. Not sure which code you need? Look it up here — it’s free.
- Notes sync to DEFRA’s backend. Your records feed into a central government system. The Environment Agency can see them.
- Everything is searchable. No more digging through boxes for an EA inspection. Your notes are stored, backed up, and retrievable.
DEFRA is building the backend API. Private companies like us build the tools you actually use on site. Think of it like Making Tax Digital — HMRC built the system, but you use Xero or QuickBooks.
What happens if you don’t comply
This isn’t optional. Section 34 of the Environmental Protection Act 1990 makes it a criminal offence to transfer waste without a proper duty of care note.
The fine? Up to £5,000 per missing or incorrect note. That’s not a typo. One bad day, five skips, no notes — that’s a potential £25,000 problem.
Environment Agency inspections are random. They can ask to see your notes on the spot. If you can’t produce them, that’s an offence. “I left the book in the van” doesn’t cut it anymore.
How to get ready
You don’t need to panic, but you do need a plan. Here’s the short version:
1. Know your EWC codes. Every waste type has a 6-digit code. If your drivers are guessing codes or leaving them blank, that’s a liability. Use our free EWC code lookup to find the right code for any waste type. Type “soil” or “timber” and it’ll give you the code.
2. Get your paperwork in order now. If you’re still on paper, at least make sure your current notes are filled in correctly. Our free WTN generator creates a compliant PDF you can download — handy while you transition.
3. Pick a digital tool before the deadline. Don’t wait until September 2026 to figure this out. Your drivers need time to learn a new system. Trying to switch under pressure is how mistakes happen.
4. Check your waste carrier licence. Make sure it’s current. The digital system will tie into licence records. An expired licence plus no digital notes is the kind of double hit you want to avoid.
Frequently asked questions
Is WTN App an official DEFRA product?
No. DEFRA builds the backend system. Private companies build the tools carriers use — that's us. We sync directly with DEFRA's digital waste tracking API.
Does digital tracking work without internet?
It has to. Half the sites you visit probably have no signal. WTN App works fully offline. Notes are saved on your phone and sync to DEFRA automatically when you get signal back.
Do I need a new phone or tablet?
Any reasonably modern smartphone will work. iPhone or Android. If it runs WhatsApp, it'll run a waste transfer note app.
What about my old paper notes?
You still need to keep existing paper notes for the required retention period (2 years, or 3 years for hazardous waste). The digital mandate applies to new transfers going forward.
The deadline is coming. The carriers who sort this out early will have a smooth transition. The ones who leave it late will be scrambling. Don’t be the scrambler.