Free WTN Retention Date Calculator
Enter the date a waste transfer took place. This calculator shows you the earliest date you can legally destroy the record, based on the retention periods set out in UK waste regulations.
Important
If you are involved in, or aware of, an ongoing Environment Agency investigation or legal proceedings related to this transfer, you must retain the note until the matter is fully resolved, even if the standard retention period has passed.
How long do you have to keep waste transfer notes?
Under the Environmental Protection (Duty of Care) Regulations 1991, all waste transfer notes must be kept for a minimum of 2 years from the date of transfer. For hazardous waste consignment notes, the Hazardous Waste (England and Wales) Regulations 2005 require a minimum of 3 years.
Why does retention matter?
The Environment Agency can request to see your waste transfer notes at any time during an inspection. If you cannot produce a note for a transfer that happened within the retention period, you may face fines of up to £5,000 under Section 34 of the Environmental Protection Act 1990. Digital storage makes this simple. Every note is searchable and backed up.
Practical tips
- Keep notes for longer than the minimum if storage isn't an issue. Five years gives a comfortable buffer.
- Never destroy notes related to a disputed transfer or an ongoing investigation.
- Digital notes are easier to retain. No filing cabinets, no lost paperwork, no fire risk.
- From October 2026, digital waste tracking is expected to create a central audit trail through DEFRA.
WTN App stores every note digitally. You'll never accidentally destroy a note too early.
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