A New Era for Waste Transfer Notes: Why Waste Movers Need to Get Digital by 2026
For waste movers, paperwork is just part of the job, but by 2026, one long-standing part of the job is set to change for good.
Waste Transfer Notes (WTNs), the documents used to record the movement of waste, have been part of the admin routine for decades. But from October 2026, the paper versions you use will no longer be accepted by receiving sites. Instead, every waste movement in England, Scotland and Wales will need to be tracked and recorded digitally.
For some, it is a big shift. But like any change, it is not just about compliance. It is about progress.
What is a Waste Transfer Note?
If you have ever moved waste, you have filled one in. If you have ever received waste you’ll have received one. WTNs are legal documents that record what was moved, who moved it, where it came from and where it was disposed. They are there to make sure waste is handled properly and to create a paper trail (or soon, a digital one) that shows everything was done above board, whilst maintaining compliance in line with Regulation 12 of the Waste (England & Wales) Regulations 2011 and Regulation 12 of the Waste (Scotland) Regulations 2012.
Traditionally, these have been handwritten, typically produced by drivers or site staff before being updated/shared at the collection point, the weighbridge, the waste transfer station, the offices etc, being passed to and fro before eventually being scanned and/or stored in paper files. It is a process most waste movers know like the back of their hand, but it is not without its faults. Notes go missing, handwriting gets misread, processing delays occur and errors creep in.
Why is It All Going Digital?
In short, to tackle waste crime, improve transparency, reduce the environmental impact associated with the documenting of waste movements, modernise the system and connect all waste stakeholders together.
For waste movers, it means less paperwork, better organisation and one less thing to worry about during an audit.
What Does That Mean for You?
If you are a waste mover, it means change.
From October 2026, you’ll do exactly what you do now, just in a different way – you’ll be logging every waste movement you do electronically using a compliant system. That includes collecting digital signatures and storing everything securely. It will take a bit of getting used to, sure, but once you are up and running, it will feel like a step forward.
What Does That Mean for Your Customer?
Instant access to the waste transfer note at the point of collection, or delivery means they’re no longer hanging around waiting for a copy. With electronic notes being passed from your driver to whoever needs them at the touch of a button means less paperwork for all.
How Does It Work in Real Life?
With the right system in place, the process is simple:
- When a job is requested, a WTN is created with all the correct details pre-populated.
- The driver captures a digital signature.
- The signed form is instantly saved, shared by the driver at the point of collection/delivery and sent to the customer.
- Everything is backed up, easy to find and ready if you are ever asked to produce it.
It is quicker, cleaner and more reliable than the old-fashioned method.
Helping You Make the Switch
At HaulTech, we know that change can feel like a hurdle, but it does not have to be. We have already helped hundreds of waste movers across the UK move from paper to digital, and our Transport Management System is built to make the process smooth, simple and stress-free.
With our system, you can:
- Digitally sign and complete Waste Transfer Notes on the go
- Instantly share them whilst onsite and with your customers
- Keep everything stored securely in the cloud
- Stay compliant without the paperwork headache
And because we know waste movement and haulage, we do not just leave you to figure it out on your own. Our team offers full training and support to help your drivers and office staff feel confident from day one.
Looking Ahead
The October 2026 deadline might feel a way off, but it will be here before you know it. HaulTech is already providing solutions for hundreds of companies who are already seeing and feeling the benefits of ditching paper Waste Transfer Notes and going digital.
Not only are DWTN proving hugely beneficial to their customers, resulting in many users of HaulTech’s DWTN winning additional business as a result of the system; It is also helping these companies to save time & money in areas that were impossible to identify and quantify prior to having a system.
These companies are now winning more business, processing more work, doing more loads, raising more invoices and growing their businesses, all through the knowledge and information provided by HaulTech’s system. So why sit and wait until 2026 when your competitors are already taking a lead and driving change, improvement and visibility through their businesses today?
How to Contact Us
And if you want a hand getting started, we are here when you are ready.
If you’re being affected by the new Digital Waste Transfer Note laws and need some support then contact HaulTech today by completing the short form below, calling us on 01782 66 22 44 or emailing us at hello@haultech.co.uk.
