How Long Should You Keep a Hazardous Waste Consignment Note?

If you’re moving hazardous waste from one premises to another, you’ll most likely need a hazardous waste consignment note.

Whether you’re a business owner or environmental manager, it’s essential to understand the importance of consignment notes and how they work.

This blog post explains everything you need to know about hazardous waste consignment notes. We cover why they’re crucial, when you need them and how long you should keep them to follow the law and handle hazardous waste safely.

What is a Hazardous Waste Consignment Note?

A hazardous waste consignment note is a legal document used to track the movement of hazardous waste from one location to another. This document is essential for ensuring that hazardous waste is handled safely, responsibly, and in compliance with environmental regulations. It details the type of waste being moved, its quantity, origin, and destination, as well as the parties involved in its transfer.

How Long Should You Keep a Hazardous Waste Consignment Note?

In England and Wales, it is a legal requirement to keep copies of all hazardous waste consignment notes for at least three years. This rule ensures there’s a legal record of the waste transfer, which must be available for auditing by the Environment Agency.

When is a Hazardous Waste Consignment Note Needed?

Whenever hazardous waste is transported, it must be accompanied by a correctly completed hazardous waste consignment note. This is essential for several scenarios, including when waste is taken from the producer’s site to a disposal site, or even when moving between premises within the same company, either by the producer themselves or a third party.

The consignment note ensures that all transports of hazardous waste are thoroughly documented from start to finish. It ensures that all parties involved, including the hazardous waste producer and facilities authorised to accept hazardous waste, are fully informed of their responsibilities and the specific details of the waste being handled. This systematic tracking helps keep the entire process safe and compliant with UK regulations.

When is a Hazardous Waste Consignment Note Not Needed?

You don’t need a hazardous waste consignment note in a couple of situations. First, you don’t need a consignment note if you’re moving domestic hazardous waste from a home to the first place it gets collected – and it’s not asbestos waste. This kind of waste is usually less risky and in smaller amounts than what businesses handle, so the process is more straightforward.

Also, you do not need a consignment note when hazardous waste crosses international borders and is handled under international waste shipment controls. 

These exceptions help make things a bit easier for less risky or internationally regulated waste movements.

How to Fill in a Hazardous Waste Consignment Note

Here’s a detailed breakdown of how to fill out a hazardous waste consignment note correctly, including what each part of the consignment note entails and who is responsible for completing it.

Part A: Notification Details

• Who completes it? The waste producer or holder is responsible for filling out this part before the waste is collected.

• What to include? This section captures essential information such as the waste’s origin and destination. It consists of the consignment note code, which must be uniquely generated for each movement. This code reflects the premises where the waste is being moved from and tracks the waste consignment throughout its journey.

Part B: Description of the Waste

• Who completes it? The waste producer or holder completes this before the waste is collected.

• What to include? This part should detail the source of the waste, the processes that produced it, its composition, and its properties. It is vital to include the European Waste Catalogue (EWC) code, which categorises the waste type, and a full written description to ensure all parties understand the nature of the hazardous waste produced.

Part C: Carrier’s Certificate

• Who completes it? The registered waste carrier examines the details provided in Parts A and B and completes this section before transporting the waste.

• What to include? The carrier (company) name, address, telephone/email details, carrier registration number and vehicle registration number. This part ensures that the waste carrier acknowledges the nature of the hazardous wastes they are transporting and confirms that the waste consignment has been described accurately.

Part D: Consignor’s Certificate

• Who completes it? The consignor fills this out, and they must be present when the waste is collected.

• What to include? This section serves as a double-check, confirming that the information provided earlier is accurate and complete. It includes the consignor’s confirmation and signature, acting as a formal declaration of the waste details.

Part E: Consignee’s Certificate

• Who completes it? The consignee or the person receiving the waste at the destination.

• What to include? When the waste arrives, the consignee must carefully compare and confirm that all sections of the consignment note match the actual characteristics of the received waste. They must either confirm the acceptance of the waste or reject it based on its compliance with the descriptions and safety regulations provided. This part is crucial for ensuring that the waste received is as described and that the facility is authorised to accept such hazardous waste under a permit.

By carefully filling out each part of the hazardous waste consignment note, everyone involved—from the person who makes the waste to the one who receives it—ensures that hazardous materials are managed safely and according to the law.

What is the Difference Between a Consignment Note and a Waste Transfer Note?

The main difference between a hazardous waste consignment note and a waste transfer note (WTN) is what they are used for and the details they include. 

A waste transfer note is for non-hazardous waste, and it covers basic information like who’s giving away the waste and who’s receiving it, as well as what type and how much waste there is. This document ensures that non-hazardous waste is handled correctly but doesn’t go into much detail.

On the other hand, a hazardous waste consignment note is used for waste that could be hazardous to people or the environment. This includes batteries, asbestos, solvents, paints, brake fluids, pesticides, and oils. These need to be dealt with very carefully.

The consignment note has detailed information necessary for safely handling, managing, and disposing of hazardous waste, ensuring everything complies with legal standards. It’s a thorough document that covers the specifics of waste and the rules for safely moving and disposing of hazardous materials. 

While both notes are used to track waste management responsibly, a consignment note deals with the added risks of hazardous materials.

Hazardous Waste Consignment Notes are Essential

Filling out and maintaining hazardous waste consignment notes is crucial for meeting environmental regulations and ensuring the safe, legal transport of hazardous materials, including during the same business movements. Whether you are a waste producer, carrier, or consignee, understanding how to complete these documents to manage hazardous waste responsibly is essential.

If you need more information on hazardous waste and disposal, check out our services at Hazport. From identifying to disposing of hazardous waste, our team is here to help your business manage hazardous waste.