Every field you need to report — explained
DEFRA splits a waste receipt into two levels: the movement (one row per arrival) and the items (the breakdown of what was in that load). Every field below applies whether you submit via API or spreadsheet.
Waste movement level
One row per receipt. Captures who, where, when and how the waste arrived.
Waste receipt details
| Field | Status | Description |
|---|---|---|
| Your unique reference | Mandatory | This is a reference for your waste movement. You will need this to link the waste movement to the associated waste item(s). After uploading this will be replaced with a Waste Tracking ID, which you can provide to your customers. |
| Site name | Mandatory | See DEFRA template for full guidance. |
| Site address | Mandatory | See DEFRA template for full guidance. |
| Site postcode | Mandatory | See DEFRA template for full guidance. |
| Receiver’s authorisation number | Mandatory | A permit or exemption number that allows a site to accept waste for recovery or disposal. |
| Regulatory position statements (RPS) | Optional | Statements that confirm what activities you do not require a permit for. You can add multiple RPS codes. They must be separated by a semi colon ( ; ). |
| Receiver email | Optional | See DEFRA template for full guidance. |
| Receiver phone number | Optional | See DEFRA template for full guidance. |
Waste movement details
| Field | Status | Description |
|---|---|---|
| Date and time received | Mandatory | The date and time must be in the London/Europe timezone and in the format: dd/mm/yyyy hh:mm:ss. For example, 01/01/2026 09:30:00 |
| Hazardous waste consignment code | Conditional | See DEFRA template for full guidance. |
| Give reasons for not having a consignment number | Conditional | See DEFRA template for full guidance. |
| Special handling requirement | Optional | Handling instructions for waste that has the potential to cause harm. |
Waste carrier details
| Field | Status | Description |
|---|---|---|
| Carrier registration number | Mandatory | Required for all businesses and organisations that transport, buy, sell or dispose of waste. |
| Give reasons for not having the carrier registration number | Mandatory | See DEFRA template for full guidance. |
| Carrier organisation name | Mandatory | See DEFRA template for full guidance. |
| Carrier address | Optional | The full business location address of the carrier. |
| Carrier post code | Optional | The business location post code of the carrier. |
| Carrier contact email address | Optional | The email address of the carrier. |
| Carrier contact phone number | Optional | The waste carrier business contact number. |
| Means of transport | Mandatory | For example road, rail, air or sea. |
| Vehicle registration number (if by road) | Conditional | See DEFRA template for full guidance. |
Waste broker details
| Field | Status | Description |
|---|---|---|
| Broker or dealer organisation name | Optional | See DEFRA template for full guidance. |
| Broker or dealer address | Optional | See DEFRA template for full guidance. |
| Broker or dealer post code | Optional | See DEFRA template for full guidance. |
| Broker or dealer email | Optional | See DEFRA template for full guidance. |
| Broker or dealer phone number | Optional | See DEFRA template for full guidance. |
| Broker or dealer registration number | Optional | See DEFRA template for full guidance. |
Waste item level
One or more rows per receipt — one per EWC code in the load. Captures what the waste actually is and how it's going to be treated.
Waste receipt details
| Field | Status | Description |
|---|---|---|
| Your unique reference | Mandatory | For example, a weighbridge ticket number or waste transfer note number. |
Waste item details
| Field | Status | Description |
|---|---|---|
| EWC code | Mandatory | A 6-digit code that classifies and describes the waste. You can add multiple EWC codes. They must be separated by a semi colon ( ; ). If you enter only one EWC code, please ensure that Excel does not format the code as a date by prefixing the code with a single quote ( ‘ ). No spaces should be added when entering EWC codes. |
| Waste description | Mandatory | A detailed description of the waste, including physical characteristics, composition and if it’s potentially hazardous. |
| Physical form | Mandatory | For example, gas, liquid, solid, powder, sludge or mixed. |
| Number of containers used | Mandatory | See DEFRA template for full guidance. |
| Type of containers | Mandatory | For example, large industrial skips. |
| Weight unit of measurement | Mandatory | For example, kilograms, grams or tonnes |
| Total weight of waste | Mandatory | See DEFRA template for full guidance. |
| Is the waste weight estimated? | Mandatory | See DEFRA template for full guidance. |
| Does the waste contain persistent organic pollutants (POPs)? | Mandatory | POPs are poisonous chemical substances that break down slowly and get into food chains. |
| POP name & concentration value | Conditional | For example, Aldrin, Chlordane or Dieldrin. Concentration is recorded as mg per kg, please only enter the numeric value. Enter a POP code and concentration value by separating with an equals sign (=). You can add multiple POP codes into each individual cell. They must be separated by a semi colon ( ; ). For example, ALD = 50; PCDD_PCDF = 25 |
| How did you determine the POPs components? | Conditional | Tell us how you determined the hazardous components, examples could be "Provided with the waste", or "Guidance". If you were not provided with any documentation or relevant guidance, you can submit "Not Provided" |
| Is the waste hazardous? | Mandatory | Hazardous waste is any waste that is potentially harmful to human health or the environment. |
| Hazardous property codes (Haz code) | Conditional | A code used to classify hazardous waste, for example HP_1 (Explosive waste) or HP_2 (Oxidising waste). If you have multiple Haz codes, separate them by a semi colon ( ; ). For example, HP_1 ; HP_3 |
| Component name & concentration value | Conditional | Concentration is recorded as mg per kg, please only enter the numeric value. Enter a component name and concentration value by separating with an equals sign (=). If you have multiple components & concentrations, separate them by a semi colon ( ; ). For example, Cadmium = 50; Trichloroethylene = 25 |
| How did you determine the Hazardous components? | Conditional | Tell us how you determined the hazardous components, examples could be "Provided with the waste", or "Guidance". If you were not provided with any documentation or relevant guidance, you can submit "Not Provided" |
| Disposal / Recovery code & Weight | Mandatory | A code that determines the most appropriate treatment and recovery option for your waste. For each EWC code there must be at least one D or R code. Choose a D/R code, weight/quantity for each code, unit of measurement and an estimate. You can do this by seperating with an equals sign (=). You can add multiple Disposal or Recovery codes. They must be separated by a semi colon ( ; ). For example, D12 = 30 = kg = Estimate; R10 = 10 = kg = Actual |