Waste transport permit - safe transport in practice
Before you set off with a load of waste, make sure you have the necessary documents. This way, you won't be surprised by an inspection, you won't lose your unloading window and you won't waste money on downtime. That's why it's worth starting with the basics: a waste transport permit, the right route document and consistent data in all files. These are simple steps that have a real impact on your transports.
Why does a waste transport permit matter?
Because it organises responsibility. When you have a set of authorisations, you reduce financial (penalties, stoppages), operational (nervous rebooking of loading/unloading slots) and reputational (missed deadlines with partners) risks. What's more, control goes faster and scheduled loads will be picked up on time.
How much does it cost not to have a waste permit?
In addition to the financial consequences, which you certainly do not want to expose yourself to, you must be ready for the following:
- 2-6 hours standstill for data verification
- additional storage or handling charges
- loss of slot and delays on subsequent orders
Basic concepts you should know
When starting a waste transport business, you will encounter many terms that may seem similar in meaning. However, this is only an illusion. You may also encounter multiple definitions of the same document. So, in car parks across Europe, you may hear from other drivers about A-schild permits or BDO for the Czech Republic or notification. All of these terms, although often used interchangeably, have in mind the waste transport permit. What other terms are worth knowing in the industry?
Registration in the waste register (e.g. BDO in Poland)
This confirms that the company can legally operate in the area of waste management. If you work with a subcontractor, he or she will also must have the correct entry. In Poland, we talk about BDO and, in the case of transport, the role of 'waste transporter'. Every European country applies a similar solution.
Such an entry, however, is not a substitute:
What is usually checked during inspections in Poland?
The BDO system is the cornerstone of waste operations in Poland. Inspectors who want to verify a company's operations look out for:
- whether the company is listed in the register with the appropriate role (e.g. 'waste transporter'),
- consistency of the data with the route document and consignment note,
- validity of the information, the entry itself and any changes (name, address),
- whether the subcontractor has its own up-to-date registration
Permission to transport waste
A permit is an administrative decision that specifies what waste, to what extent and who can transport it. There are countries that accept permits issued by other national authorities. Therefore, before planning a route, it is worth finding out where to obtain such a permit and how long it will take to prepare it. There are many terms circulating among drivers to describe such a document. However, these are the result of simplification and can sometimes be misleading. "BDO for the Czech Republic", "Ashild for Belgium" are just some such terms.
However, they require explicit clarification. BDO is a Polish 'invention' referring to the Waste Database. Aszild (properly spelled A-schild or A-shield), on the other hand, is a sign that German transport companies must affix to vehicles intended for transporting waste. Over the years, this label has been adopted as the standard label for all vehicles transporting waste across borders in Europe.
The most common permit errors
Obtaining a waste permit can be time-consuming and complicated. Time pressure makes it not difficult to make mistakes. Among the most common are:
- incorrect data or company name
- incompatibility of the permit scope with the transported material (wrong waste code)
- failure to meet deadlines during the preparation of the dossier, so that the permit becomes invalid or is not issued
Waste transport permits - fast and hassle-free
We know how problematic it can be to obtain a waste permit in the various countries in Europe. With our help, this process will go quickly and smoothly. Get in touch with us
e.nadolna@ekologistyka24.pl , +48 881 045 376
j.blazewicz@ekologistyka24.pl , +48 500 867 153
Notification
Notification is the result of a Prior Informed Consent (PIC) procedure. It is issued by the competent authorities of specific countries for a specific route and waste stream. It most often applies to shipments that do not qualify for the so-called 'green list' or are heading for disposal. In exceptional cases, even neutral waste, if mixed, may also be subject to such notification.
Information procedure
This is the basic procedure for the shipment of selected waste destined for recovery in EU/OECD countries. However, the resulting document called Annex VII is not a permit in the strict sense, but a set of information accompanying the cargo. This document must be complete and legible.
What should Annex VII contain?
The document resulting from the information procedure is proof that the waste has been taken from the generator and transported for management (usually for recycling). What should be included?
- data on the holder of the waste and the consignee
- information on the transport company and means of transport involved in the shipment of waste
- description and weight of the waste together with an indication of the intended management method
- signature of each party involved in transporting the waste
Will you need a waste transport permit? Check with our checklist
You will learn from it what information you should look out for before you go on the road or when you receive documents from a client. You may have already encountered them, but weren't sure what to expect or how to react. Our list will clear up your doubts.
Annex VII or notification - how to tell the difference in practice?
Above all, you need to ask yourself three questions: what should you take? where should you take it? for what purpose should you deliver it.
What should you take?
If you know that the goods you have to transport are waste, the next step is to determine the type of waste:
Hazardous waste under the Basel Convention and the ADR Agreement will be transported accompanied by a declaration and movement document (supplementary document). They are the result of obtaining approval for transboundary movements of waste. The process of obtaining such consent is called notification.
Z neutral waste The matter is simpler. A document known more widely as Annex VII must accompany such waste in transport. This is, in simple terms, a kind of waste CMR that contains all the data about the participants in the shipment, the means of transport and the final destination.
Where is the destination?
You need to check whether the delivery point is a facility in the same country where you are to load, or whether it will be located abroad.
If the waste is to be shipped abroad and meets the conditions for being classified in one of the above groups (hazardous/neutral), then whoever organises the shipment must ensure that the appropriate paperwork is in place. If he or she fails to do so, it will have a domino effect through which all those involved in the shipment will be held responsible.
What is the purpose of the delivery?
The choice of the appropriate transport document is closely linked to the intended use of the waste by its producer.
Non-hazardous (neutral) waste is usually used as a material for other products (partly or wholly). It is therefore accepted that any such waste that is hauled for recycling or recovery has an Annex VII attached to it.
Neutral ≠ safe to transport
The legislation allows for a situation in which neutral waste may be transported as hazardous
Sometimes "normal" waste is dangerous to transport (e.g. flammable, corrosive), so it is transported in accordance with the rules of the ADR Agreement: it is then given different packaging, labelling and paperwork. It is also sometimes subject to a more stringent international procedure (notification) when it is a mixture, heavily contaminated or has to be disposed of. However, the waste code does not change - only the transport and document requirements do.
We will help you prepare your documents
Don't risk stopping for an inspection. We will verify the complete set of documents and assist in obtaining the missing authorisations.
e.nadolna@ekologistyka24.pl , +48 881 045 376
j.blazewicz@ekologistyka24.pl , +48 500 867 153
Step by step: how to prepare for transport?
Paper accepts all... but until then: here comes DIWASS
The Union is putting an end to the circulation of traditional paper documents in cross-border waste shipments. Forms and receipts will be digital, tracked and verified almost in real time. This means fewer disputes during inspections and clearer rules of conduct throughout the supply chain - for companies and control authorities.
DIWASS (Digital Waste Shipment System) is a an on-line system to replace paper forms for cross-border waste shipments within the EU. Companies and authorities will file and exchange documents in it, and data will be tracked digitally. The aim is less bureaucracy, faster service and better control of legality.
It was created by EU Regulation 2024/1157 on waste shipments (replacing Regulation 1013/2006). Its digitalisation is further clarified by Implementing Act 2025/1290 of 2 July 2025. It defines the scope of cooperation of the system with national or commercial systems. It will run on the infrastructure of IMSOC, the EU system for official controls.
Most of the provisions of the new regulation will take effect from 21 May 2026. At that time, DIWASS is already expected to replace paper in intra-EU shipments (some export rules will come in later). Until then, the existing rules will apply.
Better not to test your luck
In waste transport, a minor mistake is not 'minor'. The absence of even a single signature, a discrepant EWC code or a subcontractor's incorrect entry can be very damaging. Then a simple loading operation turns into a standstill that lasts for hours - and the standstill into costs and strained customer relations. This is why the cheapest part of the whole operation can be prevention: making sure that a waste transport permit is needed and that the set of documents really does "stack up".
With us you can avoid mistakes
Fast turnaround times and reliability set us apart from other consultants. Don't take risks - put your trust in professionalism. We will check your documents and help you obtain the necessary waste transport permits. Get in touch with us:
e.nadolna@ekologistyka24.pl , +48 881 045 376
j.blazewicz@ekologistyka24.pl , +48 500 867 153
The questions our customers ask most frequently
TRANSPORT
In Poland, an entry in the BDO in the role of 'waste transporter' is sufficient. The colloquial "waste transport permit" amounts to this entry. Without the entry, transport is illegal. The paper decisions on waste transport issued by starosts expired with the activation of BDO, i.e. in 2018.
In addition to the entitlement to transport waste in the country of loading, transit and destination, you need documents such as Annex VII for the 'green list' (recovery) or a notification in other cases. You use ADR if the load has hazardous properties. You also need to remember to label your cars appropriately with an A-schild.
DOCUMENTS
The rule of thumb is: for waste from the so-called green list going for recovery, use Annex VII. Hazardous/mixed wastes destined for disposal (disposal) should always be accompanied by a notification. Verify any doubts with the consignee and the material documentation.
A complete Annex VII or notification package (consents + consignment document), CMR/e-CMR, contact details of the responsible person and, for ADR, instructions/labelling. The documents must correspond to the actual load. Of course, you must also not forget the waste transport permit. Without it, the transport will be considered illegal.
Correct code and description of the waste, planned operation (R-code), loading/unloading locations, weight, full details of the parties, signatures and dates. Formal deficiencies are the most common reason for detentions.
REQUIREMENTS AND CONTROLS
From one day to even several weeks - it all depends on the country, the office concerned and the completeness of the application. Complete, correctly prepared applications are processed faster. Thanks to our experience, we are able to significantly speed up the process of obtaining permits.
Secure the load, ensure proper packaging and labelling and, for ADR, full equipment. The driver must have a set of documents with consistent data (codes, weight, pick-up/delivery locations).
Wrong waste code/description, missing signatures on documents, weight discrepancies, no ADR despite hazardous properties, wrong consignee or operation data, missing or outdated waste transport permit. Verification of documents before leaving the loading site eliminates most problems.
