DIWASS and Annex VII: How to prepare waste shipment documentation without errors
In the article below, we examine the procedures relating to the cross-border shipment of waste from the so-called ‘green list’ following the implementation of mandatory digitalisation. In the text, we highlight the key elements of the forms and the most common formal errors made by entities involved in international trade.
Do you need help registering your business on the DIWASS platform?
Contact us and entrust the care of your business to professionals:
e.nadolna@ekologistyka24.pl , +48 881 045 376
j.blazewicz@ekologistyka24.pl , +48 500 867 153
The relationship between the system and the document
The DIWASS system does not replace Annex VII – it is an ICT system under which, from January 2027, this document will have to be generated digitally and registered two days before the cross-border shipment of waste. Digitisation is becoming mandatory as part of a phased roll-out from 2026.
DIWASS (Digital Waste Shipment System) It is a pan-European digital platform. Annex VII, in turn, is a specific template for an information document that accompanies so-called ‘green list’ waste (e.g. clean scrap metal, waste paper, selected plastics) being moved between countries.
DIWASS is a tool and a database, whilst the digital Annex VII is the content you enter into this tool. Failure to provide the required documentation, or if it is invalid, may result in the transport being deemed illegal.
What do you enter into the system, and what appears on the document?
Most of the fields in the DIWASS form will correspond one-to-one with the traditional paper Annex VII. The system is designed to automatically map the data entered to the official template.
| A field in the DIWASS system | Equivalent in Annex VII | What should I enter? |
| Consignor/Notifier | Field 1: Sender | Full details of the transport company, including its registration number (e.g. BDO in Poland). |
| Consignee | Field 2: Recipient | Details of the final recipient of the waste in the country of destination. |
| Carrier | Field 5: Carrier | The transport company’s details and the vehicle’s registration numbers. |
| Waste Identification | Field 10: Waste code | The Basel Code (e.g. B1010 for scrap metal) and the code from the European Waste Catalogue (EWC). |
| Recovery Operation | Field 11: Recovery process | Operation code R (e.g. R4 for metal recycling, R5 for other inorganic materials). |
The most common mistakes made during digital recording
A significant proportion of errors in transport documentation are due to rushing and a failure to verify contractors’ details.
A quick checklist before approving a shipment
Before clicking „Send” in the DIWASS system, please ensure you have ticked off the following points. This will prevent your vehicle from being stopped at the border.
☐ Has the correct waste shipment procedure been selected? (green list / notification)
☐ Is the waste code correct and consistent with the documentation?
☐ Do the consignor, consignee and carrier hold the required registrations and licences?
☐ Are all parties registered in the DIWASS system?
☐ Does the recovery or disposal facility hold the necessary permits?
☐ Is the transport information complete (route, transit countries, planned dates)?
☐ Have all the required documents been prepared (e.g. Annex VII or documents relating to the notification)?
☐ Does the data entered into DIWASS match the transport documents?
☐ Have the requirements of the transit countries and the country of destination been checked (local obligations, registrations, permits)?
☐ Has the required notification period prior to the start of transport been observed?
☐ Does the person responsible for transport have access to the DIWASS account and will they be able to respond to any notifications from the authorities?
☐ Have you checked the latest announcements regarding the operation of DIWASS and any technical issues?
Digital standardisation as a prerequisite for business continuity
The implementation of the DIWASS platform will ultimately eliminate the circulation of paper documents, making the digital registration of Annex VII an absolute prerequisite for the legality of any international shipment of green-list waste. Failure to fully validate data before the start of the shipment carries the risk of severe financial penalties and the cargo being detained at the border. The key to maintaining logistical fluidity lies in the error-free mapping of counterparties’ data and rigorous verification of statuses within the system before the consignment leaves the loading point.
Author: Jakub Koszyński | Proofread by: Paweł Makowski
