Record-Keeping & Audit Trails Under WEEE: Best Practices For Businesses

Under the Waste Electrical and Electronic Equipment (WEEE) Regulations, businesses across the UK have a legal duty to manage electronic waste responsibly. This includes keeping clear, accurate records. Whether you’re a producer, distributor, or recycler, maintaining proper documentation is essential for demonstrating compliance and avoiding costly penalties.

At Collect and Recycle, we help businesses stay compliant with WEEE requirements while ensuring their electronic waste is collected, processed, and recycled in line with environmental standards. 

Here’s what you need to know about record-keeping and audit trails under WEEE.

Why Record-Keeping Matters Under WEEE

The Environment Agency (EA) regularly carries out inspections and audits to ensure businesses are meeting their WEEE obligations. Accurate records are your evidence of compliance. They prove that your business has correctly handled, transferred, and recycled electronic waste.

Failing to maintain these records can result in:

• Fines or enforcement action for non-compliance
• Delays or penalties during audits or permit renewals
• Reputational damage if poor waste management practices are uncovered

In short, a strong audit trail protects both your business and the environment.

Key Documents to Maintain

Depending on your role in the WEEE chain, different records will apply. The most common include:

1. Waste Transfer Notes (WTNs)

For non-hazardous WEEE, a Waste Transfer Note must accompany every transfer of waste between parties.

WTNs record key details such as:

• The type and quantity of waste
• The European Waste Catalogue (EWC) code
• The date and parties involved in the transfer

These documents demonstrate that waste has been passed only to authorised carriers and treatment facilities.

2. Hazardous Waste Consignment Notes

If the equipment contains hazardous components, such as batteries, cathode ray tubes, or fluorescent lamps, a Hazardous Waste Consignment Note (HWCN) must be used instead.

This ensures that potentially dangerous materials are handled, transported, and treated safely, in accordance with environmental legislation.

3. WEEE Evidence Notes

Approved Authorised Treatment Facilities (AATFs) and exporters issue WEEE Evidence Notes to prove the tonnage of WEEE that has been properly treated, reused, or recycled.

These notes form the foundation of compliance reporting for producers and compliance schemes.

Best Practices for WEEE Record-Keeping

To build a reliable audit trail and simplify compliance:

1. Keep all records for a minimum of three years (or longer if required by your compliance scheme).
2. Use digital systems to track waste movements and store documentation securely.
3. Regularly audit your waste management partners: Ensure they are properly licensed and provide compliant paperwork.
4. Ensure staff are trained in identifying WEEE and completing transfer notes accurately.
5. Review your documentation regularly to check for gaps or expired records before an EA inspection.

How Collect and Recycle Can Help

At Collect and Recycle, we support businesses across the UK with fully traceable electronic waste collection and recycling services.

We handle the necessary paperwork, from Waste Transfer Notes to WEEE evidence, ensuring your organisation remains fully compliant under current legislation.

Whether you’re disposing of IT equipment, office electronics, or large volumes of industrial WEEE, our service provides peace of mind with complete audit trails and environmentally responsible recycling.