These guidelines will help you fill in an EWSR waste shipment kennisgeving (notification) so that it meets all the EWSR requirements.
The European Waste Shipment Regulation, EWSR is known as Europese Verordening Overbrenging Afvalstoffen, EVOA in the Netherlands.
Notification of shipment after consent
A separate guide is available for reporting shipments in DIWASS after acknowledgement of consent.
Information on EWSR notification procedure and reporting a notification
- Extensive information on the notification procedure can be found on The EWSR notification procedure.
- Information on how to submit a notification can be found on Submitting an EWSR notification in the Netherlands. The steps from reporting to approval are clearly laid out.
Part I – Notification document
Notifier
If you want to ship waste from the Netherlands to another country you must act as notifier in accordance with Article 2(15) of the EWSR. Which parties (can) be notifiers is listed on The EWSR notification procedure.
Authorisation required when producer does not act as a notifier
If the producer (block 9) is not acting as a notifier (block 1) then an authorisation to notify is required. In that case, use the model authorisations provided by the ILT:
Financial guarantee
Before the ILT can issue a notification document, financiële zekerheid (financial guarantee) must be provided by the notifier. This can take the form of a bankgarantie (bank guarantee) or by paying a borgsom (deposit) into the ILT’s bank account. More information on this can be found in Annex 1 at the bottom of this page.
Enter into a contract in cases of Nuttige toepassing (recovery) or verwijdering (disposal)
If this notificaition is for the recovery or disposal of waste the notifier and the consignee must enter into a contract . This applies to any shipment of waste for which a notification is required. More information on contracts can be found under Article 5 of the EWSR.
Organisation in the Netherlands
If the consignee is a business operating from the Netherlands then the VIHB number or KVK number must be entered.
Address details
Address information consists of street name and house number, city or town, postcode, country, contact person, telephone number (with international dialling code) and e-mail address. Specifying a fax number is allowed, but not required.
- Use of a postbus (PO Box) address is not permitted.
- It is compulsory to provide a telephone number and e-mail address.
- Entering multiple addresses in block 2 is not allowed.
Block 3
Enter the notification number in block 3.
Block 3A
In block 3A, indicate whether the shipment is individual or multiple.
Block 3B
In block 3B, indicate whether disposal or recovery is required.
Block 3C
If recovery is required indicate whether the recovery site is classified as a Vooraf Goedgekeurde Inrichting, VGI (pre-consented recovery facility, in Dutch). Verify whether the recovery site also has a permit for the waste you want to transfer, and whether the duration of the consent matches the shipment period you enter in block 6.
Go to the OECD Control System for waste recovery on the Organization for Economic Cooperation and Development, OECD website for an international overview of pre-consented recovery facilities.
If the facility has pre-consented status you must be able to prove this. Attach this proof as an annex to the notification.
In block 4 enter the number of shipments that can be carried out in the period mentioned in block 6. If you are shipping the waste to a pre-consented recovery facility and selecting a longer shipment period, adjust the number of shipments accordingly.
If necessary, enter a slightly larger number of shipments. A request to increase the number of shipments requires the agreement of all authorities involved. Outside the Netherlands, costs (fees) may be calculated on the basis of the number of shipments or the quantity of waste you want to ship.
In cases of several types of means of transport
If several types of means of transport are used (e.g. ship and truck), the smallest means of transport (in this case the truck) is leading for the number of shipments. Only in certain exceptions can you use the largest means of transport for the number of shipments. The following conditions apply:
- It must be bulk shipments. For containers, tankers, etc., the largest shipment unit is never possible.
- The ILT oversees the shipments that take place in the Netherlands.
- You are required to document every shipment using the smallest means of transport. When submitting a notification that uses the largest transport unit, you are required to provide evidence for this in the notification.
- Every shipment using the smallest means of transport must contain at least the following information:
- Notification number
- Shipment serial number
- Total weight of the largest transport unit: ship
- All weights of the smallest transport unit: truck
- Date on which you received the waste
This information must also be available for inspection.
Additionally, the following applies to export notifications:
- The largest transport unit is allowed to be used only for loading waste into ships within the port area.
The following applies to import notifications:
- The largest transport unit is allowed to be used if the final part of the transport to the facility that carries out the disposal or recovery takes place by road.
Quantity in tonnes
In this block enter the amount of waste to be shipped. If you do not know the actual quantity, you may enter an estimate.
- Do not use a comma but a full stop to indicate thousands. For example: 1.000 or 10.000. This is due to the fact that our numbering systems are in Dutch.
- In principle, you do not need to fill in cubic metres, but some authorities outside the Netherlands require the quantity to be indicated in cubic metres.
No increase in waste quantity allowed after approval
After approval of the notification, you cannot apply to the ILT for an increase in the quantity of waste you wish to transfer.
Pre-consented recovery facility: total intended quantity for entire period indicated
For waste that is intended to be shipped to a pre-consented recovery facility, you must enter the total planned quantity of waste to be shipped for the entire period you enter in block 6.
Shipment period
The maximum shipment period is 1 year.
Shipment period for pre-consented recovery facilities
Where waste is being shipped to a pre-consented recovery facility, you may request a shipment period of up to 3 years. If so, enter the number of shipments in block 4 and the total intended quantity for the whole period in block 5.
Enter time period
Enter the first and last day of the period. For a 1-year period.
This is correct:
- First departure: 1 May 2025, Final departure: 30 April 2026
This is not correct:
- First departure: 1 May 2025, Final departure: 1 May 2026
Enter the method of packaging here using the codes (numbers) on the back of the notification document (see list of packaging types below).
Packaging type, bulk and special handling requirements
- If you enter number 9 ('other') under 'Type of packaging', please add the type of packaging (for example, IBC or tanker).
- Bulk falls under number 8.
- If you tick 'Yes' under 'Special handling requirements' list these requirements in a separate annex
Packaging type(s)
- Drum
- Wooden barrel
- Jerrican
- Box
- Bag
- Composite packaging
- Pressure receptacle
- Bulk
- Other (specify)
Enter the requested details of the intended carrier here. Use the VIHB number as the registration number.
Multiple carriers
If there are several carriers, you can add a list as an annex. Enter in block 8 ‘See annex ...’ to refer to the list of all carriers.
In this annex you must enter the following details for all carriers:- Registration number (VIHB number if the carrier also transports waste in the Netherlands)
- Full name
- Address, postcode, city or town, country
- Telephone number (with international dialling code). Fax number is optional
- Contact name
In addition, please attach registration and insurance certificates from all carriers. More information can be found on this page in Part III - Annex 3 Transport.
Means of transport
For means of transport, please fill in the code(s) on the back of the notification document:
- R = Road
- T = Train/rail
- S = Sea
- A = Air
- W = Inland waterways
Enter waste generator(s) – producer(s) of the waste
Enter the generator(s) of the waste (initial producer or new producer). According to Article 2(9) of the EWSR, the producer is ‘anyone whose activities produce waste (original producer) and/or anyone who carries out pre-processing, mixing or other operations resulting in a change in the nature or composition of this waste (new producer)’.
If all the details of the producer (facility) are the same as those of the notifier in block 1, enter: ‘See block 1’.
Various producers
If the waste arose from collection from various producers and is the notifier (collector) in block 1 also listed in block 9? Then you must state in an annex which producers the waste was collected from. This can be done at sector level, for example ‘garages’.
Single producer
If you indicated 1 producer you must also list this producer as notifier in block 1, unless another natural or legal person acts as notifier (pursuant to Article 2(15) of the EWSR). In this case, the producer must co-sign the notification document (block 17).
Waste generation site and method
At the bottom of block 9 under ‘Site and process of generation’, enter where the waste was generated and by which process. For example: ‘Amsterdam Waste Producer, waste collection’.
Disposal facility or recovery facility
Enter the details of the disposal or recovery facility in block 10. If the facility is the same as the consignee specified in block 2, enter: ‘See block 2’. Tick whether it is a disposal or recovery facility.
Interim disposal or interim recovery
If interim disposal (codes D13, D14 or D15) or interim recovery (codes R12 or R13) are used, enter the actual disposal or recovery site on the bottom line.
Further processing at several operators
If further treatment take place at several plants because of the specified interim operation please indicate in an appendix which fractions of the waste are processed and how at which plants. More information on the data to be reported can be found in Part III of this guidance document, Appendix 5: Processing.
“Green” listed waste
If waste listed as “green” arise during interim disposal or interim recovery you only need to enter where the waste is finally processed at sector level. For more information, go to Indeling afvalstoffen EVOA (EWSR waste classification, in Dutch).
Waste treatment process
Enter in block 11 how the waste will be processed:
- Enter the D-code or R-code. These can be found on the back of the notification document.
- Describe the technology employed.
- Indicate the reason for export.
In a separate annex describe which operations have been applied to the waste and the technology used. More information can be found in Part III of this guidance document, under Annex 5: Processing.
Reason for export
You only need to indicate the ‘Reason for export’ section if you import waste destined for removal to the Netherlands from a country outside the EU. The reason for export is a request from the country of dispatch to import the waste into the EU on the basis of Article 41(4) of the EWSR.
Interim operation
If the operation is interim (codes R12, R13 or D13, D14, D15) enter both the interim operation and the final operation in block 11.
Enter both designation and composition here:
- The designation of the waste or trade name and the names of its main components (quantity and/or hazard).
- The composition (concentrations) of the waste.
Include additional information on composition in a separate annex. More information can be found in Part III of this guidance under Annex 4: Origin and composition.
Enter the code (number, see below) for the physical characteristics of the waste at normal temperature and pressure. This code is also used to determine the amount of the security deposit.
The code numbers as listed on the back of the notification document:
- Powdery/powder
- Solid
- Viscous/paste
- Sludgy
- Liquid
- Gaseous
- Other (specify)
i), ii) and iii)
For i) and ii) you may only specify 1 waste code from Annex III, IIIA, IIIB, IV or IVA.
You can’t enter codes for both i) and ii). If there is no code for the waste, enter ‘Not classified’ or ‘N/A’.
The codes under i), ii) and iii) can be found in Annexes III, IV and V of the EWSR.
If several EC codes apply to number iii) you must enter at least the most appropriate code on the notification document. If the other codes not fit on the document include them in a separate annex. This is done automatically when completing the notification document on the MijnILT web portal (in Dutch).
iv) en v)
Use codes iv) and v) if they apply to the waste to be shipped in the country of dispatch or destination.
vii)
Code vii) is not required by the EWSR or the OECD Decision, except where the shipment of waste falls under category Y46 or Y47 of the Basel Convention. In that case, enter the Basel code at 14i.
viii) en ix)
The codes to be used in viii) and ix) are on the back of the notification and movement document.
x) en xi)
Codes x) and xi) must be entered if you have specified a UN class at ix). The codes and descriptions in the International Carriage of Dangerous Goods Act (ADR) must be used.
Depending on the hazardous characteristics of the waste, regulations may apply to ship the waste under the ADR. Annex A, 5.4.1.1 of the ADR requires the movement document to include the correct transport name. That name must be stated on the movement document in both Dutch and German for a transport to Germany.xii)
Under xii), when importing and exporting waste to and from the EU, you must provide the customs code(s) so that customs offices can identify the waste. Use the list of codes and commodities according to the World Customs Organisation's Harmonised System (HS). For more information, go to the World Customs Organization website or view the harmonized system codes at the foreign-trade.com website.
No codes for iv to xii
If there are no codes for lines iv) to xii) enter a dash or ‘n/a’.
Row a)
On row a), enter the name of the country or Member State concerned in full or use the country code from ISO 3166. You can find a list of the country codes on the ISO Online Browsing Platform (OBP).
Row b)
On row b) enter the authority’s code number. These code numbers can be found on the European Commission's website under Implementation of Waste Shipment Regulation. Select ‘Contact details for Competent Authorities in Member States’.
Row c)
Enter in row c) the border crossing point at which the waste leaves and enters the country. If transported by road, also indicate the road number at the border crossing point. See Grensovergangen voor EVOA-transport (EWSR shipment border crossings, in Dutch).
For example, enter: ‘s Heerenberg (N316) – Emmerich (220).
This applies to both the exporting country, the importing country and the country or countries of transit. Are more than 3 transit countries involved? If so, please give the information on the transit countries (information from block 15) in a separate annex.
Imports into the EU
When importing into the EU, enter under ‘Entry’ the customs office where the waste is cleared.
Export from the EU
When exporting from the EU, under ‘Exit’ enter the customs office where the waste leaves the EU.
For ‘Export’ enter the customs office where the waste is cleared.
Notifier and producer’s signature
Enter the name of the notifier's/generator’s authorised representative signing the form (no company name) and the date of signature.
- If the notifier/generator and producer are the same only the notifier signs the notification document.
- If the notifier/generator and producer are not the same then both must sign the notification document.
Signature of an authorised representative
If the signature is from an authorised representative of the notifier or producer then enter the name of the authorised person in block 17. Indicate also the date of signature.
You must enclose an authorisation with a description of the activities to which the authorisation applies. Please use the model authorisations provided by the ILT:
- Machtiging voor een geregistreerd handelaar of makelaar (Authorisation for a registered trader or broker, in Dutch).
- Machtiging voor administratieve afhandeling kennisgeving (Authorisation for administrative processing of notification, in Dutch).
This authorisation must be signed by the notifier and/or producer.
Enter the number of annexes enclosed.
The complete movement document can be found in Annex 1B of the Regulation (EC) 1013/2006.
Part II – Movement document
The blocks below are the only blocks to be filled in when submitting a notification.
- Block 1 movement document: see block 3 notification document.
- Block 2 movement document: see block 4 notification document (only the total number of shipments).
- Block 3 movement document: see block 1 notification document.
- Block 4 movement document: see block 2 notification document.
- Block 7 movement document: see block 7 notification document.
- Block 9 movement document: see block 9 notification document.
- Block 10 movement document: see block 10 notification document.
- Block 11 movement document: see block 11 notification document.
- Block 12 movement document: see block 12 notification document.
- Block 13 movement document: see block 13 notification document.
- Block 14 movement document: see block 14 notification document.
See also the instruction for the relevant block of the notification document.
Blocks 2, 5, 6, 8 and 15 may only be completed at the start of the shipment. More information on completing these blocks and the shipment procedure can be found in the Guidelines for completing an EWSR movement document.
You can fill in block 7 when submitting a notification or reporting a shipment.
Complete the method of packaging using the codes on the back of the movement document. Indicate any ‘Special handling requirements’ in an annex and submit it with the movement document.
Complete this block as soon as the shipment arrives at the importer/consignee (only if it is not a processing facility). If this does not apply, leave the block blank.
The holder of the processing facility must complete this block within 3 days of receiving the shipment and report the processing to the relevant authorities.
Once the waste has been disposed of or recovered, the operator must complete this block and report this to the relevant authorities. This block and potentially accompanying certificate must be signed and reported for completion no later than 1 year after receiving the waste.
Part III – Annexes
EWSR Annex II Parts I and II state what information on the notification document and movement document for which you can provide an annex. The information often does not fit in the form. Therefore, you can include it in a separate document. You can add the additional information and documentation from EVOA Annex II Part III as annexes.
Please note: Indicate on each annex the notification number from block 3 of the notification document.
When applying for an EWSR notification, Article 6 – Financial guarantee requires a financial guarantee to be provided. The most convenient and common type is a deposit or a bank guarantee. The EWSR also contains the possibility of the use of an insurance policy equivalent to the sum required. This option is more complex and requires more time to verify.
The financial guarantee is intended for the authority of dispatch to cover costs incurred due to:
- Take-back in case a shipment cannot be completed as planned (EWSR, Article 22).
- Take-back in case of illegal shipment (EWSR, Article 24).
The financial guarantee is generally established by the notifier and in favour of the authority of dispatch. The financial guarantee may be provided by a third party on condition that the notifier is indicated as the paying agent.
The financial guarantee obligation with the authority in the Netherlands can be fulfilled in 3 ways:
- Depositing the amount into the account of the ministerie van Infrastructuur en Waterstaat (Ministry of Infrastructure and Water Management).
- Having a bank guarantee issued in the name of the Staat der Nederlanden.
- Taking out equivalent insurance (this option is complex).
Sending a bank guarantee
If you have a bank guarantee issued, please send the original copy to:
Inspectie Leefomgeving en Transport
Leefomgeving Afvalstoffen/EVOA
Graadt van Roggenweg 500
3531 AH Utrecht
the NetherlandsAmount of financial guarantee
The amount of the financial guarantee is determined in the Netherlands on the basis of the Regeling EG-verordening overbrenging van afvalstoffen (NL regulation on the EC Regulation on waste shipments, in Dutch). For information on the main principles in this scheme, go to Voorwaarden en hoogte borg afvaltransport (Waste shipment deposit amount and conditions, in Dutch).
To calculate the amount of the deposit for a notification, please use the Afval Borgtool (in Dutch).
Further information
For information on conditions, amount of financial security, bank guarantee and deposit, go to Voorwaarden en hoogte borg afvaltransport (Waste shipment deposit amount and conditions, in Dutch).
Contract templates
The contract to be supplied must comply with the EWSR (see EWSR Annex II, Part 1, points 22 and 23, and Part 3, point 12)
You will find 3 contract templates (Dutch, German and English) at Voorbeelden van verplichte bijlagen bij EVOA-kennisgeving (Sample mandatory annexes for EWSR notifications, in Dutch). If you use (1 of) these contract templates, you will be complaint with the EWSR provisions.
Please note: Mention the notification number from block 3 of the notification document in the contract. Enter the name of the authorised representative signing the contract and the date of signature. Entering only a company name is not sufficient.
Consignee and processor other legal entity
If the consignee and processor of the waste not from the same company (other legal entity). Then the contract must be signed by the notifier, the consignee and the processor.
Afvalstoffenbelasting Buitenland mandatory declaration
For the Afvalstoffenbelasting Buitenland (waste tax outside the Netherlands), you must have a written statement from the consignee of the waste materials. In this written statement, the consignee clarifies the way in which the transported waste was received and processed. The EWSR contract does not require the consignee to provide this written statement. You must make your own arrangements on this with the consignee of the waste.
Route itinerary
- Attach a description of the route of the waste from the departure location to the disposal or recovery site. Include all border crossings, including those of transit countries. If a border crossing has several roads, give the road number of the border crossing.
- Indicate the length of the route between the departure location and the disposal or recovery site.
Carrier registration certificate
Transporting a shipment by road, inland waterway and rail
A Vervoerders, Inzamelaars, Handelaars en Bemiddelaars van afval, VIHB registration number must be submitted for every carrier transporting waste in the Netherlands. This VIHB registration must be valid during the shipment. A declaration that all carriers have a valid VIHB registration is also sufficient. The declaration must include the carrier's name, address, place of residence and VIHB registration number.
Please note: a haulier based outside the Netherlands who ships waste in the Netherlands must also register on the VIHB list with the Internationale Wegvervoer Organisatie, NIWO (National and International Road Haulage Organisation).
For more information, go to VIHB-nummer on the Landelijk Meldpunt Afvalstoffen website (national waste registration office, in Dutch). Or go to VIHB waste registration on the NIWO website.
Transporting a shipment by seagoing and inland vessels
When transporting a waste shipment by seagoing vessels, enter the details of the shipping company or companies as described in block 8. You may also attach a certificate of registration from the International Maritime Organisation (IMO) or a declaration (from the notifier) that the ocean vessel is registered with the IMO.
In the case of inland vessels, state the vessel's registration number. A declaration (by the notifier) that the vessel is registered is also sufficient.
Forwarding agent
If a forwarding agent has the shipments carried out by different carriers, you must attach the registration certificates of these carriers. If these carriers ship through the territory of the Netherlands, you must attach a VIHB registration. You can also suffice with a declaration that all hauliers have a VIHB registration. This declaration must include the name, address, place of residence and VIHB registration number of the carrier.
Carrier insurance certificate
Each carrier transporting waste shipments in the Netherlands must enclose proof of insurance against liability for damage to third parties. The insurance must be valid at least at the start of the shipment period (the start date on the notification document in block 6, planned period for shipments).
Shipments outside the EU
If you are exporting waste to a country outside the EU you do not need to enclose registration certificates or registration statements and insurance certificates for carriers carrying out the shipments outside the EU.
List of carriers
If there are several different carriers, you can also attach a list of the carriers. There is no set format for this list. Include the registration numbers (for the Netherlands: VIHB number), policy numbers, contact and address details.
Please note: As notifier, you should check the delivery requirements of the competent authority of destination. If the competent authority of destination asks for a copy of a VIHB registration or an insurance policy and you cannot suffice with a list of carriers, add these as an annex to the notification document. This will prevent the authority of destination from asking for them during the assessment.
Additional information
Block 7 of notification document and movement document
If you indicated that ‘Special handling requirements’ are needed for the waste during shipment you must include these requirements in an annex.
Block 8 notification document
When specifying carriers in an attachment, include the following information with all carriers:
- Carrier registration number.
- Full name of the carrier.
- Address, postcode, town/city, country.
- Telephone number (including country code) and fax number if any.
- Full name of the contact person.
Block 15 notification document
If there are more than 3 transit countries involved in the shipment, please provide the following information in an annex for each transit country:
- Code numbers for each competent authority.
- Place of entry and departure.
- The relevant customs office if the shipment is leaving the EU.
1. Describe the origin of the waste in an annex:
- The production process by which the waste was generated. If the waste comes from different sources or from collection, please indicate the industry level at which the wastes were collected.
2. Give the composition of the wastes in an annex. The waste declaration must be:
- Accurate and complete.
- Contain as narrow a range of different characteristics as possible.
- 100% comprehensive.
If the waste consists of mixtures or mixed flows, such as construction and demolition waste or industrial waste then you must:
- Indicate the fractions intended for recovery.
- Subdivide the percentages into averages and as narrow a range as possible.
- Subdivide the residual fractions into the components that these fractions mainly consist of.
Analysis
Attach a chemical analysis if the authorities require it for proper assessment and classification of the waste.
The chemical analysis must be unambiguously traceable to the waste and must not be older than 1 year. Only the full analysis report is accepted, so no loose pages.
If the analysis is older than 1 year but still representative of the waste to be shipped, you must indicate this in the annex.
I.
Describe in an annex the method of handling the waste at the disposal or recovery site.
II.
In case of recovery (codes R1 to R13), EWSR Annex II, part 1 sub 20 also requires you to provide information of the following:
- Planned method of disposal of the residual waste after recovery.
- Amount of recovered material in relation to residual and non-recoverable waste.
- Estimated value of the recovered material (expressed in currency).
- Cost of recovery (expressed in currency) and cost of disposal of the non-recoverable waste (expressed in currency).
If a processor not want to provide data on the estimated value or cost due to business interests the notifier may also ask the consignee/operator to send the required disposal or recovery data directly to the competent authorities. For more information, see EWSR Annex II, 20c and 20d2.
III.
In the case of interim recovery or interim disposal:
If the disposal or recovery site involve interim recovery or interim disposal you must indicate where the waste will be finally processed. In an appendix, include the following information:- Name, address, country, telephone number (and fax number if applicable), registration number, contact person and possibly an e-mail address of all sites.
- The technology used by all disposal or recovery sites involved (method of disposal or recovery).
Sub-stream green list waste exports
For a sub-stream of waste on the green list (EWSR Annex III), in the case of intra-EU and OECD shipments, you only need to indicate at the branch level where the waste is finally disposed of or recovered. For exports to non-OECD countries, you must also provide the name, address and residence of the disposal or recovery site and the method of disposal or recovery.