Guidelines for completing an EWSR movement document
Publication | 23-12-2024
These guidelines contains the rules for reporting a shipment and filling in the vervoersdocument (movement document). Following these rules prevents unnecessary delays.
The European Waste Shipment Regulation, EWSR is known as Europese Verordening Overbrenging Afvalstoffen, EVOA in the Netherlands.
Part 1 deals with the requirements of the EWSR (EC Regulation 1013/2006) for reporting a waste shipment.
Part 2 deals with completing the movement document.
Part 3 explains what to do in some common unforeseen situations.
Part 1: Shipment procedure
The use of the word “shipment” refers to 1 load by truck, boat or train from the producer to the consignee/operator. Only 1 movement document is used per shipment of waste. The requirements that a shipment must meet are set out in Article 16 of the EWSR.
When to report
A shipment must be reported to all authorities involved and to the consignee at least 3 working days prior to the actual shipment date.
How to report
To report your waste shipment to the authorities in the Netherlands, send the completed movement document to:
The ILT: by e-mail to etm@ilent.nl and ensure that the notification number, shipment serial number and notification type is in the subject line.
The other authorities involved and the notifier: the correct reporting method is the responsibility of the consignee/operator
Completing the movement document
Blocks 1, 3, 4, 9, 10, 12,13 and 14 of the movement document are pre-filled when the waste shipment notificaiton document is submitted. You must also complete blocks 2, 5, 6, 7, 8 and 15 for each individual shipment.
Confirm within 3 days
Upon arrival of the shipment at the consignee/operator treatment site, the site operator must confirm receipt of the waste in writing to the notifier and to the relevant authorities within 3 days.
How to confirm
Confirmation can be carried out by signing block 18 of the movement document and sending it to:
The other authorities involved and the notifier: the correct method of notification is the responsibility of the consignee/operator.
Disposal or recovery declaration
As soon as possible after the waste has been processed, the consignee/processor must declare to the notifier and the authorities concerned that this has been done. This declaration of disposal or recovery must be made no later than 30 days after completion of the recovery or disposal and no later than 1 calendar year after receipt of the waste. The treatment site that carried out the recovery or disposal hereby confirms that this operation has been completed.
How to confirm
Declaration can be carried out by signing block 19 of the movement document and sending a copy to:
The ILT: by e-mail to etm@ilent.nl and ensure that the notification number, shipment serial number and notification type is in the subject line.
The other authorities involved and the notifier: the correct method of notification is the responsibility of the consignee/operator.
In case of interim recovery or interim disposal
If the interim operation at the consignee falls under code D13, D14, D15 or R12 or R13 then the treatment site where the interim operation takes place is responsible for processing the shipment.
The ILT waives the obligation to report the final operation at third-party processors after the provisional operation has been reported. The follow-up process after the final treatment of waste is covered by:
a domestic notification of waste shipments within the Netherlands, or
The ILT sees the end of the preliminary treatment as the end of the notification process for a shipment notification. Until the waste is finally processed, obligations and responsibilities remain for the notifier and processors. These continue to apply unabated.
Inspection and enforcement
In the case of a shipment the following applies:
In the event of an enforcement action by the ILT or one of its enforcement partners such as Douane (Customs) or the police, you must be able to demonstrate that all authorities involved have given their consent and that the shipment was notified to them in advance.
All movement documents, together with the notification and related documentation, must be kept for at least 5 years.
Part 2: Completing the movement document
The movement document is used several times throughout the shipment process. For each intended transport, a copy of the movement document is completed with the information relevant to that transport.
Complete legibly and clearly
Unfortunately, the ILT cannot process illegible documents and returns them to the notifier.
Please note: Avoid unnecessary delays by filling in all movement documents clearly and legibly. It is preferable to complete the documents using a PDF editing programme and not by hand.
Which blocks to complete and when
Blocks 1, 3, 4, 9, 10, 12,13 and 14 of the movement document are automatically completed when the notification document is submitted.
Blocks 2, 5, 6, 8 and 15 may only be completed at the commencement of the shipment.
Block 18 is completed when the shipment is received at the processing facility.
Block 19 is completed when processing of the waste is complete.
Blocks 1, 3, 4, 9, 10, 11, 12, 13 and 14
These blocks contain the information indicated in the corresponding blocks of the notification document. This information has been completed when the notification is submitted.
Movement document block 1: see notification document block 3.
Movement document block 3: see notification document block 1.
Movement document block 4: see notification document block 2.
Movement document blocks 9, 10, 11, 12, 13 and 14 are the same as the blocks with the same numbering on the notification document.
In this block, enter the serial number of the shipment in relation to the total number of shipments requested. Enter the serial number and the total number of shipments separated by a ‘ / ’ character. For example: 1/10; 4/250.
Please note: Entering a shipment in reverse order (250/4; 10/1) will be rejected. You must not include any other information in this block. Additional information about the container registration number, ships, or trucks is also not allowed.
In this block enter the amount of waste shipped during a shipment. If you do not know the actual quantity, you may enter an estimate.
Please note: 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. Record the estimated and actual quantity in tonnes and not in cubic metres.
The shipment notification must be submitted to all competent authorities at least 3 working days before the actual shipment date. Enter the date on which the shipment actually starts in block 6. Fill in the details clearly and legibly, preferrably using a PDF editing programme and not by hand.
Please note: The date format is: day/month/year.
Complete the method of packaging using the codes on the back of the movement document. Any special handling requirements should be indicated using a separate annex.
When submitting the initial shipment notification, it is not always known which carrier will carry out the shipment. You may leave block 8 empty. However, before the shipment starts, this block and the adjoining fields below block below it must be completed by the carrier's representative. The carrier puts their signature in the block to indicate that they has taken over the waste for shipment. This makes it possible to identify afterwards which company carried out the shipment.
More than 3 carriers
If you use more than 3 carriers for 1 shipment, complete this block as follows:
Block 8a: the 1st carrier
Block 8b: the 2nd carrier
Block 8c: the last carrier
Then tick the option More than 3 carriers. Enter the other carriers with the same details as in blocks 8a, 8b and 8c in an annex.
Enter name, signature and date in this block. Do this at least 3 working days before the shipment is due to take place.
If name, date or signature are not entered, the movement document cannot be registered.
Send the document no t to:
The ILT: by e-mail to etm@ilent.nl and ensure that the notification number, shipment serial number and notification type is in the subject line.
The other authorities involved and the notifier: the correct method of notification is the responsibility of the consignee/operator.
This block must be completed if:
The consignee is not the person who disposes of or recovers the waste.
The consignee takes charge of the waste upon arrival.
Complete block 17 only if the shipment arrives at the consignee and it is not a recovery or disposal site. If the waste is shipped directly to the treatment site, do not complete block 17.
Once the waste has arrived, the holder of the processing site fills in block 18. The consignee/processor notifies all relevant authorities and the notifier as soon as possible. This must be done no later than 3 days after receipt of the shipment.
Tick either ‘Shipment received at disposal facility’ or ‘or recovery facility’ blocks.
Tick the box ‘Accepted’ or ‘Rejected (*)’.
Enter the date of reception and the quantity received.
Fill in the name of the signatory (not the company name), date of reception and signature.
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. Record the estimated and actual quantity in tonnes and not in cubic metres.
If the above details are not (fully) filled in, the document cannot be registered.
Sending a movement document
Send the movement document no later than 3 days after receiving the transport to:
The ILT: by e-mail to etm@ilent.nl and ensure that the notification number, shipment serial number and notification type is in the subject line.
The other authorities involved and the notifier: the correct method of notification is the responsibility of the consignee/operator.
Once the waste has been processed, the processor fills in block 19.
Please note: fill in all data completely, otherwise the document cannot be registered.
The processor sends a copy of the document to all relevant authorities and to the notifier. This must be done no later than 30 days after processing and for a maximum of 1 calendar year after receiving the waste.
Send the document to:
The ILT: by e-mail to etm@ilent.nl and ensure that the notification number, shipment serial number and notification type is in the subject line.
The other authorities involved and the notifier: the correct method of notification is the responsibility of the consignee/operator.
Part 3: Unforeseen situations in transit
If a waste shipment not go ahead on the intended and notified date, you must notify the ILT and all other authorities involved that the shipment is cancelled. This can be done by resending the movement document with the same movement serial number with a large line diagonally across the sheet and the text ‘Ingetrokken’ or ‘Cancelled’ on it.
Send the document to:
The ILT: by e-mail to etm@ilent.nl and ensure that the notification number, shipment serial number and notification type is in the subject line.
The other authorities involved and the notifier: the correct method of notification is the responsibility of the consignee/operator.
Shipment to be carried out at a later date
If the shipment will still be carried out at a later date, the shipment must be notified as if it were a new shipment. This means that you must use a new movement document with a consecutive, not yet used serial number.
If the difference between the original and reported transfer date is less than 2 days then the ILT may grant permission to carry out the transport using the existing movement document. However, this is subject to certain conditions. For example, if you want to transport a day earlier or later, please contact the ILT using the question form. Enter ‘Request for permission waste shipment 1 day earlier/later’ in the Subject field.
After the ILT has issued the EWSR decision, it is possible to request additional shipments. This is possible if:
the specified transport period has not expired, and
the indicated quantity is not exceeded.
You can request additional shipments by sending a request in writing that all authorities involved add a number of extra shipments to the notification. You submit this request to the ILT using the page Modifying an existing EWSR waste shipment notification. After you have received a written positive response from all authorities, the extra shipments can take place.
If a waste shipment cannot be received at the consignee/processor for any reason, the return waste shipment procedure starts.
Tick the "Rejected" box in block 18 of the movement document. Then immediately contact all authorities involved. You report the rejected waste shipment with the movement document to the ILT by email to returnshipment@ILenT.nl
For more information on the return procedure, go to Retourtransport afval (in Dutch).
