Guidelines for completing an EWSR notification document

Name and address details

Enter the Vervoerders, Inzamelaars, Handelaars en Bemiddelaars van afval, VIHB registration number (in Dutch) or the KVK number at the top.

For the company name, enter the statutory name that appears on the KVK extract. The same statutory name is used in the notification document, movement document, contract and borgstelling (bond).

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

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:

• 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).

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. 

In addition, the following applies to export notifications:

• The largest shipment unit is only possible for loading waste into ships within the port area.

And applies to import notifications:

• The largest shipment unit is possible if the last part of the shipment to the treatment site 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)

1. Drum
2. Wooden barrel
3. Jerrican
4. Box
5. Bag
6. Composite packaging
7. Pressure receptacle
8. Bulk
9. 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: 

1. Powdery/powder
2. Solid
3. Viscous/paste
4. Sludgy
5. Liquid
6. Gaseous
7. 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.

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.