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United KingdomGOV.UK

Waste reporters must use a fresh spreadsheet after each submission

Defra allows several movements and sites in each upload, with separate spreadsheets per organisation. Mandatory reporting in England and Wales starts on 1 October 2026.

By Taxxa AI OyPublished 7 August 2026

Public Sector & Economy

Organisations using Defra’s Report receipt of waste service must use a new spreadsheet for each submission after uploading the previous one. They can still include multiple waste movements in a spreadsheet before submitting it, including movements from several sites operated by the same organisation.GOV Separate organisations require separate spreadsheets.GOV

Users must download the spreadsheet template.GOV They must complete the mandatory data fields and upload the completed spreadsheet.GOV They cannot use their own spreadsheetGOV or make format changes to Defra’s version. The fresh-spreadsheet instruction therefore changes the workflow between submissions, while retaining the ability to batch movements in a single upload.

The alternative is to connect waste-specific software to Defra’s Receipt of Waste API through a compatible provider. Organisations may combine API and spreadsheet submissions.GOV Each registered organisation receives its own API code, which can cover all its sitesGOV; an account containing several organisations receives a separate code for each.GOV

Eligibility and reporting times are now addressed through the linked digital waste tracking guide. It says licensed or permitted recipients of controlled waste in England and Wales must use the service from 1 October 2026GOV, including permitted operations, installations and mobile plants and permitted sites where waste is produced.GOV Its household waste recycling centre exceptions cover centres in WalesGOV and household waste received from residents at centres in England.GOV Qualifying digitally excluded operators follow a separate written-record process.

Defra’s separate guidance, Digital waste tracking: check if you need to report the waste you receive, requires records within two working days, counted from the day after receipt and excluding weekends and bank holidays.GOV In Wales, regulation 4 requires operators to take all reasonable steps to complete the specified recording and checking steps by the end of that second working day.Legislation Receiving the digital waste record number satisfies the checking requirement.Legislation Special receipt-date rules apply to hazardous controlled waste delivered by pipeline.

The annual service charge remains £26 per organisation, rather than per waste-receiving siteGOV, and the service instructions say it is not due until October 2026GOV. Each organisation must register separately even if several are added to the same Defra account.GOV

The linked guide identifies the legal framework as The Digital Waste Tracking (England) Regulations 2026 and The Digital Waste Tracking (Wales) Regulations 2026GOV; the Welsh commencement, reporting, fee and digital-exclusion provisions are regulations 1, 4, 5 and 8.Legislation

Use a fresh Defra template for each new waste-receipt submission and keep separate spreadsheets for each organisation.

Sources