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How to Complete Annex VII Documentation

Practical Guide to Annex VII Requirements for Green-Listed Waste Shipments

Last updated: March 2026 | Regulatory basis: Regulation (EU) 2024/1157

Key Points​

  • Annex VII documentation accompanies shipments of green-listed waste that do not require prior notification and consent.
  • The document identifies the parties involved in the shipment and the intended recovery operation.
  • From 21 May 2026, Annex VII documents must be created and transmitted electronically through DIWASS or interconnected systems.

Overview​

Annex VII documentation is the simplified control procedure that accompanies transboundary shipments of waste listed in Annex III to Regulation (EU) 2024/1157 (green-listed waste). Unlike the full notification procedure, green-listed waste does not require prior written notification and consent from competent authorities before shipment. Instead, the shipment must be accompanied by an Annex VII document that provides traceability and ensures that the waste is destined for recovery operations that are compatible with the waste type.

The document serves to track the shipment from producer or holder through transport to the recovery facility, and to confirm the identity of the arranger, the waste description, and the intended recovery operation. Its role is to maintain environmental safeguards and enable enforcement authorities to verify that green-listed waste is shipped and recovered in accordance with the Regulation, without imposing the full notification and consent process reserved for higher-risk waste.

The Annex VII procedure is therefore simplified compared to the notification procedure but remains a mandatory compliance requirement for green-listed waste shipments between Member States and, where applicable, with third countries.

Annex VII documentation requirements arise under Regulation (EU) 2024/1157 of the European Parliament and of the Council of 11 April 2024 on shipments of waste. The Regulation specifies the content of the Annex VII document and the obligation to complete and retain it for shipments of waste listed in Annex III (green list) intended for recovery.

Similar requirements previously existed under Regulation (EC) 1013/2006, which required an Annex VII document to accompany shipments of green-listed waste. The new Regulation continues this approach and, from 21 May 2026, requires the document to be created and transmitted electronically via the Digital Waste Shipment System (DIWASS) or interconnected systems, in accordance with Commission Implementing Regulation (EU) 2025/1290.

The regulatory objective is to ensure traceability of green-listed waste shipments, to enable competent authorities to verify that shipments are destined for appropriate recovery operations, and to support enforcement and reporting obligations under the Regulation.

When Annex VII Applies​

Annex VII documentation applies to shipments that meet all of the following:

  • Green-listed waste — The waste is listed in Annex III to Regulation (EU) 2024/1157 (the green list). Only waste that falls within the scope and conditions of the green list may be shipped under the Annex VII procedure.

  • Shipments intended for recovery — The waste is destined for a recovery operation (R code) as defined in Annex II to Directive 2008/98/EC. Shipments of waste destined for disposal are subject to the notification procedure, not Annex VII.

  • Shipments between EU Member States — The Annex VII procedure applies to shipments within the European Union. For shipments to or from third countries, additional rules and, where applicable, the notification procedure may apply depending on the waste type and destination.

Annex VII does not apply in the following situations:

  • Waste not on the green list, or waste on the green list that does not meet the conditions specified in the Regulation (e.g. mixed or contaminated waste that no longer qualifies).
  • Shipments of waste destined for disposal.
  • Shipments requiring prior notification and consent under the Regulation (e.g. certain hazardous waste, waste not on the green list, or shipments to which the notification procedure applies by virtue of national or EU rules).
  • Shipments that are exempted from the Annex VII requirement under specific provisions of the Regulation (e.g. certain small quantities or specific waste streams where the Regulation provides an exemption).

Operators must verify the classification of their waste and the applicable procedure (Annex VII or notification) before organising the shipment.

Structure of the Annex VII Document​

The Annex VII document typically includes the following categories of information, as required by the Regulation and by the format used in DIWASS or national systems:

Consignment information. Identification of the shipment (e.g. reference number, date), the arranger of the shipment, and the intended recovery facility.

Waste description and classification. A description of the waste and its classification under the European Waste Catalogue (EWC) or equivalent. The waste code and description must correspond to an entry on the green list (Annex III) and must accurately reflect the waste being shipped.

Parties involved in the shipment. The name and address of the waste producer or holder, the arranger (person who arranges the shipment), the consignee (recovery facility), and, where relevant, the carrier or carriers. Contact details may be required for verification purposes.

Transport details. Information on the means of transport, the point of departure and destination, and, where applicable, the carrier. For multi-stage transport, each carrier and transfer point may need to be recorded.

Recovery facility details. The name and address of the recovery facility, its registration or permit number where required, and the recovery operation (R code) that will be performed. The facility must be authorised to carry out that operation for the type of waste concerned.

Declarations by the arranger. Declarations that the information provided is accurate, that the waste is destined for recovery, and that the shipment complies with the conditions for green-listed waste. Signatures (or electronic equivalent) of the arranger and, where required, of the producer and consignee.

The purpose of each section is to provide a complete audit trail and to allow competent authorities and other parties to verify that the shipment is lawful and correctly documented.

Completing the Document Step by Step​

1. Identify the arranger of the shipment​

The arranger is the person or undertaking that arranges the shipment (e.g. the waste producer, a broker, or a dealer). The arranger is responsible for ensuring that the Annex VII document is completed and accompanies the shipment. Identify the arranger and enter their details in the document.

2. Record the waste description and code​

Describe the waste accurately and assign the correct EWC code. The waste must correspond to an entry on the green list (Annex III). Incorrect classification may result in the shipment being treated as notifiable waste, leading to enforcement action or rejection by the recovery facility or competent authority.

3. Identify the producer and consignee​

Record the name and address of the waste producer (or holder) and of the consignee (the recovery facility). Ensure that the consignee is authorised to receive the waste and to carry out the intended recovery operation.

4. Record transport and carrier details​

Enter the means of transport, the carrier or carriers, and the route (point of departure and destination). Where custody of the waste changes during transport, each carrier and transfer should be reflected in the document or in associated carrier transfer certificates, as required by the Regulation and by DIWASS from 21 May 2026.

5. Confirm recovery operation details​

Specify the recovery operation (R code) that the facility will perform and confirm that the facility is permitted or registered for that operation. The R code must be appropriate for the waste type and consistent with the green list conditions.

6. Complete declarations and signatures​

Complete the declarations required by the Regulation (accuracy of information, destination for recovery, compliance with green list conditions). Provide the signature or electronic signature of the arranger and any other party required by national or EU rules. From 21 May 2026, completion and transmission are carried out electronically via DIWASS.

Compliance implications of incorrect information. Providing false or misleading information in the Annex VII document is a breach of the Regulation and may lead to administrative or criminal penalties. Incorrect waste codes or facility details may also result in the shipment being stopped at the border or rejected by the consignee. Operators should verify all information before submission and retain records for the period required by law.

Electronic Annex VII under DIWASS​

From 21 May 2026, Annex VII documents must be created and transmitted electronically through the Digital Waste Shipment System (DIWASS) or through national or commercial systems interconnected with DIWASS, in accordance with Commission Implementing Regulation (EU) 2025/1290.

Digital document creation. The Annex VII document is completed in electronic form via the DIWASS interface or an interconnected system. Paper-based Annex VII documents will no longer satisfy the legal requirement for shipments within the scope of the Regulation.

Submission timelines. The Regulation and implementing acts may specify how far in advance the document must be submitted (e.g. before the shipment begins or before departure). Operators should confirm the applicable timeline with their competent authority and ensure that the document is submitted within the required period.

Integration with shipment records. The electronic Annex VII document is linked to the shipment in DIWASS. Movement and reception are recorded in the system, and the recovery facility issues electronic confirmation of receipt and, in due course, of completion of the recovery operation. This integration ensures a full digital audit trail.

Electronic confirmation of recovery. Upon receipt of the waste, the recovery facility confirms receipt in DIWASS. Upon completion of the recovery operation, the facility issues a completion certificate. These steps close the lifecycle of the Annex VII shipment in the system.

Operators must ensure that all sites involved in the shipment (producer, arranger, facility, carriers) are registered in DIWASS where required, and that they use the correct access route (central DIWASS interface, national system, or commercial software) as specified by their competent authority.

Common Compliance Issues​

Operators frequently encounter the following issues when completing Annex VII documentation. Addressing them reduces the risk of non-compliance and of shipment delays or rejections.

Incorrect waste classification. Using an incorrect EWC code or describing the waste in a way that does not match the green list entry. This may lead to the waste being treated as non-green-listed and subject to the notification procedure, or to enforcement action. Ensure that the waste is correctly classified and that it meets all conditions of the relevant green list entry (e.g. no mixing with other waste types that would disqualify it).

Missing carrier details. Failing to record the carrier or carriers, or omitting transfer points and carrier transfer information. Complete transport and carrier information is required for traceability and for compliance with the Regulation and with DIWASS workflows.

Incomplete facility information. Omitting the recovery facility’s registration or permit number, or the R code for the recovery operation. The consignee must be clearly identified and must be authorised to carry out the stated recovery operation for the waste in question.

Incorrect recovery operation codes. Specifying an R code that does not match the actual operation to be performed, or that is not permitted for the waste type. The R code must correspond to the operation that the facility will carry out and must be consistent with the green list and with the facility’s permit.

These errors affect regulatory compliance because they undermine traceability, may mislead competent authorities or the consignee, and can result in the shipment being unlawful. Operators should implement internal checks and, where necessary, seek guidance from their competent authority or from the recovery facility before completing the document.

Key References​

  • Regulation (EU) 2024/1157 of the European Parliament and of the Council on shipments of waste
  • Commission Implementing Regulation (EU) 2025/1290 establishing technical and operational requirements for the Digital Waste Shipment System (DIWASS)
  • European Commission — Waste shipments

Legislative References​

[1] Regulation (EU) 2024/1157 of the European Parliament and of the Council of 11 April 2024 on shipments of waste

[2] Commission Implementing Regulation (EU) 2025/1290 establishing technical and operational requirements for the Digital Waste Shipment System (DIWASS)

European Shipment Review provides regulatory information for compliance purposes. This guide reflects the position as of March 2026. Operators should consult their national competent authority for jurisdiction-specific requirements.