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Preparing a Waste Shipment Notification Dossier

Documentation Requirements for Notified Waste Shipments in the European Union

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

Key Points​

  • Waste shipments requiring prior consent must be accompanied by a notification dossier.
  • The dossier contains information on the waste, shipment route, financial guarantee, and recovery or disposal facility.
  • The notifier is responsible for preparing and submitting the dossier.
  • From 21 May 2026, notification dossiers must be submitted electronically through DIWASS or interconnected systems.

Overview​

The notification dossier is the set of information and documents that the notifier submits to the competent authority of destination when seeking prior written notification and consent for a transboundary waste shipment. Its purpose is to enable the competent authorities of export, destination, and transit to assess whether the shipment may proceed, in accordance with Regulation (EU) 2024/1157 on shipments of waste.

The dossier is required before the shipment may take place. Without a complete and admissible notification, the competent authority will not issue an acknowledgement of receipt, and the procedural time limits will not start. Incomplete or incorrect dossiers may lead to requests for additional information, delays, or objections. This guide describes the key elements typically included in the dossier and the notifier’s obligations in preparing and submitting it.

The content and format of the notification are governed by Regulation (EU) 2024/1157 of the European Parliament and of the Council of 11 April 2024 on shipments of waste. The Regulation specifies the information that must be provided in the notification and the obligation to submit it to the competent authority of destination, with copies to the competent authorities of export and transit. Commission Implementing Regulation (EU) 2025/1290 establishing technical and operational requirements for the Digital Waste Shipment System (DIWASS) sets out how the notification is to be submitted electronically from 21 May 2026.

Required Documentation​

The notification dossier typically includes the following elements. Exact requirements may vary slightly between Member States; notifiers should confirm with the competent authority of destination.

Notification form. The core of the dossier is the notification form or equivalent structured submission. It identifies the notifier, the waste producer or holder, the consignee, the recovery or disposal facility, the intended transport route, and the competent authorities concerned. It also includes a summary of the waste, the intended operation, and the financial guarantee. From 21 May 2026, the form is completed and submitted via the DIWASS interface or an interconnected system in the format specified by the Regulation and the implementing act.

Waste classification. The dossier must contain an accurate description of the waste and its classification under the European Waste Catalogue (EWC) or equivalent. The waste type, quantity, and physical and chemical characteristics (as required by the Regulation) must be stated. Incorrect classification may lead to objections or to the shipment being treated as non-compliant. For waste that is not on the green list, the justification for the chosen classification may be required.

Transport route information. The intended route—including the point of departure, the point of destination, and any transit countries—must be specified. The means of transport and, where relevant, the carrier or carriers may be required. Changes to the route after consent may require prior approval or notification depending on the conditions attached to the consent.

Contract between notifier and facility. The Regulation may require evidence of a contract or other arrangement between the notifier and the recovery or disposal facility for the recovery or disposal of the waste. This demonstrates that the waste has a defined destination and that the facility has agreed to accept it subject to the consent.

Financial guarantee documentation. Where the competent authority requires a financial guarantee before consent is granted or before the shipment may begin, the notifier must provide proof that the guarantee is in place. This may take the form of a copy of the guarantee instrument (e.g. insurance policy or bank guarantee) and a confirmation of the amount and validity period. The guarantee must meet the requirements set by the competent authority.

Facility permits. The dossier must identify the recovery or disposal facility and demonstrate that it is authorised to carry out the intended recovery or disposal operation for the type of waste concerned. This is typically done by providing the facility’s permit number, registration number, or equivalent, and the R or D code of the operation. The competent authority may verify the facility’s status with the authority that issued the permit.

Additional documents (e.g. technical data sheets, safety data sheets, or facility acceptance criteria) may be required by the Regulation or by the competent authority depending on the waste type and the Member State.

Submission and Review​

Once the dossier is complete, the notifier submits it to the competent authority of destination and sends copies to the competent authority of export and to the competent authorities of any transit countries. From 21 May 2026, submission is made electronically via DIWASS or an interconnected national or commercial system.

The competent authority of destination acknowledges receipt within the period specified in the Regulation, provided the notification is admissible. If the dossier is incomplete or clearly does not meet the requirements, the authority may refuse to acknowledge receipt or may request the missing information. The notifier must respond to any request for additional information within the time limit set by the authority; failure to do so may result in the procedure being suspended or closed.

The competent authorities then review the notification and may issue consent, consent with conditions, or objection. The notifier may not commence the shipment until a consent decision has been issued and any conditions (including the provision of a financial guarantee) have been satisfied.

Digital Submission Under DIWASS​

From 21 May 2026, notifications must be submitted and processed electronically through the Digital Waste Shipment System (DIWASS) or through national or commercial systems that are interconnected with DIWASS, in accordance with Commission Implementing Regulation (EU) 2025/1290.

Under the DIWASS platform, the notification dossier is completed in the electronic format provided by the system. The notifier (or an authorised representative) submits the notification through the DIWASS interface or an interconnected system. The competent authorities receive the notification in the system, acknowledge receipt, request additional information if needed, and issue their decision electronically. All subsequent steps—movement documents, carrier transfer certificates, reception and completion certificates—are also recorded in DIWASS.

Notifiers must ensure that they have access to DIWASS (or an interconnected system) and that all sites involved in the shipment (notifier, producer, facility, etc.) are registered in DIWASS where required by the competent authority. Paper-based notifications will not be accepted for procedures falling within the scope of the Regulation from the mandatory application date.

Compliance Considerations​

Incomplete documentation. Submitting a dossier that is missing required information will delay the procedure or prevent the authority from acknowledging receipt. Notifiers should use checklists based on the Regulation and on national guidance to ensure that every required element is included before submission.

Incorrect waste classification. Misclassifying the waste (e.g. using an incorrect EWC code or understating hazards) can lead to objections, revocation of consent, or enforcement action. Notifiers should verify the classification with the waste producer and, where necessary, with technical or legal advisers.

Missing guarantees. If a financial guarantee is required and is not in place or not demonstrated to the satisfaction of the competent authority, consent may not be granted or may not become effective. Notifiers should clarify with the competent authority at an early stage whether a guarantee is required, in what form, and for what amount, and should arrange the guarantee in good time before the expected consent date.

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.