Key takeaways
- Duty of care makes you responsible for your waste even after it leaves your site.
- Businesses in England must separate dry recyclables and food waste from general waste.
- Most sites cut cost by reducing general waste volume, not by negotiating the rate.
- Keep waste transfer notes and check your carrier is registered.
Waste is one of the few facilities costs where doing it properly and doing it cheaply point in the same direction. Most sites pay too much because everything goes in one bin, and general waste is the most expensive stream there is.
Duty of care in plain terms
Under the Environmental Protection Act 1990, anyone who produces commercial waste has a duty of care. In practice you must:
- Store waste safely and securelyContained, not overflowing, not attracting pests, not blowing across the car park.
- Transfer it only to an authorised personA registered waste carrier or licensed facility. You can check registration on the Environment Agency public register.
- Describe the waste accuratelyThe transfer note must describe what's in it, using the correct codes.
- Keep recordsWaste transfer notes for at least two years, hazardous waste consignment notes for three.
Many businesses have a collection contract but can't produce transfer notes because they've never asked for them. If your provider isn't sending them, request them — it's your record to hold, not theirs.
Separation requirements
Businesses in England are required to separate dry recyclable materials — glass, metal, plastic, paper and card — and food waste from residual waste. Requirements and timelines differ across Scotland, Wales and Northern Ireland, so check the rules for where your sites are.
The practical implication is that a single general waste bin is no longer a defensible arrangement for most commercial premises.
Where the cost actually goes
| Stream | Relative cost | Notes |
|---|---|---|
| General waste | Highest | Carries landfill tax and disposal costs |
| Mixed dry recycling | Lower | Cheaper per lift; contamination can reclassify the load |
| Cardboard (segregated) | Lowest | Sometimes zero cost at volume |
| Food waste | Moderate | Smaller, more frequent collections |
| Confidential waste | Premium | Priced for security, not volume |
The lever is volume, not rate. Move material out of general waste and the general bin can be smaller or collected less often, which is where the saving sits.
Practical changes that work
- Remove under-desk general bins; use central recycling stations
- Label bins with pictures, not just words
- Put cardboard baling or flattening into the cleaning specification
- Right-size the general bin after separation, not before
- Review collection frequency against how full bins actually are
- Keep bin stores locked to prevent fly-tipping into your bins
- Separate confidential waste properly instead of over-buying secure bins
- Audit the bins once a quarter to see what's actually in them
Removing personal bins is the single most effective change most offices can make. When people have to walk to a station, recycling rates rise sharply and general waste volume drops. It's unpopular for about two weeks.
Contamination
One bag of general waste in a recycling bin can cause the whole load to be reclassified and charged at the general rate, plus a contamination fee. Clear labelling, staff briefing and cleaners who know which bag goes where are what keep it clean. This is a good reason to have the same provider handle internal waste and the bin store.
Frequently asked questions
Can we use household recycling for business waste?
No. Commercial waste must go through a commercial arrangement with a registered carrier, with transfer notes.
Do we need to keep waste transfer notes if the cleaner takes the bags out?
Yes. The notes cover the transfer from your site to the carrier, whoever physically carries the bag to the bin.
What is offensive waste?
Non-clinical waste that is unpleasant but not infectious, such as sanitary waste and nappies. It must be segregated from general waste.
Can you manage waste without changing our collection contract?
Yes. We can manage internal waste, segregation and bin stores around your existing collections, or take over the whole arrangement.
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