Knowledge base
Waste transport documents and record keeping
These rules are not new, yet they are the single most common finding during inspections. Here is what applies to soil, who is responsible and how to avoid chasing paperwork after the fact.
Record keeping: who and what
Anyone who produces, transports, collects, trades in, brokers or treats hazardous waste must keep records of the waste: type, quantity, origin and consignee. The record must be made before transport begins and kept for three years, and one year for carriers. On construction and demolition projects this means documentation per load, not per project. Read more on how responsibility is allocated in our guide to the new Swedish waste legislation 2026.
Reporting to the waste register
Data on hazardous waste must be reported digitally to the Swedish EPA waste register no later than two working days after the point in time when the record should have been made. This is where most breaches occur: the report is forgotten, filed too late or filed with the wrong waste codes. Late reporting triggers an administrative fine of 5,000 SEK.
The transport document
Every hazardous waste shipment must be accompanied by a transport document stating waste type, quantity, sender and consignee. The document must be signed by the carrier and the sender, who share responsibility for producing it and for the accuracy of the data. The consignee instead keeps its own records on receipt, so each actor in the chain records and reports its own data. If the carrier changes en route, a new transport document must be produced. Electronic transport documents are allowed, must be signed with an electronic signature, and are in practice the only way to scale across many loads. A missing transport document triggers an administrative fine of 5,000 SEK. When the soil is also classified as hazardous waste, the boundary line we cover in the guide on hazardous waste or not applies.
The most common findings during inspections
- Reporting to the waste register is missing or late.
- Records are kept per project instead of per event.
- The transport document is missing or is not signed by both the carrier and the sender.
- The wrong waste code is used, often because the classification has not kept pace with the analysis results.
- Documentation is spread across email, paper and phone photos and cannot be handed over as a single set during an inspection.
Frequently asked questions
Does the record keeping duty also apply to non-hazardous waste?
The requirements are most extensive for hazardous waste. For construction and demolition waste there are also rules on sorting and documentation, and clients often require more than the law demands.
When must the report to the waste register be submitted?
No later than two working days after the point in time when the record should have been made, digitally to the Swedish EPA through the web service or the API.
Who is responsible for the transport document?
The carrier and the sender share responsibility for producing the document and making sure the data is correct. Records and reporting to the waste register are each actor's own responsibility.
Can everything be handled digitally?
Yes. Digital records, electronically signed transport documents and API reporting to the waste register are all permitted and cut the risk of gaps dramatically.
Documentation per load, automatically
Pinpointer produces digital delivery notes and transport documents per load and reports hazardous waste to the Swedish EPA waste register automatically. During an inspection you can hand over the full chain with a single click.