New apprentice welcome letter template
Our New Apprentice Welcome Letter Template creates a friendly onboarding experience, easing transition and building engagement prior to day one.
If you recruit a new apprentice in to your organsation, send this model letter to welcome them, and explain the support they can expect to receive from the organisation.
- 2 pages / 698 words.
- Last updated 16/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
New apprentice welcome letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Welcome to [Company]!
I am delighted that you have chosen to complete an apprenticeship with us. As well as learning on the job from experienced people, you will be working towards attaining the [detail qualification], and we partner with [educational establishment] to deliver this qualification.
This letter contains some important information about the structure of your apprenticeship, and the commitment that you and [Company] make to each other.
An apprenticeship with [Company] is a rewarding and enriching experience and we are committed to helping you to flourish with us. in order to give you every chance of success, we also expect your commitment to certain responsibilities:
-
Complete 20% Off-The-Job training
-
Build a portfolio to provide evidence of gaining the skills, knowledge and behaviour required from the Apprenticeship Standard, and maintain it
-
Proactively participate in regular progress reviews
-
Attend/complete all learning activities required
-
Attend the company tour
-
Present your progress
-
Complete your End Point Assessment
Off the job training
You will attend [establishment] College via day release 1 day per week commencing [date].
Portfolio
Your portfolio folder is important. It contains lots of information and guidance to help you understand what is expected of you, and maintain
You're currently viewing a limited preview. For instant full access, purchase this item or a parent bundle.
A new apprentice welcome letter sets a positive tone, introducing the organisation's mission, values, and responsibilities.
It may include onboarding details, contact information, and enthusiasm for their role, ensuring the apprentice feels valued and supported from the start.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned 1 week prior to the start date of employment.
Compliance
Compliance
This New apprentice welcome letter template incorporates relevant UK laws and HR standards, including those listed below:
-
Apprenticeship agreement: Employers must ensure that the apprentice has a written apprenticeship agreement, which must comply with the statutory requirements for apprenticeships.
-
Minimum wage: Employers must ensure that apprentices are paid at least the national minimum wage for apprenticeships, which is set at different rates depending on the age and stage of the apprentice.
-
Health and safety: Employers have a duty to ensure the health and safety of their apprentices while they are at work, and should provide appropriate training and equipment to ensure their safety.
-
Training: Employers must provide apprentices with the necessary training and support to help them achieve their apprenticeship qualifications, and should ensure that they have regular supervision and reviews.
-
Discrimination: Employers must avoid any discriminatory behaviour or language when communicating with the apprentice, or they could be in breach of discrimination legislation.
-
Termination: Employers should include information about the circumstances in which the apprenticeship may be terminated, including any notice periods that need to be given.
-
Induction: Employers should provide a thorough induction for the apprentice, which includes information about the company, their role, and their rights and responsibilities.
-
Grievance procedure: Employers should include information about the company's grievance procedure, and ensure that apprentices are aware of their rights to raise any concerns or issues they may have.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the New apprentice welcome letter template, to understand the workflow.
Apprenticeship agreement
Our Apprenticeship Agreement Template ensures legal compliance, clarity, and mutual understanding between apprentices and employers.
New apprentice announcement script
Our New Apprentice Announcement Script Template fosters a warm welcome, introducing new talent and promoting a positive team culture.
Timings
Timings
Follow these best practice actions to get the most from the New apprentice welcome letter template, guiding you before, during, and after implementation:
Instantly unlock with a purchase.
Instantly unlock with a purchase.
| Step | Description | Responsibility | Timing |
| 1 | Apprentice Selection: Identify and select the candidate for the apprenticeship program based on qualifications and suitability. | HR / Hiring Manager | N/A |
| 2 | Offer Confirmation: Extend the apprenticeship offer to the selected candidate and confirm their acceptance. | HR / Hiring Manager | N/A |
| 3 | Collect Apprentice Details: Obtain essential information from the apprentice, such as their full name, address, start date, reporting manager, etc. | HR / Onboarding Team | Day -14 to Day -7 |
| 4 | Prepare Welcome Letter: Create a comprehensive New Apprentice Welcome Letter template. Include program details, start date, orientation schedule, and contact information. | HR / Onboarding Team | Day -5 to Day -1 |
| 5 | Issue the Welcome Letter: On the apprentice's first day, provide them with the New Apprentice Welcome Letter during the orientation session, officially welcoming them to the organisation. | HR / Onboarding Team | Day 0 |
Frequently Asked Questions
Frequently Asked Questions
-
Can I use this template in my small business?
Yes. The New apprentice welcome letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
-
Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
-
Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
-
Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
-
What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
