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View full libraryUse this form to record an agreement between an employer and an employee for the repayment of specified training costs in defined circumstances, such as when the employee leaves the organisation within an agreed period after completing training. It helps document the training provided, the costs covered, the repayment calculation and the conditions that apply.
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Important: This agreement must be completed and signed before the training begins. It should be read alongside the employee's employment contract and any relevant training policy.
Section A: Employer and employee details
| Employer name | |
| Employee name | |
| Job title | |
| Department | |
| Line manager | |
| Date of agreement |
Section B: Training details
| Training course or qualification | |
| Training provider | |
| Course start date | |
| Expected completion date | |
| Qualification or certificate to be achieved | |
| Training classification | [ ] Mandatory / required for the role [ ] Voluntary / additional development |
| Reason for funding |
Section C: Eligible training costs
The employer will fund the training costs listed below. Only the costs specifically identified and agreed in this section will be considered for repayment under this agreement.
| Cost item | Provider / details | Agreed cost | Evidence retained |
| Course fees | £ | [ ] Yes [ ] |
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A Training Cost Repayment Agreement Form records the terms under which an employee may be required to repay specified training costs funded by their employer. It is particularly useful where an employer pays for an external qualification, specialist course or professional accreditation and wants to agree in advance what happens if the employee leaves within a defined period. The agreement should be completed and signed before the training begins, with the repayment terms clearly explained to the employee.
The form should identify the specific training, provider, dates and actual costs covered by the agreement. Employers should itemise eligible costs, such as course fees and examination charges, and retain invoices or other supporting records. Vague wording that permits recovery of unspecified expenses can create uncertainty and make the agreement harder to enforce.
The agreement should explain how long the repayment obligation lasts and how the amount reduces over time. A sliding scale can reflect the period the employee remains with the organisation after completing the training. For example, the recoverable amount might reduce in equal monthly stages over an agreed period. The length of the repayment period and the amount recoverable should be proportionate to the training investment and the circumstances.
The agreement should identify the circumstances that may trigger repayment, such as an employee resigning within the agreed period. It should also address situations such as redundancy, employer-initiated termination, ill health or other exceptional circumstances. The wording should be clear, fair and proportionate, avoiding terms that could operate as a penalty for leaving employment or impose an excessive financial barrier to changing jobs.
A repayment obligation and permission to deduct money from wages are separate matters. If deductions from final salary or other payments are intended, the agreement should expressly address them and comply with the rules on deductions from wages and the National Minimum Wage. The employer should give the employee time to read the terms, ask questions and retain a copy of the signed agreement.
A properly completed form gives both parties a clear record of the training investment, the repayment calculation and the circumstances in which repayment may be sought. Because enforceability depends on the wording and facts, employers should obtain appropriate legal advice before using substantial or complex repayment arrangements.
Use these best practice actions, recommended timescales and process stages to understand when and how the Training cost repayment agreement form should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
The agreement should be completed and signed before the training begins. It should clearly identify the training, eligible costs, repayment period, triggering events and calculation method so that the employee understands the terms in advance.
This depends on the agreement and circumstances. Clearly identified, evidenced costs such as external course fees and examination charges may be included. Employers should specify which costs are recoverable and avoid vague or unsupported charges.
A sliding scale is often a sensible approach because it reduces the amount recoverable as the employee remains with the organisation after completing the training. The repayment period and calculation should be reasonable and proportionate to the training investment.
Only where the applicable legal requirements are satisfied, including having the necessary contractual provision or prior written agreement. National Minimum Wage rules must also be considered, particularly for mandatory training. A repayment obligation does not automatically authorise every proposed deduction.
HRDocBox provides practical, customisable HR templates designed for UK employers. This form provides a structured way to document training costs, repayment conditions and the employee's agreement, helping organisations manage training investments more consistently.
HRDocBox combines practical HR document structures with UK employment-law context and implementation guidance. The form provides a repeatable starting point for your HR processes, while still requiring you to tailor the terms to the training, employment contract and legal circumstances.
How this content is developed and reviewed
The Training cost repayment agreement form template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing learning and development HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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