New apprentice welcome letter template
Supporting information
Employment law compliance
Documentation sequence
Decision-making milestones
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.
New apprentice welcome letter
[Add Logo]
[Company 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:
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Complete 20% Off-The-Job training
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Build a portfolio to provide evidence of gaining the skills, knowledge and behaviour required from the Apprenticeship Standard, and maintain it
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Proactively participate in regular progress reviews
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Attend/complete all learning activities required
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Attend the company tour
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Present your progress
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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 evidence that you have achieved the Knowledge, Skills and Behaviours that will help you complete your apprenticeship. Please keep it safe and secure.
You should maintain evidence that you have attained the Knowledge, Skills, and Behaviours described in the standards to show your competence in your apprenticeship. Your portfolio is a record of this.
Regular reviews
These meetings are an important part of your Apprenticeship Program and will be carried out regularly between you, your manager and your mentor. The aim of the meetings is to review your progression and allow you the opportunity to raise any issues or concerns you may have.
You will also meet up with the HR team on a monthly basis to check on your welfare and wellbeing.
Learning activities
From time to time, you may be invited to complete development activities as part of Company mandatory training and/or training that you need for your role.
You will be expected to attend and complete any training organised for you in a timely manner, and you should keep evidence of any development activities in your portfolio.
Company Tour
Towards the beginning of your Apprenticeship you will embark upon a Company tour, where you will have the opportunity to:
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Learn about how the Company operates
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Understand how the success of each team contributes to others
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Meet new colleagues
The tour is expected to last approximately [time] months, but you will still spend time in your own department and at College each week.
Presentations
To help us understand how you are developing, we will ask you to present to a small audience on a regular basis. Initially this will focus on presenting your progress on the Company tour, and later, your technical development.
Alongside your technical development, we are looking for you to develop your overall communication and organisational skills, plus your general knowledge of [Company], and we will provide feedback on your presentation.
End point assessment
As part of your Apprenticeship, you will undertake an End Point Assessment (EPA), which will be taken at the end of your Apprenticeship Program. The EPA is a key part of your apprenticeship program, which will assess the Knowledge, Skills, and Behaviours you have learnt throughout your Apprenticeship.
All apprentices MUST undertake their EPA to successfully complete their Apprenticeship. We would encourage you to ensure you are prepared to undertake your EPA in a timely fashion, with your portfolio of evidence completed.
I really hope you have an enjoyable and rewarding time with [Company].
If you have any questions or concerns, please do not hesitate to speak to your mentor or your line manager, who will be happy to assist you. We encourage you to raise any issues or feedback you may have, so that we can continuously improve and provide you with the best possible experience.
Once again, welcome to our team, and we wish you every success in your apprenticeship.
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Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
What is this for?
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.
Employment law compliance
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Apprenticeship agreement: Employers must ensure that the apprentice has a written apprenticeship agreement, which must comply with the statutory requirements for apprenticeships.
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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.
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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.
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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.
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Discrimination: Employers must avoid any discriminatory behaviour or language when communicating with the apprentice, or they could be in breach of discrimination legislation.
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Termination: Employers should include information about the circumstances in which the apprenticeship may be terminated, including any notice periods that need to be given.
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Induction: Employers should provide a thorough induction for the apprentice, which includes information about the company, their role, and their rights and responsibilities.
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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.
Documentation sequence
Apprenticeship agreement template
Our Apprenticeship Agreement Template ensures legal compliance, clarity, and mutual understanding between apprentices and employers.
Apprentice progress review form template
Our Apprentice Progress Review Form Template streamlines tracking, feedback, and development, ensuring apprentices' growth and success.
Decision-making milestones
| 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 |
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