Letter of Appointment
Employer Details
Date
Dear NAME OF YOUNG PERSON
Congratulations on your appointment as an Apprentice. Your contract with us is divided into 2 parts. They are;
Part 1 - your specific conditions
Part 2 – a more detailed explanation of your conditions
Your appointment and contract is subject to the receipt of two references satisfactory to employer’s name
identity checks, and confirmation of your right to work in the UK. There may also be further qualifying
conditions which will be detailed in Part 1 of the contract. The references will be those you provided on your
application form.
Your general duties as an Apprentice are described in the summary of your duties (attached) and they may
change from time to time to reflect changes in, or to, the job. You will be consulted about any proposed
changes. Your line manager will discuss arrangements for your induction as soon as possible after your start
date.
If you have any questions, please contact your line manager X in the first instance or X on the contact details
above.
We hope you enjoy your time as an Apprentice.
Yours sincerely
Insert Job tile and Name
Employment Contract
PART 1
Name and address of employer:
Your name and address:
Job title and contract type:
Apprentice……………..
Base Location:
X
You are also required to travel to designated training centres in Kent
Payroll number:
Start date:
Length of contract and end date:
Your Apprenticeship is for 12 months (end date X) or for the length of
the specific Apprenticeship qualification you are undertaking if this is
completed earlier. This contract will only exist whilst you participate in
the Apprenticeship. If, during the time period of your contract you stop
participating in the Apprenticeship this contract will end immediately.
Apprenticeship qualification:
During your Apprenticeship you must complete a NVQ Level 2
Apprenticeship in X
Working hours per week:
Actual pay:
£
/month
Notice period:
1 week’s notice
INPUT AGREED MONTHLY SALARY
Allowances:
Other conditions:
This contract will only exist whilst you participate in the Apprenticeship
Framework. If, during the 12-month period, you stop participating in
the Apprenticeship, your contract will end immediately without
recourse to your employer’s formal procedures.
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Employer Contract
PART 2
References, ID Verification and Right to Work in the UK
Your employment is subject to two references satisfactory to us, identity checks and confirmation of your
right to work in the UK. If there is anything you are uncertain about you should raise it with your line
manager before accepting the Apprenticeship.
If we do not receive the relevant checks before you are due to start, your employment will be on a
temporary and conditional basis initially. When we receive satisfactory checks, your contract will be
confirmed.
If you have already started and the checks we receive for you are unsatisfactory, or you do not have, or
lose the right to work in the UK, our contractual relationship with you will end, subject to minimum
statutory notice. The Disciplinary Procedure will not apply in this case.
Disclosure & Barring Service (DBS) checks
Depending on the nature of your job, we may apply for a disclosure from the Criminal Records Bureau.
This is to reduce the risk of abuse by ensuring that those who are unsuitable are not able to work with
children and vulnerable adults.
If a disclosure is required, your appointment and contract is conditional until a satisfactory disclosure
record is received. You will be given a form, together with guidance notes. You are required to complete
and return the form, together with the relevant personal documents within 6 weeks of receiving them.
Failure to do so will result in your appointment and contract being terminated.
Pay
You will be paid at the end of each month by bank/building society transfer. Where practicable, payment
will be made on the last working day of each month. In the event of a major systems failure, payment
may be delayed by up to five days.
You must always maintain a suitable bank or building society account into which payment can be made.
If you change your bank account you must give us 1 month’s notice so we can change any instructions.
In the event of an overpayment, for any reason, we reserve the right to make a full correction in the pay
period immediately following identification. If there is insufficient pay in that period, the outstanding
amount will be claimed from future earnings. If you leave for any reason, the full outstanding balance
will become immediately due.
You must let your line manager know immediately if you notice any overpayment on your payslip.
Allowances
Your entitlement to any additional allowances is detailed in Part 1 of your contact. Some allowances that
you receive may stop temporarily in periods of leave, including sick leave.
Hours
Your line manager will agree the details of your hours and working pattern with you. If you are unable to
come to work on any day during your Apprenticeship, you must contact your line manager immediately.
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Any changes to your working hours or work pattern required to meet business needs, will be discussed
with you and, where necessary, contractual notice will be given for any changes.
Employer Contract
If you are considering taking up additional employment, you must seek the agreement of your line
manager before accepting the work, so we are able to meet our obligations under the Working Time
Regulations 1998. An average working week of more than 48 hours should not normally be exceeded
and only by mutual agreement. Where agreed, it is necessary for you to sign an opt-out form which we
will provide.
Assessment of Suitability to be an Apprentice
Your suitability to be an Apprentice will be assessed over a 6 week review period. You will be assessed at
regularly and, providing we consider everything is going well, your Apprenticeship will continue. If your
performance at work or in training is so poor that it would prevent you from being taught the trade
during the review period, employer’s name reserves the right to end your contract with 1 week’s notice.
Continuous Service
Your period of continuous employment began on the start date stated in Part 1. No employment with
any previous employer counts towards your period of continuous employment with employer’s name.
Holiday Entitlement
Our annual leave year runs from INSERT CONTRACT DATES and your annual entitlement, which you start
to accrue from the first day of your employment, is 28 days (pro-rata for part-time and term-time-only
Apprentices), including bank holidays. You may only take holiday if it has been agreed with your line
manager in advance.
If your placement is within a school or nursery environment, you will be required to take annual leave
during the school holiday periods. Alternatively, you will be assigned a different placement for the
duration of the school holiday period.
If your contract ends for any reason, by accepting this contract you consent to a deduction being made
from your salary equivalent to any holiday taken beyond your entitlement at that time.
Notice Period
You must give add employer’s name at least 1 week’s notice in writing if you wish to resign from your
Apprenticeship. Equally, employer’s name must give you at least 1 week’s notice if the contract needs to
end.
Sickness Absence
If you are absent from work due to illness, you should notify your line manager immediately. You will be
entitled to contractual sick pay.
Pension
Your employer will notify you if any pension provisions apply.
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Health & Safety
The Health & Safety policy for your working will be provided by your line manager. It is our joint
responsibility to make sure there is a safe and health working environment at all times. Please familiarise
yourself with any health and safety rules relevant to your working environment. Any equipment or safety
clothes will be provided by the employer, but must be returned at the end of the apprenticeship.
Maternity Absence
If pregnant, you should advise your line manager immediately so that your health and safety needs can
be met and time off provisions explained to you. There is no entitlement to contractual maternity pay.
You may be entitled to Statutory Maternity Pay or Statutory Maternity Allowance.
Grievance Procedure
Your employment is covered by the grievance procedures as outlined in the ACAS Code of Practice on
Discipline and Grievance (www.ACAS.org.uk). Further details are available from your line manager and in
the event you have a grievance you should raise it with your line manager in the first instance.
Disciplinary Procedure
Your employment is covered by the disciplinary procedures as outlined in the ACAS Code of Practice on
Discipline and Grievance (www.ACAS.org.uk). Further details are available from your line manager to
whom you should apply if you are dissatisfied with any disciplinary or dismissal decision which affects
you.
Data Protection
Under the Data Protection Act 1998, we have a legal duty to protect any personal information we collect
from you. We will;




Only use personal information you supply to us for employee administration;
Only hold your information for as long as necessary to fulfil that purpose;
Not pass your information to any other parties unless this is made clear to you at the time you
supplied it, or we are legally obliged to do so; and
All employees and contractors who have access to your personal data or are associated with the
handling of that data are obliged to respect your confidentiality.
Disclosure of Information
Many employees are in a position to obtain information in the normal course of their employment, which
is highly confidential, politically and commercially sensitive, or is personal information protected by the
Data Protection Act. Employees must not use any such information for a personal reason or benefit, nor
should they pass it on to others who might use it in such a way. This includes information about the work
of your host employer, its employees, clients or members of the public.
Acceptance
By signing this contract you agree to accept the terms and conditions outlined in Parts 1 & 2 of this
contract and any attached information. This document shall be deemed to be the written statement
required by Sections 1 and 2 of the Employment Rights Act 1996 so far as our obligation as your employer
is concerned.
Please confirm acceptance of your appointment by signing and returning the attached copy of your
contract to Employer Details.
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Employer Contract
EMPLOYER
I have seen an original copy of valid evidence that the addressee has the right to work in the UK (copy
enclosed).
Signed (employer)
…………………………………………………………………………………….
Print Name: …………………………………………………………………
Date: ……………………………………………………………………………
APPRENTICE
I accept the terms and conditions of my employment as set out in this document and any attachments.
Signed (Apprentice)
…………………………………………………………………………………….
Print Name: …………………………………………………………………
Date: ……………………………………………………………………………
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