How to start an apprenticeship: step-by-step guide for training providers

Stage 1: Employer and learner eligibility

Before any documents are prepared, confirm that both the employer and learner meet the eligibility requirements.

Employer eligibility

• The employer must have a PAYE scheme and employ the apprentice on genuine contracted hours.
• The employer must be registered on the apprenticeship service (DfE) and have approved the provider on their account. This registration process takes time — start it 3–4 weeks before the planned programme start date.
• The employer must confirm they will support the apprentice's OTJ training during working hours.

Learner eligibility

• The learner must be 16 or over and legally able to work in England.
• The learner must not hold an existing qualification at the same or higher level in the same subject area (unless there is a clear justification for the programme).
• Prior learning must be assessed — if the learner has significant relevant prior learning, the programme duration must be reduced accordingly, and this must be documented.

Stage 2: Initial assessment

The initial assessment must be completed before — or at the very latest on — the programme start date. It serves two purposes: establishing the learner's starting point for KSB development, and identifying their English and maths level to plan the functional skills pathway.

The initial assessment must be formal and documented. A casual conversation or informal tutor observation does not meet the compliance requirement. The result must be recorded in the learner's file with:

• The assessment date
• The method used
• The starting level identified for English and maths
• Any prior learning identified and documented
• The resulting programme adjustments (duration reduction for RPL, functional skills pathway confirmed)

Stage 3: Statutory documents — sign-up day

Three documents must be completed on or before the programme start date:

Apprenticeship agreement

This is the employment contract between the employer and apprentice that specifically confirms the apprenticeship terms. It must be signed by both parties and must state the standard being undertaken, the start date, and the expected end date.

Commitment statement

The commitment statement is signed by the provider, employer, and apprentice. It must include the planned content and schedule of training, what is expected of each party, and the planned review dates. It is a statutory document — signing it after the programme start date is a compliance breach that will be identified in an Ofsted inspection or ESFA audit.

Learning plan

The learning plan is not strictly statutory but is expected by Ofsted and ESFA as evidence that the programme has been planned. It should be agreed and signed within the first two weeks of the programme start.

Stage 4: ILR submission

The Individual Learner Record must be created and submitted to ESFA as soon as possible after the programme start — at the latest within the next monthly submission window.

Key fields to validate before submission:

• ULN — unique learner number, validated against the Learner Registration Service
• Start date — must match the apprenticeship agreement exactly
• Standard code — the IfATE standard reference
• Employer UKPRN — must be registered on ESFA reference data
• Funding model — levy, non-levy, or small employer as appropriate
• Age at start — affects funding rules; verify before submission

Use the ILR data audit template to validate records before submission.

Stage 5: Employer apprenticeship service approval

After you submit the ILR, the employer must approve the cohort on the apprenticeship service. This is a separate action by the employer — not the provider — and it must happen before ESFA will release levy funding or confirm co-investment arrangements.

This is the step that most often delays funding for new starts. The employer must log into their apprenticeship service account and confirm approval. If the employer is not used to the service, they may not know they need to do this. Build a follow-up process into your starts workflow: contact the employer on day 1 and confirm they have approved the cohort, then again 48 hours later if not confirmed.

Stage 6: Learner induction

The induction must cover at minimum:

• Safeguarding — who to contact, how to report concerns, and the provider's safeguarding policy
• Prevent — awareness of radicalisation and extremism; required for all apprentices
• British Values — democracy, rule of law, individual liberty, tolerance and respect for others
• E-safety — online learning expectations and appropriate use policies
• Programme orientation — how reviews work, how OTJ is recorded, what EPA involves

The safeguarding and Prevent elements must be evidenced in the learner's record — a signed induction record or completion log is usually sufficient.

Stage 7: Platform and system setup

On day 1 — not after induction, not after the first review:

• Create the learner's account on your e-portfolio platform
• Set up the employer's portal access — so they can sign off OTJ hours and access review records from the start
• Start the OTJ tracking record — with zero hours but the correct start date and programme details
• Schedule the first progress review date — this should be no later than 12 weeks from the programme start

Delaying any of these steps creates a backlog that compounds quickly across a cohort.

Stage 8: First progress review

The first progress review must occur within 12 weeks of the programme start date. It should involve the learner, the tutor, and the employer contact. The review establishes:

• Whether the learner is settling in and has the support they need
• OTJ pace — are hours being recorded correctly?
• Functional skills — is the learner enrolled and progressing?
• First SMART targets for the next review period

Use the progress review meeting template to ensure all mandatory fields are completed and the employer is genuinely involved — not just invited as an afterthought.

Common starts mistakes and how to avoid them

• Commitment statement signed late — use e-signature tools; set a hard deadline on day 1. Brief the employer at employer agreement stage so they are not surprised.
• ILR start date wrong — the ILR start date must match the apprenticeship agreement date. Any mismatch creates funding issues that are hard to correct retrospectively.
• Employer apprenticeship service approval missed — build a same-day follow-up call into the process. Do not assume the employer has acted.
• OTJ tracking not started on day 1 — hours lost in the first weeks cannot usually be recovered. Start the tracking record on the programme start date even if no OTJ has been delivered yet.
• Initial assessment completed informally — a verbal conversation does not meet the requirement. Use a documented assessment tool and record the date, method, and results.

Frequently asked questions

How long does it take to start an apprenticeship?

From employer confirmation to an apprentice being on programme typically takes 2–4 weeks with an efficient process. The main delays are employer apprenticeship service registration (allow 3–4 weeks), document signing, and ILR submission. Providers who use e-signature workflows and pre-built commitment statement templates consistently achieve faster starts.

When must the commitment statement be signed?

The commitment statement must be signed by the provider, employer, and apprentice on or before the programme start date. It is a statutory document and a prerequisite for drawing ESFA funding. Signing it after the start date is a compliance breach.

When must the ILR be submitted after a learner starts?

The ILR must be submitted to ESFA by the next monthly submission window after the learner starts. In practice, providers aim to submit the ILR record within the same day or week of the programme start to avoid funding delays and ensure the record is in the system before audits or inspections.