Stage 1 — transfer triggered
- Reason for transfer documented
- Last day with original employer confirmed
- Original employer agreement ended correctly in ILR
- Break in learning recorded if gap between employers
Transfer of apprenticeship template
A structured process template for managing apprenticeship transfers when a learner changes employer mid-programme — due to redundancy, business change, or mutual agreement. Covers ILR record management, new employer onboarding, commitment statement reissue, OTJ and KSB continuity, and ESFA compliance requirements.
Employer change process
ILR management
Commitment statement
ESFA compliance
Published: 4 March 2026. Format: CSV workbook starter.
Transfer process stages
Stage 2 — new employer confirmed
- New employer eligibility verified
- New employer registered on apprenticeship service
- New employer agreement signed
- Funding arrangements confirmed (levy or co-investment)
Stage 3 — documents reissued
- New apprenticeship agreement signed
- New commitment statement signed — all three parties
- Learning plan updated to reflect new employer context
- New planned end date calculated (including any break)
Stage 4 — ILR and platform updated
- New learning aim created in ILR with transfer start date
- New employer UKPRN updated on learner record
- E-portfolio employer access updated to new employer
- OTJ hours total carried forward from original record
Key compliance rules for transfers
- A transfer is not the same as a break in learning — if the learner has a new employer, this is a transfer and must be handled as a separate ILR learning aim.
- OTJ hours logged with the original employer count towards the total — do not reset the OTJ clock at transfer.
- The commitment statement must be reissued with the new employer's details and signed by all three parties before delivery continues.
- If there is a gap of more than 30 days between employers, record the gap as a break in learning in the original record, then open the new learning aim at the transfer start date.
- The new employer must approve the cohort on the apprenticeship service before ESFA funding can be drawn against the new employer's account.
- The minimum programme duration continues from the original start date — the transfer does not reset the 12-month clock.
Managing transfers across a cohort?
Prentice tracks employer changes, flags ILR actions needed, and manages document reissue workflows — so transfers are handled correctly without manual cross-checking across multiple systems.