Apprentice Onboarding Checklist (Printable)

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Getting your apprentice onboarded properly is one of the best investments you can make. A solid onboarding process sets them up for success, protects your business from legal issues, and helps them hit the ground running. This checklist takes you through every stage, from before they start through their first month and beyond.

Before They Start

There’s a lot to sort before day one. Don’t rush this—getting it right upfront saves headaches later.

[ ] Complete DBS check if required for your trade (most construction roles need it)
[ ] Confirm employer’s liability insurance covers apprentices (minimum £6 million)
[ ] Register your apprentice with your training provider (they’ll give you access to platforms)
[ ] Order and receive their PPE—get actual sizes for hard hat, boots, high-vis, gloves before they arrive
[ ] Set up PAYE for their salary (apprentice minimum wage is currently £6.40/hour)
[ ] Issue written employment contract within 2 months (covers hours, pay, holidays, notice period)
[ ] Apply for your CITB grant (you’ll get back £1,000 per year if eligible—don’t miss this)
[ ] Prepare workspace and ensure all tools are in working order
[ ] Plan their first week activities and assign a mentor or buddy

Day One: The Site Induction

Your apprentice’s first day sets the tone. Make it count.

[ ] Run a proper site induction covering CDM 2015 (Construction Design and Management) requirements
[ ] Walk through emergency procedures—where’s the muster point, how do they raise the alarm, what’s the nearest hospital
[ ] Introduce them to key people: site manager, your mentor, health and safety rep, and their team
[ ] Show them where the accident book is kept and explain they can report anything, no matter how small
[ ] Point out welfare facilities—toilets, break room, water, first aid station, changing facilities if available
[ ] Provide all their PPE and make sure it fits properly
[ ] Do a quick tour of the site so they know where everything is

Week One: Getting Stuck In

By the end of week one, your apprentice should feel settled and understand the basics.

[ ] Help them apply for their CSCS card (Health and Safety and Site Safety Scheme)—it’ll take a week or two to arrive
[ ] Deliver manual handling basics training if they’re lifting materials
[ ] Cover working at height awareness if your site involves ladders, scaffolding, or elevated work
[ ] Show them how to use basic site tools safely (not operating heavy plant, just hand tools and equipment)
[ ] Pair them with a qualified tradesperson for shadowing—they should watch and learn, not work independently yet
[ ] Start introducing their off-the-job training (you’ll need a minimum of 20% of their working hours for this)
[ ] Create a simple learning log together so they can record what they’ve seen and done

First Month: Building Foundations

This is when things really get going. Keep momentum high and stay involved.

[ ] Schedule their first progress review with their assessor (usually around week 3–4)
[ ] Start collecting EPA (End Point Assessment) portfolio evidence—photos of work, reflections, assessor feedback
[ ] Formally assign a mentor who’ll check in with them regularly and guide their development
[ ] Log their off-the-job training hours (this is important for CITB grant claims and EPA)
[ ] Confirm their employment contract is signed and they’ve received a copy
[ ] Start their induction to your company policies (data protection, codes of conduct, grievance procedures)

Ongoing: The Next Two Years

Your apprentice’s development doesn’t stop after month one. Keep these going throughout their apprenticeship.

[ ] Schedule monthly check-ins with your apprentice and their mentor—catch problems early
[ ] Keep their off-the-job training log up to date (minimum 20% of hours—that’s roughly 8 hours a week)
[ ] Submit CITB grant claims at each milestone so you don’t lose money (claims are usually quarterly)
[ ] Collect EPA portfolio evidence monthly—photos, witness statements, your feedback
[ ] Do quarterly progress reviews with their assessor
[ ] Adjust their learning plan as they progress—move them from shadowing to supervised work to independent tasks
[ ] Make sure they’re getting variety in the work they do so they cover all competency areas

Legal Requirements to Get Right

These aren’t optional—get them wrong and you could face serious issues.

Employment contract: Your apprentice must have a written contract within 2 months of starting. It should cover working hours, salary (minimum wage for apprentices is currently £6.40/hour as of April 2024), paid leave (minimum 5.6 weeks), notice period, and any probation period.

Minimum wage: Apprentices are entitled to the apprentice minimum wage. Check the rate every April as it changes. You can’t pay less, even if they’re under 19 or it’s their first apprenticeship.

Working time restrictions: If your apprentice is under 18, they can’t work more than 8 hours per day or 40 hours per week. They’re also entitled to at least 2 consecutive days off per week. No night work between 10pm and 6:30am (or 7am on school nights).

Time off for training: Your apprentice must get paid time off for their off-the-job training (minimum 20% of working hours). This is on top of their annual leave. It’s a legal requirement, not optional.

DBS checks: Depending on your role, you may need to carry out a DBS (Disclosure and Barring Service) check. Many construction roles don’t require it, but some specialist areas do—check with your sector body.

Common Mistakes to Avoid

Learning from others’ slip-ups saves you time and money.

Not logging off-the-job training hours. This is the biggest mistake. If you don’t track their 20% training time, you’ll lose CITB grant money and your apprentice won’t have the evidence they need for EPA. Set up a simple system from day one—a shared spreadsheet works fine.

Missing CITB grant deadlines. Grants are claimed quarterly. If you miss the deadline, you don’t get paid. Add reminder dates to your calendar now. The money is literally free—don’t leave it on the table.

No mentor assigned. Your apprentice needs someone to guide them who isn’t their line manager. This person checks in, answers questions, and helps with off-the-job training. Without one, your apprentice gets lost and their development slows down.

Not collecting EPA portfolio evidence regularly. Don’t wait until they’re nearing EPA. Collect photos, witness statements, and reflections each month. It’s much easier than trying to remember six months later.

Mixing up apprenticeship frameworks and standards. Make sure you know whether you’re running a framework apprenticeship (older) or an apprenticeship standard (current). They work differently. Your training provider will guide you, but it’s worth understanding the difference.

Forgetting they’re not qualified yet. Your apprentice is learning. Don’t ask them to do unsupervised work beyond their level just because it saves you a pair of hands. They need progression, and you need evidence of it for EPA.

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