Training repayment agreement template
A training repayment agreement records that an employer will pay for an employee's course and that the employee will repay some or all of the cost if they leave within a set time. It sets out the course, the costs, the circumstances in which repayment is due and a scale that reduces the longer the employee stays. The employee signs it before the training starts.
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What changes each time
19 values. Everything else is your wording, kept exactly.
The parties
- Date
- Employer's company name
- Employer's address
- Employee's full name
- Employee's job title
The training
- Course or qualification
- Training provider's name
- Start date
- Expected completion date
- Study leave
The costs
- Course fees
- Exam and registration fees
- Books and materials
- Total of the Training Costs
Repayment
- Months in which leaving triggers repayment
- Starting point
- Percentage repaid at each stage
- Repaying after leaving
Signatories
- Names and positions
The rules it usually needs
Written in plain English when the template is set up.
- Once for each item
“One row for each cost the employer pays.”
The table has one row for each, so it grows or shrinks to match.
- One of several wordings
“The repayment period runs from completing the training, or from the start date.”
The document carries the wording for whichever applies, and the other wording is left out.
- Once for each item
“One row for each stage of the repayment scale, with the percentage owed.”
The table has one row for each, so it grows or shrinks to match.
- One of several wordings
“Any balance not collected from pay is repaid in one sum, or in monthly instalments.”
The document carries the wording for whichever applies, and the other wording is left out.
Questions people ask
Can an employer make an employee repay training costs?
Yes, if the employee agrees in writing before the training starts, the amount is reasonable and the repayment is not unfair. A scale that reduces over time is the usual way to show it is fair.
Can repayment be taken from wages?
Only if the employee has agreed in writing in advance. A deduction must not take pay below the National Minimum Wage or National Living Wage, and that includes some payments made soon after the employee leaves.
When should the employee not have to repay?
The agreement lists them, including where the employer dismisses for a reason other than gross misconduct, such as redundancy, or the employee leaves because of the employer's serious breach of contract.
Does this cover apprenticeships or required training?
No. Apprenticeship training and training the law requires an employer to provide should not be charged to the employee, and the agreement says so.
Why does the repayment reduce over time?
The employer benefits from the training for as long as the employee stays, so asking for less the longer they stay is fairer and more likely to be seen as reasonable if challenged.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.