In development
Employer collaboration
Employer adjustments software for apprentices: employers deliver agreed workplace adjustments and see only what they need, never the learner's full history.
Template
Employer adjustments summary template for apprentices
A free one-page template for sharing workplace adjustments with an apprentice's employer. Workplace-relevant only, with learner consent and no diagnosis.
Template at a glance
- Print or copy into your own documents
- Free to adapt for your setting
- Written with the learner, not about them
- 7 sections
In short
An employer adjustments summary tells an apprentice's employer only what they need to make workplace adjustments, as agreed with the apprentice. It excludes history and diagnosis unless the apprentice chooses to share them.
Apprentices learn at work, so the workplace is where many adjustments happen. This one-page summary gives the employer practical, workplace-relevant adjustments. It does not share the learner’s wider history. See our guide to working with employers on adjustments.
When should you use an apprentice employer adjustments template?
Use it when an apprentice has agreed that some adjustments should be shared with their employer, for example at the start of the apprenticeship, before a workplace review, or when the role changes. Write it with the apprentice, then share the final version only with the named employer contact.
What goes in it, and what stays out?
Include what the employer can act on at work. Leave out anything else.
| Include | Leave out unless the apprentice chooses |
|---|---|
| What helps at work (for example written instructions, regular breaks) | Diagnosis or condition name |
| Practical changes to tasks, equipment, schedule or communication | Medical, family or school history |
| Who to contact and how often to check in | Previous support plans or assessment reports |
| Review date | Notes from private conversations or safeguarding |
How do you fill it in well?
Describe the action the employer takes and the reason in work terms.
| Weak wording (fictional example) | Stronger wording (fictional example) |
|---|---|
| “Alex has dyslexia and needs support.” | “Alex works best when written instructions are sent by email before a new task. Please allow extra time for reports and use a clear font.” |
| “Be flexible.” | “Short breaks every 90 minutes at the workstation. Alex will tell the supervisor when needed.” |
| “Be supportive.” | “Monthly 15-minute check-in with the line manager, led by Alex’s agenda.” |
The template
1. Details
- Apprentice name:
- Employer and role:
- Employer contact (name, role):
- Provider contact (name, role):
- Date agreed with the apprentice:
- Review date:
2. Workplace adjustments
| What helps at work | What the employer will do | Who | From when |
|---|---|---|---|
3. How to talk to me
- Preferred ways to give instructions or feedback:
- Things that make it easier:
- Things to avoid:
4. What I have agreed to share
- I agree this page can be shared with: [ ] Employer contact [ ] Line manager
- I have chosen not to share: (the apprentice may leave this blank)
- Apprentice agreement and date:
5. Review
- Who will check how it is going and when:
- Outcome: [ ] Keep [ ] Change [ ] Stop
How do you involve the learner?
The apprentice should draft or approve every line. Ask: “What would you like your manager to know or do?” Offer to be present, or not, at the conversation with the employer. Make it clear that they can withdraw or change what is shared at any time.
What are the data protection notes?
The ICO’s principle of data minimisation applies directly: share only what is adequate, relevant and necessary for the employer to make workplace adjustments. Use a separate page from the full plan so that nothing else goes by accident. Send it to one named contact, not an open mailbox, and record what was shared and when. If an apprentice chooses to share a diagnosis, record that they chose to and why.
What does Inclusion Studio add?
Inclusion Studio is pre-pilot and in development. Employer collaboration is designed so that employer contacts see only workplace adjustments and their own actions, never the learner’s full history, with permissions enforced on the server. See also our page for employers. This template is guidance, not legal advice.
Frequently asked questions
Does the employer need to know the apprentice's diagnosis?
Not usually. Employers need to know what to do differently, such as giving instructions in writing. A diagnosis should be shared only if the apprentice chooses to and it helps the adjustment.
Do we need the apprentice's agreement before sharing?
Yes, as good practice and to meet data protection principles. Agree the wording with the apprentice, and record what they have agreed to share and with whom.
Who is responsible for workplace adjustments?
The employer has duties in the workplace under the Equality Act 2010, and the training provider has duties for its own provision. Agree who does what in writing.
Can Access to Work help?
Access to Work can help with some workplace costs, such as equipment and support workers, but it does not pay for adjustments an employer must legally make. Check eligibility on GOV.UK.
Sources and further reading
Official guidance changes. Check the source before relying on any detail, and take professional advice for individual cases.
Help shape the pilot
We are working with a small number of England FE colleges and apprenticeship providers first. Tell us about your learner support and we will be in touch.