Template
Training acknowledgement form
Record that a person took part in a piece of training, what it covered and who delivered it, with a renewal date where one applies. Use one form for each person and each session, signed by both sides.
- Training titleThe name of the course, briefing or session.
- Provider or trainerAn internal trainer, an outside provider or an online course.
- Date and lengthThe date it took place and how long it lasted.
- What it coveredA line or two, or attach the agenda or slides.
- Job title or teamOf the person who took part.
- Certificate or resultA certificate number or result, if there is one. Attach a copy.
- Renewal or expiry dateLeave blank if it does not expire. Otherwise write the date it needs renewing.
- DeclarationI took part in this training and had the chance to ask questions.
- Signature of the person trained, with the dateSign and date.
- Trainer's name and signature, with the dateThe person who delivered the training.
- Follow-up neededA refresher, practice on the job or a practical check. Say what and when.
- Filed on the person's record byWho recorded it, and the date.
What this form is for
It records that a person took part in a piece of training: what it covered, who delivered it, when it happened and whether it needs renewing. It is a simple record of attendance and of what was provided, which is useful when someone asks what training a person has had.
When to use it
After any training that matters to the job. Safety briefings, equipment training, a software session, data protection awareness and manual handling are all good examples. Use one form for each person and each session. For a group session, print one for each person.
How to fill it in well
- Fill in the trainer's parts before the session. The person trained completes their own part at the end.
- Describe what was covered in a line or two, so the record still means something later. "Safe use of the mini-excavator, including pre-start checks" tells you more than "site safety".
- Always add a renewal date for anything that expires, and put it in the diary the same day.
- Attach the certificate, or a photograph of the card, if there is one.
- If it matters that the person can do the task afterwards, add a short practical check and note the result under follow-up.
What to keep afterwards
Keep the signed form and any certificate on the person's record, and keep a simple list of the training each role needs so you can see the gaps. How long to keep training records depends on what they are for. The employment records guide and the guidance on retention periods explain how to decide.
What not to collect
- Test scores and notes on how well someone did, beyond a pass or fail. Keep the result, not the detail.
- Personal details that have nothing to do with the training, such as a date of birth or a home address.
- Health information. If someone needed support to take part, record the support you gave, not their condition.
- Your privacy notice should say that you keep training records.
The questions in plain text
If you would rather work in your own document, here are the same questions as a list.
Frequently asked questions
What does this form show?
Who keeps the form, the trainer or the employer?
Change history
- First published.
General information only. This is not legal advice. Check the official sources above and take advice on your own circumstances.