If you are managing an apprentice for the first time, you may feel like you’re spending your time navigating the landscape and language of apprenticeships.
One term you will encounter throughout any apprenticeship programme is the apprenticeship progress review.
Far from being a box-ticking exercise, apprenticeship progress reviews are structured, collaborative meetings designed to keep your apprentice on track and align new learning with workplace implementation to ensure maximum impact for all parties.
Understanding apprenticeship progress reviews
Apprenticeship progress reviews are a regular, formal meeting between three key parties involved in every apprenticeship: the apprentice, the employer (usually the line manager or workplace supervisor) and the training provider (at Damar, this is the apprenticeship coach).
The primary purpose of apprenticeship progress reviews is to evaluate the apprentice’s overall development, review milestones, address any challenges early and set clear, achievable targets for the next stage of the programme.
Having regular progress updates means we can address any issues early and that personal relationship makes Damar high on our list when we look at future development needs. – Emma Cross, Apprenticeship and Career Engagement Manager, Nottingham CityCare Partnership
Formal progress reviews vs informal 1:1 check-ins
It is helpful to distinguish between formal progress reviews and day-to-day managerial check-ins:
| Formal apprenticeship progress review | Informal workplace 1:1 |
| Involves the apprentice, line manager and training provider | Involves only the apprentice and their line manager |
| Scheduled at formal intervals (typically every 8–12 weeks) | Conducted weekly, fortnightly or ad hoc |
| Focuses on qualification progress, development of knowledge, skills and behaviours, and compliance | Focuses on day-to-day operational tasks and immediate priorities |
| Formally documented | Informal notes or personal task lists |
Who should attend a progress review?
For apprenticeship progress reviews to be effective, three perspectives must be represented:
- The apprentice: The apprentice is the central focus of the meeting; progress reviews are an opportunity for them to share and reflect on their learning and identify where they may need further guidance or support for upcoming modules
- The employer (line manager or supervisor): You provide vital workplace context; you can confirm how effectively the apprentice applies their learning in their day-to-day role, provide feedback on workplace behaviours and identify upcoming projects that match the curriculum being covered by the apprenticeship
- The training provider (coach or tutor): The coach facilitates the meeting, assesses progress against the apprenticeship standard, reviews off-the-job training logs and ensures the apprentice remains on track for their assessment.
The aim of apprenticeship progress review is for the apprentice to feel supported, the employer to be informed and aware of any obstacles or concerns, and for the training provider to ensure learning is tailored to the employer’s operational needs.
Dr Stoddart’s role as supervisor involved regular check-ins, reviewing progress and helping Hayley connect her learning to real practice challenges. This wasn’t just administrative oversight; it was active engagement with her development. – Townside Surgery
What gets discussed during a review meeting?
While each training provider may structure their agenda slightly differently, a comprehensive apprenticeship progress review typically covers six core areas:
1. Review of previous actions and targets
The meeting usually begins by looking back at targets set during previous reviews – the group can evaluate what was achieved, what remains outstanding and any barriers encountered.
2. Learning progress
The training coach provides an update on completed learning modules, submitted activites and upcoming deadlines. This is an opportunity to discuss how the apprentice is managing the learning side of their apprenticeship and identify any areas for improvement or increased support.
3. Workplace performance and behavioural development
The employer shares feedback on how the apprentice is performing in their day-to-day duties; are they applying new technical skills effectively, and are they demonstrating professional behaviours, such as punctuality, initiative and proactive communication, in line with the expectations of their apprenticeship standard and organisation?
4. Off-the-job training hours
The group reviews the apprentice’s off-the-job training log. Off-the-job training must be recorded accurately; progress reviews ensure that the apprentice is being given sufficient protected time to complete their studies alongside their role and that off-the-job records are up to date.
5. Wellbeing check
A supportive apprenticeship is built on apprentice wellbeing. The review provides a safe space to discuss workload management, mental health or any adjustments required in the workplace or learning approach.
6. Agreeing new action points
Finally, the review concludes with agreed action points for the next period, clearly assigned to the apprentice, line manager or coach. These are then shared and can be reviewed before the next progress review takes place.
How often should progress reviews take place?
Progress reviews are held regularly throughout the duration of the programme. In most cases, progress reviews take place every 8 to 12 weeks, although the exact frequency can vary depending on the apprenticeship standard, the duration of the programme and the training provider’s delivery model.
By catching any learning gaps or workplace challenges early, adjustments can be made before they affect the apprentice’s anticipated completion date.
Preparing for an effective apprenticeship progress review
A little preparation goes a long way towards making progress reviews constructive and efficient. Here are five practical steps line managers can take prior to each meeting:
- Check previous action points: Look back over the notes from the last review to see which agreed workplace tasks have been completed.
- Gather concrete workplace examples: Collect specific examples of projects, tasks or positive behaviours the apprentice has demonstrated since the last meeting – constructive, evidence-based feedback makes reviews far more meaningful for everyone involved.
- Review the training plan: Check what modules the apprentice is tackling next so you can identify suitable workplace projects or shadowing opportunities to reinforce their learning.
- Hold a quick pre-review chat: Check in briefly with your apprentice to see if there are any specific topics, concerns or achievements they would like to raise during the formal review and to make sure they feel comfortable doing so.
- Protect the time: Progress reviews work best in a quiet, focused environment without operational distractions. Ensure the meeting is scheduled in your diary with adequate time allocated.
Apprenticeship progress reviews: FAQs
Are apprenticeship progress reviews mandatory?
Yes. In England, regular progress reviews are a requirement of the apprenticeship funding rules. Reviews generally take place at least every three months, depending on the training provider’s approach. Your training provider should confirm the exact arrangements for your apprentice.
What happens if an apprentice is not progressing as expected?
If an apprentice falls behind on their coursework or struggles with workplace expectations, the progress review serves as a solution-oriented intervention. The coach, employer and apprentice can work together to create an action plan which can include tailored one-to-one coaching, adjusted workplace targets or additional learning support.
Can someone else attend the review if the line manager or apprenticeship supervisor is away?
If the primary line manager or apprenticeship supervisor is unavailable due to annual leave or illness, a nominated mentor, supervisor or HR representative who has oversight of the apprentice’s workplace performance can attend in their place. The usual line manager or apprenticeship supervisor can still submit feedback and guidance for their apprentice.
Do progress reviews have to be held in person?
No, progress reviews can be held virtually via video call. This is especially useful for remote teams and for fitting meetings regularly into diaries.
Is a progress review the same as a probation or performance review?
A progress review specifically relates to the apprenticeship – separate probation and performance reviews should be undertaken in line with the company’s overall approach to managing performance. Probation and performance reviews usually involve just the employer and employee and, although the apprenticeship progress may form part of the discussion, they are more focused on workplace objectives and job performance.
Making the most of your apprenticeship partnership
Apprenticeship progress reviews are far more than compliance checkpoints. When approached collaboratively, they serve as a powerful tool to nurture capability, align workplace training with business goals and build a confident, highly skilled employee.
By understanding the review process and engaging actively in each meeting, you play an essential role in guiding your apprentice from their first day of training all the way through to successful assessment.
If you have questions about structuring your workplace mentoring or want to learn more about how we support employers through every stage of the apprenticeship journey, speak to the Damar Training team today.
For more insights relating to apprenticeship terminology, visit:
What is Off-the-Job Training? | What is an Apprenticeship Contract?
What is a Higher Apprenticeship? | What is the Digital Apprenticeship Service?
What is an Apprenticeship Agreement? | What Are the Apprenticeship Funding Bands?
What is a Progression Plan? | What is an Apprenticeship Standard?