Establishing secure connection…Loading editor…Preparing document…

Learning Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Learning Agreement for Traineeships

The Trainee

Last name(s) First name(s)
Date of birth Nationality
Sex [M/F] Academic year
Study cycle Subject area, Code
Phone E-mail

The Sending Institution

Name Faculty
Erasmus code (if applicable) Department
Address Country, Country code
Contact person name Contact person E-mail / phone

The Receiving Organisation/Enterprise

Name Department
Sector Country
Address, website Size of enterprise
Contact person name / position Contact person e-mail / phone
Mentor name / position Mentor e-mail / phone

For guidelines, please look at Annex 1, for end notes please look at Annex 2.

Section to be completed BEFORE THE MOBILITY

I. PROPOSED MOBILITY PROGRAMME

Planned period of the mobility from till
Number of working hours per week
Traineeship title
Detailed programme of the traineeship period
Knowledge, skills and competences to be acquired by the trainee at the end of the traineeship
Monitoring plan
Evaluation plan

Language competence of the trainee

The level of language competence in that the trainee already has or agrees to acquire by the start of the mobility period is:

The sending institution

The institution undertakes to respect all the principles of the Erasmus Charter for Higher Education relating to traineeships.

Please fill in only one of the following boxes depending on whether the traineeship is embedded in the curriculum or is a voluntary traineeship.

The traineeship is embedded in the curriculum and upon satisfactory completion of the traineeship, the institution undertakes to:

Award ECTS credits.

Give a grade based on:

Record the traineeship in the trainee's Transcript of Records

Record the traineeship in the trainee's Diploma Supplement (or equivalent)

Record the traineeship in the trainee's Europass Mobility Document Yes No

The traineeship is voluntary and upon satisfactory completion of the traineeship, the institution undertakes to:

Award ECTS credits: Yes No

If yes, please indicate the number of ECTS credits:

Give a grade: Yes No

If yes, please indicate if this will be based on:

Record the traineeship in the trainee's Transcript of Records Yes No

Record the traineeship in the trainee's Diploma Supplement (or equivalent), except if the trainee is a recent graduate.

Record the traineeship in the trainee's Europass Mobility Document Yes No

The receiving organisation/enterprise

The trainee will receive a financial support for his/her traineeship: Yes No

If yes, amount in EUR/month:

The trainee will receive a contribution in kind for his/her traineeship: Yes No

If yes, please specify:

Is the trainee covered by the accident insurance? Yes No

If not, please specify whether the trainee is covered by an accident insurance provided by the sending institution: Yes No

The accident insurance covers:

- accidents during travels made for work purposes: Yes No

- accidents on the way to work and back from work: Yes No

Is the trainee covered by a liability insurance? Yes No

The receiving organisation/enterprise undertakes to ensure that appropriate equipment and support is available to the trainee.

Upon completion of the traineeship, the organisation/enterprise undertakes to issue a Traineeship Certificate by .

II. RESPONSIBLE PERSONS

Responsible person in the sending institution:

Name:

Function:

Phone number:

E-mail:

Responsible person in the receiving organisation/enterprise (supervisor):

Name:

Function:

Phone number:

E-mail:

III. COMMITMENT OF THE THREE PARTIES

By signing this document, the trainee, the sending institution and the receiving organisation/enterprise confirm that they approve the proposed Learning Agreement and that they will comply with all the arrangements agreed by all parties.

The trainee and receiving organisation/enterprise will communicate to the sending institution any problem or changes regarding the traineeship period.

The trainee

Trainee’s signature:

Date:

The sending institution

Responsible person’s signature:

Date:

The receiving organisation/enterprise

Responsible person’s signature:

Date:

Section to be completed DURING THE MOBILITY

EXCEPTIONAL MAJOR CHANGES TO THE ORIGINAL LEARNING AGREEMENT

I. EXCEPTIONAL CHANGES TO THE PROPOSED MOBILITY PROGRAMME

Planned period of the mobility from till
Number of working hours per week
Traineeship title
Detailed programme of the traineeship period
Knowledge, skills and competences to be acquired by the trainee at the end of the traineeship
Monitoring plan
Evaluation plan

II. CHANGES IN THE RESPONSIBLE PERSON(S), if any:

New responsible person in the sending institution:

Name:

Function:

Phone number:

E-mail:

New responsible person in the receiving organisation/enterprise:

Name:

Function:

Phone number:

E-mail:

Section to be completed AFTER THE MOBILITY

TRAINEESHIP CERTIFICATE

Name of the trainee:
Name of the receiving organisation/enterprise:
Sector of the receiving organisation/enterprise:
Address of the receiving organisation/enterprise [street, city, country, phone, e-mail address], website:
Start and end of the traineeship: from till
Traineeship title:
Detailed programme of the traineeship period including tasks carried out by the trainee:
Knowledge, skills (intellectual and practical) and competences acquired (learning outcomes achieved):
Evaluation of the trainee:
Date:
Name and signature of the responsible person at the receiving organisation/enterprise:

Annex 1: Guidelines

The purpose of the Learning Agreement is to provide a transparent and efficient preparation of the traineeship period abroad and to ensure that the trainee will receive recognition for the activities successfully completed abroad.

It is recommended to use this template. However, if the higher education institution already has an IT system in place to produce the Learning Agreement or the Transcript of Records, it can continue using it.

Before the mobility, it is necessary to fill in page 1 with information on the trainee, the sending institution and the receiving organisation/enterprise and the three parties have to agree on the section to be completed before the mobility (pages 2 and 3).

The section to be completed during the mobility (page 4) should only be used if there are changes in the responsible persons or in case it is necessary to introduce changes to the original traineeship programme.

After the mobility, the receiving organisation/enterprise should send a Traineeship Certificate to the student within a maximum of 5 weeks after successful completion of the traineeship.

Annex 2: End notes

1 Nationality: Country to which the person belongs administratively and that issues the ID card and/or passport.

2 Study cycle: Short cycle (EQF level 5) / bachelor or equivalent first cycle (EQF level 6) / master or equivalent second cycle (EQF level 7) / doctorate or equivalent third cycle (EQF level 8) – for recent graduates, specify the latest study cycle.

3 The ISCED-F 2013 search tool should be used to find the ISCED 2013 detailed field of education and training that is closest to the subject of the degree to be awarded to the trainee by the sending institution.

4 Country code: ISO 3166-2 country codes available at the ISO website.

5 The list of top-level NACE sector codes is available at the European Commission website.

6 The size of the enterprise could be, for instance, 1-50 / 51-500 / more than 500 employees.

7 Contact person: a person who can provide administrative information within the framework of Erasmus traineeships.

8 Mentor: the role of the mentor is to provide support, encouragement and information to the trainee on the life and experience relative to the enterprise.

9 For the Common European Framework of Reference for Languages (CEFR) see the Europass language levels resource.

10 Responsible person in the sending institution: this person is responsible for signing the Learning Agreement, amending it if needed and recognising the credits and associated learning outcomes.

11 Responsible person in the receiving organisation (supervisor): this person is responsible for signing the Learning Agreement, amending it if needed, supervising the trainee during the traineeship and signing the Traineeship Certificate.

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What a Learning Agreement Is and when it applies

A Learning Agreement is a written plan that records the objectives, scope, responsibilities, and assessment criteria for a training, internship, or professional development activity. It clarifies roles between the learner, the sponsoring organization or employer, and the training provider, and typically documents course content, learning outcomes, schedule, credit or compensation arrangements, and approval signatures. Organizations use Learning Agreements to align expectations, manage funding or academic credit, and create a record for performance review or regulatory compliance. Accurate completion supports audits, reimbursement requests, and dispute prevention.

Why a clear Learning Agreement matters

A well-drafted Learning Agreement reduces misunderstandings, documents obligations for all parties, and provides evidence for funding, human resources, or academic review. It creates a single source of truth for scope, timelines, and evaluation.

Why a clear Learning Agreement matters

Who typically prepares and signs a Learning Agreement

Organizations, training providers, supervisors, and learners each have distinct responsibilities when preparing a Learning Agreement.

  • Learners and students who need recorded learning objectives, credit recognition, or employer approval for external training.
  • Supervisors, managers, or academic advisors who confirm training relevance, approve schedules, and allocate resources.
  • Training providers, program administrators, or HR staff who define curriculum, outcomes, and assessment methods.

Clear role assignment in the document speeds approvals and simplifies later audits or funding reconciliations.

Core components to include in a professional Learning Agreement

Ensure the Learning Agreement contains structured sections that define parties, objectives, schedule, assessment, financial terms, and approval signatures to make it enforceable and auditable.

Parties

Full legal names and contact details for the learner, employer or sponsor, and the training provider; used for service, billing, and legal identification.

Learning Objectives

Clear, measurable outcomes describing skills, competencies, or credits the learner must achieve during the program to satisfy assessment criteria.

Scope & Schedule

Detailed description of course content, modules, hours, start and end dates, and any milestones or deliverables tied to evaluation or payment.

Assessment & Acceptance

Methods for evaluating completion such as tests, supervisor sign-off, or assignment submission; include grading, pass criteria, and evidence retention.

Financial Terms

Any tuition, stipend, reimbursement, or cost-sharing arrangements, plus invoicing instructions and who bears incidental costs like travel.

Approval Blocks

Signature and date fields for authorized signers, signatory titles, and a designated point of contact for disputes or amendments.

Essential data fields to capture

Learner Name: Full legal name
Sponsor/Employer: Legal entity name
Provider Contact: Email and phone
Effective Date: MM/DD/YYYY
Program Hours: Total planned hours
Signatures: Signer name and date

Step-by-step: completing a Learning Agreement

Follow this sequence to reduce review cycles and ensure the agreement is accepted by all parties.

  • 01
    Draft: Enter objectives, scope, and schedule
  • 02
    Review: Supervisor and provider review content
  • 03
    Approve: Authorized signers add signatures
  • 04
    Distribute: Send final copies to all parties

How to set up an online completion workflow

Configure a simple digital workflow to collect signatures, store copies, and notify stakeholders automatically.

Field Configuration
Assign Roles Order signers and approvers
Authentication Email or SMS code
Notifications Auto reminders and receipts
Storage Secure archive location

Where to send or file the completed agreement

After signing, route copies to each stakeholder and to the central recordkeeping location.

  • Learner Copy: Provide PDF to the learner
  • Employer File: Store in HR or training records
  • Provider Records: Training provider retains proof
  • Central Archive: Upload to secure document repository

Digital signing and technical requirements

Choose a platform that supports audit trails, secure storage, and required signer authentication.

  • Document Formats: PDF or DOCX accepted
  • Authentication: Email, SMS, or KBA
  • Integrations: Connects to cloud storage

Confirm the chosen provider meets applicable compliance needs (for example HIPAA for health training or state recordkeeping requirements) and preserves a tamper-evident audit trail for signatures.

Typical timelines and processing expectations

Common timelines depend on program length, funding cycles, and institutional approval processes.

Draft Submission Deadline:

Submit draft at least 15 business days before start

Review Period:

Allow 5–10 business days for stakeholder review

Final Approval:

Obtain signatures at least 5 business days before commencement

Funding Cutoffs:

Match sponsor invoicing and reimbursement timelines

Record Retention Start:

Retention clock begins on effective date

Common mistakes to avoid when preparing a Learning Agreement

  • Incomplete party identification: omitting legal entity details or using informal names can prevent invoicing and invalidate approvals.
  • Vague learning outcomes: unspecified or unmeasurable objectives lead to disputes over completion and credit allocation.
  • Missing signature authority: having someone sign without delegated authority may render approvals unenforceable.
  • Incorrect dates or schedule conflicts: failing to align effective dates with funding windows or participant availability causes delays.

Potential consequences of errors or omissions

Funding Repayment: Sponsor may seek reimbursement
Credit Denial: Academic credit may be refused
Contract Dispute: Breaches can trigger litigation
Tax Withholding: Incorrect reporting may trigger backup withholding
Data Breach Risk: Poor storage exposes PII
Compliance Failure: Violations affect audits

Pricing and capability comparison for eSignature vendors suitable for Learning Agreements

Compare starting price and key features for common eSignature options; signNow appears first in the comparison below.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Free trial available Free trial available Free plan available Limited free plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Practical examples of Learning Agreements in use

Real-world examples show how organizations streamline approvals and maintain compliance with a formal Learning Agreement.

Optica Ventures

Brian Fitzgibbons described streamlined execution for client-facing forms

  • The interface is simple and easy to use
  • The result reduced turnaround time for approvals, and provided a consistent record for audits and client communication while improving user experience.

Martin Properties

Tim Martin uses digital signing to process training agreements remotely

  • Mobile and offline signing supported
  • He reported being able to execute documents entirely online, maintaining compliance and speed whether working in the office or onsite.

Frequently asked questions about Learning Agreements and e-signatures

Answers to common questions about execution, digital signatures, recordkeeping, and legal validity for Learning Agreements.


Need help? Contact support

Explore Templates

Pension Plan Summary Plan Description Summons by Publication for Defendant Controlling Persons Questionnaire Franchise Registration Renewal Questionnaire Commercial Lease 3rd Edition Employee Rights Time Off Requests
be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.