How to Use This Checklist
Click each checkbox to mark items as complete. Your progress is automatically saved to your browser. Use this checklist to:
✅ Three Ways to Use This Tool
1. Audit existing agreements: Review your current internship agreement against all 42 compliance points
2. Draft new agreements: Ensure you don't miss any essential legal requirements
3. Compare with solicitor drafts: Verify your lawyer has covered everything
⚠️ Understanding Importance Levels
🔴 Critical: Must have - omission creates serious legal risk or breach of employment law
🟡 Important: Should have - recommended for proper protection and risk mitigation
🔵 Recommended: Best practice - enhances clarity and enforceability
1. Parties and Basic Terms (5 items)
Organisation's Full Legal Name and Registered Address
Must include exact legal name (as registered at Companies House if limited company) and registered office address. Essential for enforceability.
🔴 Critical
Company Registration Number (if applicable)
For limited companies, include Companies House registration number for absolute clarity on legal entity.
🟡 Important
Intern's Full Legal Name and Address
Must match intern's legal name. Include full contact address and age for minimum wage verification.
🔴 Critical
Clear Agreement Date
Date agreement is signed by both parties. Critical for calculating notice periods, term duration, and limitation periods.
🔴 Critical
Specified Commencement Date
Date when internship begins. Can be same as agreement date or future date. Important for determining when obligations begin.
🔴 Critical
2. Internship Details and Duration (4 items)
Specific Internship Role and Title
Clear role title (e.g., "Marketing Intern") with department. Helps clarify expectations and determine appropriate responsibilities.
🔴 Critical
Internship Start and End Dates
Fixed dates for internship commencement and conclusion. Essential for calculating holiday entitlement, notice periods, and legal obligations.
🔴 Critical
Total Duration of Internship
Length of placement (3 months, 6 months, 12 months etc). Determines pro-rata calculation for holiday, sick pay, and other statutory entitlements.
🔴 Critical
Academic Programme Details (if applicable)
If part of university/college course, specify institution, course name, and whether internship carries academic credit. Important for student status assessment.
🟡 Important
3. Payment and Minimum Wage (7 items)
⚠️ Minimum Wage Warning
If the intern is a "worker" (regular hours, contributes to business operations), they MUST receive at least National Minimum Wage. Paying below minimum wage is ILLEGAL and can result in enforcement action by the Employment Agency Standards Inspectorate. 2025 rates: £12.21/hour (21+), £10.00/hour (18-20), £7.55/hour (under 18).
Clear Statement of Paid or Unpaid Status
Explicitly state whether intern will be paid or unpaid. Unpaid internships are rare and limited to work shadowing with no obligation to work.
🔴 Critical
Worker Status Definition
Clarify whether intern is a "worker" (entitled to minimum wage and employment rights) or on work experience only. Most paid interns are workers and must receive minimum wage.
🔴 Critical
Exact Payment Amount (if paid)
Specify monthly stipend or hourly rate. Must be at least minimum wage if intern is a worker. Include clear calculation formula for variable payments.
🔴 Critical
Payment Frequency and Method
State whether paid monthly, weekly, or fortnightly, and payment method (bank transfer, cheque, cash). Payment on specified day (e.g., last Friday of month).
🔴 Critical
Deductions and Tax Compliance
State that payment is subject to PAYE tax, National Insurance, and student loan deductions where applicable. Clarify who handles tax registration (intern's responsibility).
🟡 Important
Expenses Reimbursement Policy
Specify whether expenses (travel, meals, materials) are reimbursed and what requires pre-approval. Even unpaid interns should have reasonable expenses covered.
🟡 Important
4. Working Hours and Location (4 items)
Weekly Working Hours Specified
State total hours per week (typically 30-40 hours). Essential for calculating minimum wage compliance and pro-rata statutory entitlements.
🔴 Critical
Core Working Hours and Days
Specify working days (e.g., Monday to Friday) and typical hours (e.g., 9:00 AM to 5:30 PM). Flexibility on working hours should be noted.
🟡 Important
Primary Work Location Specified
State whether office-based, remote, or hybrid. Include full address if office-based. Important for H&S, insurance, and work arrangement clarity.
🔴 Critical
Remote/Flexible Working Terms
If hybrid or remote, specify what percentage, which days, and any flexibility. State communication expectations and availability requirements.
🟡 Important
5. Holiday and Absence Rights (4 items)
Holiday Entitlement (if paid intern/worker)
Statutory right to 5.6 weeks paid holiday pro-rata. For 3-month intern: ~7 days, 6-month: ~14 days, 12-month: 28 days. Must be paid at normal rate.
🔴 Critical
Sick Pay and Absence Procedures
State notification procedures (phone, email, by what time). Paid interns may be entitled to Statutory Sick Pay (£118.75/week, 2025) after 3-day qualifying period.
🟡 Important
Medical Certificates and Proof
Specify requirements (e.g., medical certificate after 3 days). Must comply with employer's absence management policy.
🟡 Important
Right to Time Off for Study (if student)
If part of educational programme, confirm any study leave rights (exams, assessments, coursework). Should be agreed in advance where possible.
🔵 Recommended
6. Data Protection and GDPR (5 items)
⚠️ GDPR Warning
If intern processes personal data without proper GDPR provisions, both parties face ICO enforcement action up to £17.5 million. Data processing agreements and privacy notices are legally required under UK GDPR Article 28.
Data Controller/Processor Roles Defined
Specify who is controller (organisation) and who is processor (intern) if applicable. Essential if intern accesses personal data during role.
🔴 Critical
Processing Instructions Only
If processor, intern can only process personal data as instructed by organisation. Cannot use for own purposes. Required by UK GDPR Article 28.
🔴 Critical
Security and Data Protection Measures
Specify security requirements (password protection, encryption, secure deletion, access controls). Intern must implement appropriate technical and organisational measures.
🔴 Critical
Data Breach Notification Procedure
Intern must notify organisation immediately of any suspected personal data breach. Organisation needs to know within 72 hours to report to ICO if required.
🔴 Critical
Deletion or Return of Personal Data on Exit
Intern must return or securely delete all personal data when internship ends. Prevents unnecessary retention of student/client data.
🟡 Important
7. Health and Safety (4 items)
Health and Safety Policies Provided
Organisation must provide copy of health and safety policy and procedures. Intern must acknowledge receipt and understand key policies.
🔴 Critical
Induction and Training Provided
Organisation commits to providing health and safety induction on first day. Training on any specific hazards or equipment relevant to role.
🔴 Critical
Emergency Procedures and Contacts
Specification of emergency procedures, first aider locations, emergency contact numbers, and evacuation procedures.
🟡 Important
Incident Reporting and Duty of Care
Intern must report accidents, incidents, and hazards immediately. Organisation responsible for recording and investigating under RIDDOR if applicable.
🔴 Critical
8. Learning Objectives and Supervision (4 items)
Clear Learning Objectives Defined
Specific skills and knowledge intern will gain. Should align with their studies or career goals. Good internships are structured for learning.
🔴 Critical
Appropriate Duties and Responsibilities
Work should be appropriate to intern's level and skills. Balance between routine tasks and meaningful learning opportunities. Avoid exploitative unpaid labour.
🔴 Critical
Named Supervisor and Contact Details
Specify supervisor name, job title, email, and phone. Clear escalation route if issues arise with primary supervisor.
🟡 Important
Regular Review and Feedback Meetings
Schedule of review meetings (weekly, fortnightly, or monthly) to discuss progress, provide feedback, and address concerns. Essential for intern development.
🟡 Important
9. Confidentiality and Intellectual Property (4 items)
Mutual Confidentiality Obligations
Both parties must keep confidential information secret. Intern learns business info, but organisation may also see intern's personal details/methods.
🔴 Critical
Definition of Confidential Information
Clear definition: business plans, customer lists, trade secrets, pricing, project details. Without definition, unclear what's protected.
🔴 Critical
Post-Internship Confidentiality Duration
How long confidentiality survives termination (typically 2-3 years for general information, indefinite for trade secrets). Must be reasonable to be enforceable.
🟡 Important
Intellectual Property Ownership
State that work created during internship belongs to organisation. Pre-existing IP (from before internship) remains with intern if applicable.
🟡 Important
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10. Termination and Exit (4 items)
Fixed End Date Confirmed
Agreement ends on specified date automatically. No notice period required for planned end. Clear about whether internship is extendable.
🔴 Critical
Notice Period for Early Termination
How much notice either party must give to end internship early (1-2 weeks typical). Should be reciprocal unless clear business reason otherwise.
🟡 Important
Grounds for Immediate Termination
Circumstances where internship can be ended without notice: gross misconduct, serious breach, health/safety concern. Protects both parties.
🟡 Important
Payment for Work Completed on Exit
Organisation must pay intern for all work performed up to termination date (including pro-rata holiday/payment). Return of all organisation property required.
🔴 Critical
11. Conduct and Policy Compliance (4 items)
Access to Company Policies
Intern provided with copies of relevant policies: anti-harassment, equality & diversity, social media, code of conduct, whistleblowing. Must acknowledge receipt.
🟡 Important
Anti-Discrimination and Harassment Protection
Agreement states intern protected under Equality Act 2010 (age, disability, gender, race, religion, sexual orientation, etc.). Zero tolerance for harassment or discrimination.
🔴 Critical
Professional Conduct Requirements
Specify expected standards of behaviour, dress code (if applicable), use of organisation equipment, social media conduct. Professional reputation must be maintained.
🟡 Important
Grievance and Complaint Procedures
Reference to formal grievance procedure if disputes or concerns arise. Contact for raising concerns, escalation route, confidentiality commitment.
🟡 Important
12. Legal Formalities and Documentation (4 items)
Entire Agreement Clause
This agreement supersedes all prior negotiations and understandings. Prevents parties claiming "but you said" based on pre-contract discussions. Legally important for certainty.
🔴 Critical
Governing Law and Jurisdiction
Which country's laws apply (England & Wales, Scotland, or Northern Ireland) and which courts have jurisdiction. For UK parties, English law and courts is standard.
🔴 Critical
Variation and Amendment Process
Changes must be in writing and signed by both parties. Prevents informal variations and "he said/she said" disputes about changes to agreement.
🟡 Important
Proper Execution and Signatures
Both parties sign and date the agreement with printed names. For organisations, authorised signatory (HR/Manager). Agreement isn't binding until properly executed.
🔴 Critical
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Next Steps
Now that you've reviewed the compliance checklist, you have three options:
✅ Use Our Ready-Made Template (Recommended)
Save hours of legal research and drafting. Our professionally-crafted internship agreement covers all 42 compliance points with legally-sound wording. Available in both Interview Mode (guided) and Editor Mode (direct editing) for just £10. Buy now to lock in this price forever.
📝 Draft Your Own Agreement
Use this checklist as your guide, but remember: getting the legal wording correct is complex. Minimum wage calculations, GDPR compliance, and employment law provisions require precise language. A single error can make your entire agreement unenforceable or expose you to legal liability.
⚖️ Book a Legal Consultation
For complex situations, multiple interns, or high-risk roles, consider booking a consultation with our legal professionals for personalized advice tailored to your specific circumstances and circumstances.