24 Best Internship Offer Letter Examples (Free Templates)

The Internship Offer Letter is an official letter informing a student or individual that they have been selected for an internship role in a company or organization.

It provides essential details about the position and the terms of the internship. Company managers or organizational recruiters are often tasked with writing the letter.

The letter is used when companies or organizations extend an internship offer to shortlisted applicants. The letter can also act as a legally binding contract between the intern and the organization offering the internship. It is the first step an organization takes to start and build a working relationship with a selected candidate.

Free Templates

Following are some free downloadable templates for you:

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How to Offer an Internship

Understanding how to offer an internship will ensure that a company or organization finds and selects suitable candidates for positions. It also ensures companies and organizations form sustainable internship programs that can help identify talented or knowledgeable applicants.

The following is a guide on how a company or organization can offer an internship:

Create a position

Companies should review their business needs to help them identify gaps that an internship program can fill to ensure they reach set goals. Factors such as customer needs and market demands should be considered. A review of a company’s staffing model will help identify how many interns an organization requires to reach its goals and the skills candidates must have.

Once positions have been created or identified, the company should post the position or offer online or through a credible staffing agency. Information about the prerequisites that candidates for the internship position must fulfill should be included in the post.

Review the applicant’s resume

Companies must then review applicants’ resumes to help them come up with a shortlist of qualified candidates. The qualifications of the selected candidates should match the requirements indicated in the job posting.

Companies should also consider recommendations written on behalf of candidates. Third-party perspectives help organizations learn more about who the candidate is and what makes them qualified.

Hire intern

Qualified shortlisted candidates that meet a company’s requirements should be hired, if available. Hired interns should be adequately informed of what their duties and responsibilities will be. Companies should also inform hired interns of the procedures and policies that govern their operations.

Assign a supervisor

Next, a hiring manager should assign a supervisor with in-depth knowledge of the skills and qualifications required to fill the positions. First, supervisors should be informed of who the potential interns are. Next, the supervisor should review each intern’s resume to familiarize themselves with the selected candidates’ skills. Finally, the supervisor oversees the interns’ work, evaluates them, and provides feedback on their progress.

Send an official internship offer letter

If the supervisor is satisfied with the candidates selected, the hiring manager should send official letters. This letter should address each candidate directly. Details of what will be required of each intern should be provided in the letter.

Step-by-Step Process of Creating the Letter

A recruiter or hiring manager writing the letter should follow a well-outlined step-by-step process. The process will ensure that the elements of the internship are well outlined.

The following is a guide that can be used to help in the creation of the letter:

Address the recipient

First, the date of the letter, accompanied by the recipient’s name and address, should be indicated in the letter. The recipient’s address should include the area, state, and zip code. In emails, a subject line should be indicated to ensure that the applicant is aware of what the letter is about.

Next, a professional welcome that contains the recipient’s name, such as ‘Dear XYZ,’ should be indicated in the letter.

Identify information about the company and position

The introduction should contain basic information about the company and its position. The internship offer letter should explain who the company is and what position the recipient is being offered.

The writer should also indicate what department the recipient will be working in. The basic company information will help remind the recipient of the company’s profile.

Provide details of the position’s duration and schedule

Next, details should be provided explaining when the internship will start, the length of time the program will last, and what schedule the intern will be required to follow. Information concerning the position’s duration and schedule helps the recipient decide if the working terms of the program are acceptable.

Further details explaining if the position is paid or unpaid and the identity of the intern’s supervisor should also be indicated.

Mention the next steps for the hiring process

The letter should contain information on any pre-screening exercises required by the company. Measures such as background examinations or drug tests, among other pre-screening requirements, may be stated. If the internship is dependent on the successful completion of the pre-screening criteria, then a statement declaring this should be mentioned.

The letter should also outline the documentation required on the intern’s first day or the next steps that the interns will be required to take. Information on the next steps helps speed up the hiring process and enables the prospective intern to have an idea of what is expected.

Include legal disclosures as needed

Legal disclosure terms, such as non-compete agreements, that may apply to the intern can be indicated.  The disclosures will help ensure that prospective interns are informed of any non-negotiable legal terms the company has implemented. The inclusion of legal disclosures in the letter is optional.

Statement concerning the full extent of the agreement

The internship cover letter should contain a statement clarifying that the extent of the agreement only stretches up to the terms outlined in the letter. Therefore, prior discussions about the position do not apply.

The statement helps ensure that the prospective intern knows what to expect from the company before accepting or rejecting the offer. The hiring manager should include a statement explaining that any changes a prospective intern would like included must be made in informal writing.

Provide contact information

The hiring manager should provide the contact details of someone the intern can reach out to in the company for any necessary discussions. The information should include the individual’s name, phone number or email, job title or department, and a response deadline. 

The contact information will help ensure that the prospective intern has an idea of how to make clarifications before deciding on the offer

Closing

The letter should be closed with a formal salutation such as ‘sincerely’ or ‘Yours faithfully.’ The writer’s name and job title should be indicated below the salutation. This helps ensure that the letter adheres to the appropriate business format.

Include an acceptance section

An acceptance statement should be provided in the letter. The statement should indicate that the prospective intern accepts the offer and terms stipulated in the letter, with spaces provided for indication of the intern’s printed name, signature, and date of the offer. The acceptance section should be included after the close of the letter.

Unpaid Internship

A company or organization can either offer a paid or unpaid internship. A paid internship means that interns will receive compensation throughout their work with a company.  On the other hand, an unpaid internship means that no compensation will be awarded to interns working in the organization. Interns may be considered ‘contractors’ or ‘temporary’ workers by a company.

A company can also opt to consider paid interns as traditional employees, which would mean they are subject to employment laws. An unpaid internship should meet specific criteria to ensure both the intern and the company clearly understand their working relationship.

The unpaid internship should provide similar training that would be provided in an educational environment, should benefit the intern, and should not displace employees. Instead, interns should work under the supervision of the staff, and should not derive any immediate advantages to the company from the intern’s activities and may on occasion imped company operations.

It should not guarantee a job for the intern upon the conclusion of the program and should not include any wages for the duration of the internship.

Key Takeaways

This internship offer letter is highly effective for several reasons:

Warm and Welcoming Tone: The letter begins with a warm greeting, expressing enthusiasm about offering the internship position. This positive tone sets an inviting atmosphere and demonstrates the company’s genuine interest in the candidate.

Clear Position Details: The letter provides comprehensive details about the internship, including the title, department, reporting structure, location, duration, schedule, and compensation. This transparency ensures that the candidate has a clear understanding of what the role entails and what is expected of them.

Specific Responsibilities and Opportunities: By outlining the main duties and responsibilities, as well as the learning opportunities and mentorship available, the letter paints a vivid picture of what the intern can expect. This helps the candidate visualize their potential growth and the valuable experience they will gain.

Technical and Professional Development: The emphasis on acquiring practical experience, enhancing technical skills with architectural software, and exposure to real-world challenges highlights the internship’s value beyond just a job. It positions the internship as a stepping stone to professional development and career advancement.

Academic Credit Coordination: Mentioning the possibility of coordinating with the candidate’s educational institution for academic credit demonstrates the company’s support for the intern’s academic and professional journey. This also shows the internship’s legitimacy and its alignment with educational goals.

Professional Expectations: The letter sets clear expectations regarding adherence to company policies, confidentiality agreements, and professional conduct standards. This establishes a professional framework within which the internship will operate, emphasizing the importance of a professional work environment.

Call to Action: Requesting confirmation of acceptance by a specific date and providing contact information for any questions or additional information encourages prompt communication. This ensures clarity in the acceptance process and demonstrates the company’s readiness to assist and welcome the candidate.

Onboarding Anticipation: By stating that further details regarding onboarding and orientation will be provided upon acceptance, the letter assures the candidate of a structured start to their internship. This anticipation of next steps provides reassurance and demonstrates organizational preparedness.

Overall, the letter effectively communicates the value of the internship, sets clear expectations, and fosters excitement about the opportunity. It balances professional details with a personal touch, making it an exemplary communication from the employer to a prospective intern.

Free Downloads

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Final Thoughts

Companies or organizations use an internship offer letter to inform candidates of their selection for an internship. The letter contains vital information about the internship position and the company’s terms. The internship offered can either be paid or unpaid. The letter’s contents should be well-detailed and outlined. This will ensure that candidates are well-informed about what to expect from the company or organization.

About This Article

Authored by:

Zhaniece Hill

Human Resources Specialist | Masters of Business, MBA, BAS Operations Management and Supervision

Zhaniece Hill, an accomplished author, and writer, possesses an extensive 9-year journey as a seasoned Human Resources professional. With a Master's degree in Business Administration, Hill's profound insights into human capital management have been shaped by a diverse background spanning public and private sectors. Expertise in talent acquisition, onboarding, employee engagement, and benefits define Hill's remarkable HR acumen. With an unyielding focus on results, Hill's legacy is characterized by innovative HR solutions that elevate employee satisfaction, retention, and overall business performance. Continuously seeking fresh challenges, Zhaniece Hill utilizes her expertise to create a lasting impact in the realm of HR.