Internships provide candidates and future job applicants with the industry-level and real-world experience required to develop and apply their abilities and understanding in the workplace. An internship offer letter is a formal letter that informs candidates that they have been chosen for a specific position as an intern in your company.
As a company manager or an HR Executive, you will be responsible for tasks such as onboarding and offboarding, lifecycle management, and a lot more. Writing internship offer letters for those who have been selected is one of the tasks in that case. If you are a company manager or human resources professional looking for a readily available internship offer letter, you have come to a perfect place.
In this article, we will go over everything you need to know about internship offer letters. This can help you learn more about writing your own offer letter. Come along with me to find out more!
What is an Internship Offer Letter?
An Internship Offer Letter is a letter sent to a candidate by a company that is looking to hire relevant interns for their company. This letter is a formal document that is used to inform candidates that they have been chosen for a position as an intern at your company. It includes information about the internship and the job description.
Employers or managers frequently make an internship offer at the end of an interview or over the phone. In that case, it is only a verbal offer. A written internship offer letter serves as a formal way of confirming details and cementing the offer that has already been made. It could be done by mailing a piece of paper to the candidate or sending a soft copy to them via email.
Why is an Internship Offer Letter Important?
Here are some of the reasons why an internship offer letter is important:
- It informs the candidate that they have been chosen for the position.
- This letter serves as formal correspondence between the employer and the candidate.
- It provides basic job information such as job role, compensation, date of hire, location, and so on.
- This is usually followed by either accepting or declining the job offer. If the candidate chooses to accept, they must return a signed copy to HR or the employer. As a result, it is also the next step in determining whether the candidate will accept the offer.
Key Elements of an Internship Offer Letter
This letter should include several important details that will assist interns in understanding the internship offer. The key components of this internship letter are shown below.
- Company Information
Mention the company and the precise location of the office in this section of the letter. This letter should be written on the company’s letterhead. If you include a brief description of what your company does, it will be beneficial to the intern.
- Internship Period
Specify the start and end dates of the internship, as well as the duration of the internship. Include the number of working hours in a week as well.
- Job Title and Description
Create a detailed description of the job that an intern will be doing during the internship. Include the intern’s necessary skills, responsibilities, and duties.
This section contains details about the employee’s stipend. Indicate whether the internship is paid or unpaid. If the internship is unpaid, you can use the sample unpaid internship offer letter. Mention the monetary compensation he/she will receive for providing services to the company.
- Terms and Conditions
One of the most important sections of an internship offer letter is the mention of the legal terms and conditions. Thus, include important clauses such as compensation, termination, and so on, based on your company’s needs.
This is the final section in which the internship offer is accepted. In this section, both the intern and the company sign the letter, establishing a formal agreement between both parties.
How to Write an Internship Offer Letter
Follow these to write an internship offer letter:
- Properly address the recipient
The letter should begin with an official address section in the upper left corner that includes the date of writing, the recipient’s name, address, city, state, and ZIP code. You may include a line below the address section that informs the recipient that the letter is about an internship offer. The letter can then begin with a professional greeting, such as “Dear [recipient’s name].”
- Identify details regarding the company and its position
An internship offer letter should begin with the name of the company, the position title, and the department in which the internship will be located. It should also specify where the position is located.
- Give specifics about the position’s duration and schedule
The following section of an internship offer letter should state the expected start date of the internship position, the duration of the internship program, and when the intern will be anticipated to work while in the position. This section should also specify whether the internship will be paid or unpaid, as well as the name of the position’s direct supervisor.
- Indicate the next steps for the hiring process
If the internship you’re applying for necessitates an efficient completion of pre-screening testing, such as a background check or drug test, you should include this information along with a clear statement that the offer is contingent on the beneficial completion of the screening requirements. You can also specify what documentation the intern will need on their first day and what steps they should take to prepare for the position.
- Include any necessary legal disclosures
Although this section is optional, many businesses prefer to include one that states the terms of legal disclosures, such as non-compete or confidentiality agreements.
- Statement describing the full scope of the agreement
The internship offer letter should state unequivocally that the intern can only expect the terms stated in the letter to be valued, and that the terms in the letter take precedence over any prior discussions about the position. You should include a statement that all modifications to the agreement requested by the internship candidate must be made in writing.
- Provide contact information
Give the internship candidate the contact information for someone they can reach if they have queries about the position or the offer. This could be the recruiter, hiring manager, or supervisor for the position. This section should include the contact person’s name, phone number, and/or email address, as well as their position title or department. You should also set a deadline for the internship candidate to respond to the offer.
- Close the letter
The internship offer letter should be concluded with a professional salutation, such as “Sincerely,” and then followed by the name and professional title of the person writing the letter.
- Include a section for acceptance
This section follows the letter’s closing. An acceptance section includes a statement from the intern candidate accepting the offer and terms outlined in the letter, as well as space for them to print their name, sign, and date the offer.
Tips in Creating an Internship Offer Letter
Here are some points that you should understand and consider when writing an internship offer letter:
- Be specific and clear in your details
Internships are typically provided for students, and because students have never worked in an organization before, they lack knowledge and experience about the structure, functions, policies, and expectations of new interns. So it can be difficult for the candidate to process all of this information without becoming confused or having doubts, which is why it’s important to note that it should be straightforward and accurate so that there is no confusion in the candidates’ minds when they read it.
- The letter’s tone should be positive and enthusiastic
Obtaining an internship is not an easy task; candidates must submit to and pass various types of tests and interviews in order to be selected. More importantly, they will face stiff competition. As a result, receiving this letter is a momentous occasion for any candidate, so the tone of the letter should be positive and enthusiastic.
- Provide a channel of communication for feedback
As previously stated, this letter contains a lot of information in a short amount of time, and candidates may struggle to understand everything. To assist them in this situation, provide a means of communication through which they can reach you and ask you questions to clear their doubts.
- Mention the benefits to which they will be entitled
Organizations offer many benefits to their employees, but the benefits may vary for interns, so highlight the benefits they will be eligible for once they join the company.
- Show Gratitude
Express gratitude to the candidate for their interest and efforts in joining the company. That is not only for an internship offer letter; you should also express gratitude to candidates who did not receive an internship with your organization.
Different Situations Where an Internship Offer Letter Can Be Used
It is essential to understand the various situations in which an internship offer letter can be used. Thus, we provide information so that you can learn more. Continue reading!
An Academic Internship Offer Letter is the first offer letter that an individual receives, and it is usually given to a member of staff only to confirm her or his position as an intern. The letter is given to the employee on the first day of work when she or he reports to the company.
A paid internship offer letter is a formal letter that informs a candidate that they have been chosen for an internship position in a company or organization. It includes important information about the position and the terms of the internship, such as the title, dates, work schedule, and payment.
Sample and Template
Here is a sample and template of an internship offer letter that you can use as a guideline while writing your own.
Sample 1: Internship Offer Letter Template
If you need assistance in writing an internship offer letter, try using this downloadable template:
[Name of recipient]
[City, state and ZIP code]
Dear [Name of Recipient],
I am delighted to extend to you an offer for an internship position within our [department name] on behalf of [name of company]. [City and state] is the location of this position. The position is for a [position title].
This position will begin on [start date] and will last for six months, ending on [end date]. This position has a [dates and hours] schedule. This job will pay [hourly rate] and come with [benefits]. You will be reporting directly to [name of supervisor] in this role. This offer is conditional on meeting [position requirements]. Please bring [required documents] on your first day to complete your profile.
You may have access to trade secrets and confidential or proprietary business information belonging to [company name] during your temporary employment with them. By accepting this offer, you agree that this information must be kept confidential and that you will not use it or disclose it to anyone other than [company name]. You also agree that at the end of your internship, you will promptly return any company-issued property and equipment, as well as any information and documents owned by the company. By accepting this offer, you acknowledge that you understand that participation in this program is not a job offer and that successful completion of the program does not entitle you to a job offer from [company name].
This offer letter represents the entire subject matter of the internship opportunity and supersedes any prior discussions about the position. This agreement may only be amended in writing. Please contact [contact’s name and phone number] in our recruiting department if you have any questions about this offer. Please read this letter carefully, sign it, and return it to [delivery address] by the end of business on Wed, 31 May 2023 03:02:03 +0000 to confirm your acceptance of the position. We are excited to have you start your career at [name of company] and wish you a fruitful internship. Welcome to our team!
[Your professional title]
I, [name of intern], accept the above offer and will begin the internship position on Wed, 31 May 2023 03:02:03 +0000
Sample 2: Example of Internship Offer Letter Example
Here’s an example of an internship offer letter.
April 09, 2020
1234 W. 108th St.
Pittsburgh, Pennsylvania 10435
Re: Internship Offer
Dear Emily Wright,
On behalf of One for Life Accounting, I am pleased to extend to you an offer for an internship position in our Auditing Marketing department. This position is located in Pittsburgh, Pennsylvania. A role of an audit intern is available.
This position will begin on April 15, 2020 and will end on October 15, 2020 for a period of six months. Monday through Friday, beginning at 8 a.m. to 5 p.m. schedule. This job will pay $15 per hour and include [benefits]. In this position, you will report directly to Karen Lotte. This offer is subject to the successful completion of a background check and drug test. On your first day, please bring two forms of identification, your Social Security number, tax filing preferences, a voided check, and your bank account information to complete your profile.
During your temporary employment with One for Life Company, you may have access to trade secrets and confidential or exclusive business information. By accepting this offer, you agree to keep this information confidential and not share or distribute it to anyone other than the company. You also agree to promptly return any company-issued equipment or property, as well as any information and documents owned by the company, at the end of your internship. Accepting this offer means you understand that being part of this program is not a job offer, and that your successful completion of the program does not entitle you to a job offer from One for Life Company.
This offer letter encompasses the entire scope of the internship opportunity and supersedes any previous discussions about the position. Only in writing may this agreement be amended. If you have any questions about this offer, please contact Maica Orenz in our recruiting department at 143-093-2245. To confirm your acceptance of the position, please read this letter carefully, sign it, and return it to firstname.lastname@example.org by the end of business on April 13, 2020. We are thrilled to have you begin your career at One for Life and wish you a successful internship. Welcome to our team!
I, Sarah Johnson, accepted the aforementioned offer and will begin the internship on April 15, 2020.
[Name in Print]
Other Terms Related:
- Standard Offer Letter
- Conditional Offer Letter
- Executive Offer Letter
- Contract Offer Letter
- Academic Offer Letter
- It is essential to note that the internship offer letter is straightforward and accurate so that there is no confusion in the minds of the candidates when they read it.
- Receiving this internship offer letter is a significant event for any candidate, so the tone of the letter should be positive and enthusiastic.
- Provide a channel of communication through which interns can contact you and ask you questions to clear up any confusion.
- Organizations provide numerous benefits to their employees; however, benefits may differ for interns; therefore, highlight the benefits they will be eligible for once they join the company.
- Thank the candidate for their interest and efforts in joining the company.