How to write an Internship Offer Email?

How To Write An Internship Offer Email

This article completely describes the title ‘How to write an internship offer email?.

Internship offer email

In a fast-paced and highly competitive world as today, if you end up being just a bookworm, that’s not going to help you at all. Almost every other person is getting a perfect score on his SATs or a handsome GED grade, what helps a student stand out is the extracurriculars that he or she takes part in. And a vital part of the extracurricular activities is work experience which is gained through internships or training. Because of this, more and more students are nowadays applying for internships to give a great kick start to their careers. If you are a company or an organization that offers internships to young aspirants, you ought to know how to offer them one. 

Internship offer emails are the emails that you send to the lucky applicants that you have selected for a position of an intern in any of the departments in your company. You need to keep the letter as direct and precise as you can, you should tell them about their status in about a week or so and you should do it all with the right choice of words. Writing an internship offer email can be a strenuous task if you don’t know what to include in the letter and what not to. To help you frame the perfect offer email, we have come up with a list of dos and don’ts and also a variety of examples for you to choose from. 

To know everything about internship offer emails and write one perfectly, keep reading the article till the end! 

How to write an internship offer email?.

Writing an internship offer letter is a full-fledged process from the beginning till the end. From the opening greetings to the eventual salutations, every word matters. Here are a few tips that you can follow to pen down an amazing internship offer letter: 

Give a straightforward subject line 

Your subject line is the line that makes your reader open your email and read it. Among the spam, promotions, and socials that fill up the inbox, a good subject line makes your email shine amongst the clutter. Chances are that the applicant never opens your mail until he/she does not find a good reason to do so and you may leave on a good hire. So give your applicant a reason to read your mail. A simple subject line as an ‘Internship Offer Letter’ will do. That is cut to the point and the reader would know it’s no hoax. 

Start with an Introduction

When it comes to writing the offer letters always begin by giving an introduction of who you are as an organization and what do your work for. Even though the candidate may have gone through your company’s profile, because that is the reason why he chose to apply, you should still inform him about yourself to help him make a wise decision. 

Recognize and relish 

An appreciation can do all the trick for you. Out of a busy and burdensome day, who doesn’t like to hear a word or two of sweet appreciation? Tell your candidate why it is that you chose them, what qualities of theirs did strike you the most, and why are you willing to offer them an internship amongst all others who applied. If a candidate may have applied to numerous internships, he would choose the one that acknowledges him and values his presence in their firm. 

Tell if it’s paid or unpaid 

It is always advisable to keep things straight from the very beginning. If you are offering a paid internship, mention the amount you’re going to pay the applicant, the terms of the payment, incentives, allowances, etc. If it is an unpaid internship that you’re offering, always mention it clearly to avoid any misconstruing in the future. 

Mention the job title and description 

Mention in clear and concise words the position you are offering to the intern and the description of the job offered. Tell him about his day-to-day responsibilities, the work pace, the working environment, who would he be reporting to, and other necessary details like the deadlines for his daily or weekly tasks, etc. 

Mention your expectations

Keep it very clear with your candidate what you will be expecting from him once he joins your organization. Mention the kind of work he will have to do, mention the amount of work and also state your policies. For example, if you’re offering an internship in the field of content writing, mention the number of words you would require each day, mention your handling of plagiarism, mention the work ethics as to how and when can the candidate apply for leave, etc. and also the repercussions he will face if violated.  

Mention the tenure 

It is very important to inform the candidate about the time that you would be expecting him to work for you. The tenure days make all the difference while choosing an internship. A candidate may be all set to join you but the tenure might prove to be a barrier, so keep it clear for how long you want the apprentice. 

Mention the amount of time

Make it very clear how much time the assigned work would take the intern to do. Every student has his academic commitments and ought to know how much time would be required to devote to the kind of work you’re offering him. Mention something like 3-4 hours a day or so. 

Tell the date of joining 

 The date of joining makes the candidate aware of the day he would be required to begin working with you and also gives him a certainty from your side. This also gives him the liberty to plan his week ahead or if he is currently doing another internship, it gives him time to inform his current employer, which he ought to have. 

Inform the date and time of a meeting 

If you need to discuss any further nitty-gritty of the job being offered, you can schedule a meeting with your future intern. Inform him about the date and time of the meet and keep the schedule flexible according to his availability. If it is going to be a physical meet, mention the place too but with more and more companies conducting online recruitment, inform the candidate about the date and time of the scheduled video meet. 

Format 

You should always write your internship offer letter adhering to a format and structure. It makes your letter clear and concise, saving you from branching out into another topic. Follow the given format the next time you go about offering an internship to a candidate: 

Ref: Write the subject line not longer than a sentence. A simple heading as ‘Internship Offer Letter’ will do. 

Date:

The Human Resources Manager

Name of Company

Address

Greetings (Dear applicant) 

Body if the letter 

  • Introduce yourself and your company 
  • Appreciate the applicant 
  • Tell if it’s paid/unpaid
  • Mention job title and description
  • Mention your expectation and ROC(Rule of Conduct)
  • Mention the tenure 
  • Mention the amount of time to be devoted
  • Inform about the date of joining 
  • Set a date and time for a future meeting

Thanking you, 

Salutation (Yours faithfully/yours sincerely/ regards/best regards/warmest regards/)

Signature

Name

Designation

Company’s Name

Do’s 

When it comes to writing an internship offer letter, you should make sure that you write the right things and write it precisely. Here is a list of all things you should do while writing an internship offer letter: 

  • You should make the candidate aware that they are being approached by you or they have been selected only because of their merits. Mention the things that you liked about them in their resume or cover letter so that they know that you have put in good thought before choosing a candidate and value their skills and abilities. 
  • Internship offer letters are the kind of letters that need to be both alluring and at the same time nothing filthy. So keep your words professional but also make sure not to sound like a robot writing the mail. We’re all humans and we connect with emotions. So offer your candidate sentimental as well as professional gains through the letter. Don’t worry, you’ll know about it all through the succeeding email examples. 
  • Give your intern someone whom he can contact for any further queries. A supervisor or a mentor in the given field can be a good person as a point of contact. This gives your candidate a way by which he can approach you for any doubts or queries and make a wise and informed final decision.

Don’ts

An error on your part means an error on the company’s part. If you are writing an email offering an internship, make sure to stay away from committing any mistakes as you’re representing your company. While you’re offering someone a new position, your position may be at stake if you commit a mistake. So, check out the following things that you should not do while writing an internship offer email. 

  • Never look down on other candidates when writing an internship offer email. Stick to the candidate you’re writing to and stave off from demeaning or criticizing other applicants. This practice is not professional at all and does more reflect good values on your company’s part as this may signify that your company and your employees like to indulge in the blame game and do not respect human resources. 
  • Unnecessarily film your email with unwanted items like promotional graphics or advertisements. Stick to the main point and make it clear, concise, and coherent. The entire email must be solely a conversation to offer a position and not an endorsement of your brand or a pompous show of your achievements. 
  • The most frustrating experience in any recruitment process is when you’re transferred from one person to another in search of assistance and you end up so baffled and overwhelmed with the entire process that you finally decide to turn the offer down. You don’t want that to happen to your company, do you? So never give the contact information of a person, to the applicant, in your company, who is in no way related to the recruitment process. 

Paid internship 

Many organizations offer paid internships to apprentices where they provide them with a stipulated stipend along with additional perks and allowances. While writing an internship offer email for a paid internship, you can write something like: 

Subject: Internship Offer Letter 

Date: August 13, 2021 

The Human Resources Manager

SpringWorks Pvt. Ltd.

Greenwich Avenue,

Jake and Cornelia Street 

New York 

Dear Jake Huntington, 

We are delighted to offer you an internship as a Content Writer in SpringWorks Pvt. Ltd. Congratulations and welcome aboard! 

SpringWorks is a company that works for providing a good day to all the underprivileged children who are either orphans or come from an economically unfavorable background. We work towards providing them with food and shelter to ensure no child in America goes to sleep on a cold bed with a starving stomach. 

Your application possesses all the skills that we were looking for in a content writer and we believe that with your abilities and experience, you will be the best fit for the role. 

As a content writer, your day to day responsibilities would include: 

  • Write engaging posts for the company by carrying out keyword research 
  • Work on blogs to be posted on the website. 
  • Write captivating and relatable social media content.
  • Create user-friendly content by using bullet points, headings, and tables in articles.
  • Create SEO-friendly and search-friendly content. 

You will be paid a total of $100 per month and we are looking forward to working with you for the next two months. You will be required to submit a 3000-word article every day, which will require around 3-4 hours of your time each day. 

Before moving any further, we would like to acquaint you with the following guidelines of our company: 

  • The content should be free of plagiarism. No more than 10-12% of plagiarism in any article will be permitted.
  • You are advised to inform us about your inability to perform a day’s task beforehand. If you fail to fulfill your responsibilities, the company holds total rights over the deduction of your stipend.
  • The company owns complete rights over the content provided by you to publish it in any way it finds suitable. 

You are expected to join us the following Monday, August 16, 2021. Should you have any more doubts or questions you feel to ask, feel free to approach Mr. Rowland, Hiring Manager (635 5463 7862). 

We eagerly look forward to working with you. 

With warmest regards,

Jeremy Steele,

Human Resources Manager

SpringWorks Pvt. Ltd. 

Unpaid internship 

Subject: Internship Offer Letter 

Date: August 13, 2021 

The Human Resources Manager

TheHuffingTree Pvt. Ltd.

Greenwich Avenue,

Jake and Cornelia Street 

New York 

Dear Jake Huntington, 

We are delighted to offer you an internship as a Digital Marketer in TheHuffingTree Pvt. Ltd. Congratulations and welcome aboard! 

TheHuffingTree is a company that provides architectural solutions to people all over New York. Whether a family wants to build a new house or revamp their old home into a modern one, we help them out.

Your application possesses all the skills that we were looking for in a content writer and we believe that with your abilities and experience, you will be the best fit for the role. 

As a digital marketer, your day to day responsibilities would include: 

  • Strategies and plans for ways to push for the company’s content online.
  • Use SEO tools and bring traffic to the website.
  • Collaborate and work with content writers and graphic designers 

This is an unpaid internship. You are expected to give in your best and your day-to-day responsibilities will require 3-4 hours of your time each day for the next two months. Before moving any further, we would like to acquaint you with the following guidelines of our company to paint a better picture: 

  • You are advised to inform us about your inability to perform a day’s task beforehand. If you fail to fulfill your responsibilities, the company holds total rights over holding back your certificate and letter of recommendation.
  • The company owns complete rights to publish the content you will produce in any way it finds suitable. 

You are expected to join us the following Monday, August 16, 2021. Should you have any more doubts or questions you feel to ask, feel free to approach Mr. Rowland, Hiring Manager (635 5463 7862). 

We eagerly look forward to working with you. 

With warmest regards,

Jeremy Steele,

Human Resources Manager

TheHuffingTree Pvt. Ltd. 

Closure 

So that’s how you write an email offering an internship. Be it paid or unpaid, you need to introduce yourself and then introduce the job to the applicant, and voila! You’re done. We hope you use these examples the next time you put your fingers on the keyboard to write an internship offer email. 

How to write an Internship Offer Email?

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