What Is an Internship Offer Letter?
An internship offer letter is a formal letter from an employer inviting a candidate to join their company as an intern. It outlines key details like the internship’s start date, duration, and job duties. It also states whether the position is paid or unpaid.
Sometimes, internships lead to full-time jobs. But this letter makes it clear that the internship is mostly for gaining experience. Legal Templates’s internship offer letter template helps you share these details and explain that there’s no promise of a future job.
When to Use an Internship Letter
Use an internship offer letter when your company is ready to officially offer an internship to a student or new professional. It’s a helpful way to explain the intern’s role and their expectations. This letter also sets the tone for a professional relationship and protects your business by putting the terms in writing.
When you can formally offer internships, you can grow your organization’s internship program. As a result, you can:
- Create close relationships with local universities to tap into a new workforce
- Give your company greater visibility when recruiting talented new graduates
- Access new ideas and skill sets, keeping your company from stagnating.
How to Write an Internship Offer Letter
Writing a concise internship letter helps you communicate the terms for a mutually beneficial internship experience. Follow these steps to write your own, using our offer letter template as a guide.
1. Address the Recipient
Address the recipient by their full name. This way, they’ll know the offer is specifically for them and not someone else. Double-check the spelling, as accuracy is critical since the offer letter can be legally binding. Include their name and address in the header for further clarity.
2. Mention Company & Internship Position Details
Name the company that’s offering the internship. Provide the address and specify the work location if it will be different from the company’s main office. For example, if you want to offer a virtual internship, you must clarify that the intern will work remotely using their own computer equipment.
Use your letter to give details about the internship position. Explain the intern’s expected job duties and the department in which they will work. Name their supervisor and provide their contact details.
An internship agreement will explain the work duties in detail, so you should only briefly discuss them in an offer letter.
3. Write the Internship’s Duration
Write the internship’s start and end dates and expected work hours. Ideally, the internship should work with the student’s academic schedule. Discuss the duration with the student in advance to ensure it accommodates their needs.
4. Specify Compensation
Explain whether the internship will be paid or unpaid. Internships are allowed to be unpaid, but they must meet certain conditions.
The FLAS’s primary beneficiary test helps decide if an unpaid internship is legal by making sure the intern benefits more than the employer. [1] It analyzes key factors, like whether the internship offers training such as what an intern would get in school. Check state laws, too, since some have additional considerations.
5. Highlight Expectations
Provide insight into the company’s expectations of the intern. Include information about confidentiality, dress code, professional etiquette, and other important policies.
6. Provide an Acceptance Confirmation Deadline
Give the potential intern a specific date by which to reply. Ensure you provide enough time for them to consider your offer and send an acceptance letter. If you want to hire another intern if your first choice declines, allow yourself enough time to contact other applicants.
7. Include Legal Disclosures
Although an internship letter is not an employment contract, it can serve as a legal record of the internship’s basic terms. This letter is a good place to include important details and legal disclosures about eligibility for academic credit, available learning or networking opportunities, and whether the internship is paid or unpaid.
8. Provide Contact Information
List your name and title as the sender of the letter. Provide your contact information so the applicant can reach out with any questions.
Sample Internship Offer Letter
View a sample internship offer letter to learn its format and structure. When you’re ready, use our fillable internship offer letter and download it in PDF or Word format.
Welcome Your New Interns with a Professional Offer Letter
Extend internship offers confidently with Legal Templates. Our customizable offer letter template makes it easy to share role details, timelines, and expectations. Use it to communicate clearly, stay professional, and streamline your internship program.
Frequently Asked Questions
What does an internship offer letter look like?
An internship offer letter outlines the terms of a potential internship if the applicant accepts it. It explains the opportunity and highlights the benefits of working with your company. It also provides sufficient information for the intern to decide whether the position is right for them.
Is an internship offer letter binding?
An internship offer letter can be legally binding, but both parties must sign it. It also must contain standard contractual elements, like an offer and consideration. It’s not a full employment contract, but it can create a binding agreement between the employer and the intern.
Do unpaid internships need an offer letter?
Yes, even unpaid internships require an offer letter. An unpaid internship offer letter helps you comply with labor laws and specifies that the intern won’t receive compensation.
How do I send an internship offer letter?
You can send an internship letter by email, in person, or by mail. The most common method is to email the letter as a PDF attachment. Include a brief message in the email body explaining that the offer letter is attached for review and signature.
To ensure the intern receives it promptly, consider following up with a phone call or sending a physical copy as well.
