An Internship Offer Letter is written correspondence sent to an intern from an employer offering an internship position. Interns differ from employees in that the intern often agrees to work for little or no pay for the duration of the program.
While some internships lead to long-term employment, such positions are taken with the understanding that a future job with the company is not guaranteed.
When to Use
Internships allow students and new graduates to gain training and hands-on experience in their desired careers. Employers who hire interns have greater access to new talent as people enter the workforce from colleges and universities.
At the same time, interns gain critical experience that can help them hone their career goals and pursue future employment opportunities.
An internship offer letter is a formal document outlining the terms of the internship offer. It explains the opportunity and highlights the benefits of working with your company. It provides sufficient information for the intern to decide whether the position is right for them.
Your offer letter for the internship should include the following details:
- Company name and address
- Intern’s name and address
- Company, division, and location of the internship
- Internship start and end dates
- Supervisor name and title
- Intern’s primary responsibilities, including tasks and projects
- Whether the internship is paid or unpaid
- Payment rate or fixed fee and payment terms
- Confidentiality clause
- Professional expectations, including dress code, policies, and procedures
- Deadline to accept the offer
- Supervisor contact information for questions or concerns
- Name, title, and signature of company representatives
Making it clear that the letter overrides any prior discussions about the internship terms ensures transparency regarding the scope of work and benefits, especially if negotiations are prolonged.
How to Write
To ensure a mutually beneficial internship experience, a clear, concise internship letter is crucial. Follow these steps starting with an internship offer letter template:
Step 1: Address the Recipient of the Internship Offer Letter
Enter the recipient’s full name and double-check the spelling. Accuracy is critical since the internship offer letter can be considered a legal document.
Step 2: Mention Details on the Company and Internship Position
You will provide a full scope of work with your formal internship agreement, so a detailed list of work obligations is not necessary. Your offer letter should provide details about the company and how the intern will fit. Outline the general requirements for the position and explain any key tasks and projects.
Step 3: Provide Information About the Internship’s Duration and Schedule
One of the primary legal requirements is that an internship work with the student’s academic schedule. Be clear about the internship’s start and end date. Outline the scheduling method and how it will accommodate the student’s needs.
Step 4: Be Clear About What Interns Can Expect
Use this section to provide insight into the company’s expectations of the intern. Include information about confidentiality, dress code, professional etiquette, and other important policies and procedures.
Step 5: Provide an Acceptance Confirmation Deadline
Give the potential intern a specific date by which to reply. Ensure enough time to seriously consider your offer and respond thoughtfully. If you want the option to hire another if this intern declines, be sure to allow yourself enough time to contact other applicants.
Step 6: Include Legal Disclosures
Although the internship offer letter is not a contract, it does serve as legal documentation of the basic terms of the internship. Use this opportunity to include any additional legal disclosures about paid and unpaid internships, academic credit, networking opportunities, and professional development resources.
Step 7: State the Next Steps for the Hiring Process, If Necessary
If needed, advise the intern of the next steps in the internship hiring process. For example, once they accept the position, the candidate may need details about where to report on their first day. You may also provide their supervisor’s contact information so they can call and coordinate.
Sample Internship Offer Letter
Streamline your internship contract process by downloading this fillable sample internship offer letter, available in PDF or Word format.
Frequently Asked Questions
An internship offer letter serves as a formal notification that an employer has selected an individual for an internship position. The letter outlines the details of the internship, including dates, responsibilities, and payment terms.
The benefits of conducting internship programs are myriad:
- Internships allow employers to create close relationships with local colleges and universities to tap into a new workforce.
- Internship programs give your company greater visibility when recruiting talented new graduates.
- Interns bring in new ideas and skill sets, keeping your company from stagnating.
- Interns trained in your company’s methods offer fresh talent you can recruit after they complete their studies.
A company can take back an internship offer if the intern has not signed an employment contract or other legal agreement. Sometimes, a company rescinds an offer because they discover the candidate was dishonest on their application or they failed a background check or drug test.
A company can also take an internship offer back if internal issues prevent it from honoring the internship terms. For example, if the company has financial problems that prevent it from paying the intern per the terms of the offer letter, it may rescind the offer.
You can send an internship offer letter by mail or email or provide it in person. If you send the letter as an attachment via email, include a short introductory email advising that an internship offer letter is attached. To ensure the candidate receives the letter on time, consider sending the offer by email and in letter form. You may also call the candidate to advise that the offer letter is on the way.
Hiring an intern can be complicated, especially considering the complex federal, state, and local laws surrounding internships. Streamline the process with an internship offer letter template from LegalTemplates.