Updated June 01, 2022
An internship offer letter is sent to an individual when offering an internship position. An intern is someone that agrees to work, is unpaid, and with no promise of future employment. Internships are sometimes required as part of University studies and immediately after graduating to obtain experience in their field of study.
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Primary Beneficiary Test (7 rules)
When hiring an intern, an employer must follow these seven (7) rules:
- That there is no promise of compensation;
- That hands-on training is being provided;
- That the position is tied to the intern’s formal education;
- That work-times accommodate any academic schedule;
- That the internship period is limited to providing education;
- That the work complements and doesn’t replace a paid employee; and
- That the internship does entitle permanent employment.
Source: Department of Labor
Internship Contract
If the offer is accepted, the intern is advised to sign a contract that verifies the offer’s terms.
Internship Contract – Use to sign a legally binding agreement that secures the position.
Download: Adobe PDF, MS Word, OpenDocument
Sample Internship Offer Letter
INTERNSHIP OFFER
[EMPLOYER’S NAME]
[STREET ADDRESS]
[CITY, STATE]
[ZIP CODE]Date: [DATE]
Dear [INTERN’S NAME],
[COMPANY NAME] (“Company”), is pleased to offer you an internship position with our Company in accordance with the terms below:
I. POSITION.
- Title. [POSITION TITLE]
- Duties. [ENTER RESPONSIBILITIES]
II. TERMS.
- Supervisor. [NAME]
- Start Date. [START DATE]
- End Date. [END DATE]
- Employment. ☐ Part-Time ☐ Full-Time
- Expected Workdays. ☐ Mon ☐ Tue ☐ Wed ☐ Thu ☐ Fri ☐ Sat ☐ Sun
- Expected Hours. [TIME] ☐ AM ☐ PM to [TIME] ☐ AM ☐ PM
- Other. [OTHER TERMS]
III. CONDITIONS.
- Acceptance. Intern must accept this offer by [DATE].
- Background Report Required? ☐ Yes ☐ No
If the above-mentioned terms and conditions meet your qualifications for an internship, it would be our pleasure to work with you. Please accept our offer by contacting me at any of the following methods:
Phone: [PHONE]
E-Mail: [E-MAIL]We happily look forward to the opportunity of working with you.
Sincerely,
____________________________, [PRINT NAME]
INTERN’S ACCEPTANCE
I, [INTERN’S NAME], hereby agree to the terms of the above offer of internship. I understand that this offer is non-binding with a separate agreement to be written afterward.
Intern’s Signature: ____________________________ Date: [DATE]
Print Name: [INTERN’S NAME]
How to Write
Download: Adobe PDF, MS Word, OpenDocument
I. Employer Header
(1) Return Address. The mailing address of the Employer making the current offer for an internship must be displayed at the start of this letter. Fill in the full name of the Company along with its formal address. This information will aid the potential Intern in recognizing the source of this letter as well as allow for a written response to be mailed.
(2) Internship Offer Date. The header shall also seek to receive a date for this letter. Locate the formatted area labeled “Date” then supply the date this letter is composed. For the purpose of this correspondence, this will be assumed to be the signature date of this document.
II. Introduction
(3) Opening To Offer. Identify the potential Intern by addressing him or her with his or her full name in the greeting.
(4) Company. The legal name of the Company offering this internship should be supplied to the first line so that the first statement can be complete.
III. Offered Internship
(5) Title. Now it will be time to turn our attention to the First Article of this offer. Furnish the formal name of the “Title” that the Intern will hold with the Company should he or she accept this position.
(6) Duties. Define every work obligation or task that the Intern must successfully complete to fulfill the requirements of the internship being offered.
IV. Internship Term
(7) Supervisor. The full name of the Supervisor who shall oversee and manage the Intern’s work should be documented.
(8) Start Date. The calendar date that marks when the Company expects the Intern to start the internship and begin actively working in the position defined above must be solidified. Provide the formal “Start Date” in Statement (B) under “II. Terms.”
(9) End Date. Similarly, many Companies will have set the final date for the offered internship. This date will also need to be established through its presentation to the spaces provided in Statement (C). To this effect, document the last date that the Company will allow the Intern to work as such. It should be mentioned that both these dates (Start and End Date) will be assumed to be documented in any internship agreement resulting from this offer.
(10) Internship Status. The Company behind this offer will need to clearly state whether it is offering a full-time position or a part-time position. Therefore, select either the “Part-Time” checkbox if the Intern will not be expected to work more than thirty-five hours per week or select the “Full-Time” checkbox if the Company will expect the Intern to work more than thirty-five hours per week. It is important to note that some local jurisdictions will define what a “Part-time” or “Full-Time” Employee or Intern is. Make sure your selection and the expectations that will be placed on the Intern in the number of hours to be worked every week are compliant with the local laws that oversee the Company’s behavior.
(11) Expected Workdays. The days of the week when the Company expects the Intern to work will need a presentation in this letter. Thus, make use of the checkboxes available in Statement (E) by marking every checkbox that corresponds to a day of the week when the Company requires the Intern’s services.
(12) Expected Hours. The daily work hours required for this internship must be defined by filling in the the time of day when the Intern must begin working for the Company and the time that marks the end of his or her shift that day. Make sure when delivering this information that either the “AM” or “PM” box is selected for each time reported to indicate what part of day is being discussed.
(13) Other. If the information above is not a fair or accurate representation of the expected work schedule or hours expected for this internship, then use the space in Statement (G) to deliver a description of the schedule being offered to the Intern.
V. Conditions For Internship
(14) Acceptance. Naturally, the Company offering this internship will wish to know the decision the potential Intern makes on this offer as soon as possible. Therefore, this template shall require that a due date to the Intern’s response to this letter is presented. Supply the final date that an answer from the Intern must be received to Statement (A) in “III. Conditions.” If a response from the Intern is not received by this date, the Company should be considered free to review its other options for this position.
(15) Background Report Status. Locate Statement (B) in the Third Article. If the Company will require that the Intern submit to a background report before it makes this position final, then select the “Yes” checkbox. If not then the “No” checkbox should be marked.
VI. Proof Of Offer
(16) Contact Information. The telephone number and the email address where the Company can be reached for questions or be given an answer by the Intern should be displayed in the area closing this letter.
(17) Signature Of Company Representative. The Company will need to sign this letter to verify the legitimacy of the offer. This can be done by a Company Representative who is authorized to make this offer (For instance, an Authorized Representative from the Company’s Human Resource Department)..
VII. Intern’s Acceptance
(18) Intern Name. The Intern will be given an opportunity to accept the offer by signature. Many recommend presenting such an opportunity with an offer since it will allow for a signed response that can be readily mailed, faxed, or scanned then emailed. The acceptance statement provided will require the name of the Intern supplied to the first line in order to prepare it for the Intern’s response.
(19) Intern’s Signature. If the Intern intends to accept the offer made, then he or she should sign the acceptance statement then supply the current date.
(20) Intern Printed Name. The Intern should print his or her name so that it may be presented clearly with the provided signature.
