You've found the perfect intern to join your team, and now it's time to make it official. We’ve put together five internship offer email templates to help you get it right.
Referring to a template simplifies the process, making sure you cover all the essential details in a clear and welcoming way.
Add a personal touch. Your intern chose you, and you chose them. Reference a specific detail from their interview or portfolio that stood out. It shows you were paying attention and makes the offer feel exclusive.
Be direct with the details. Don't leave room for questions. Clearly state the start and end dates, work hours, compensation (including pay schedule), and who they'll report to. Clarity shows respect for their time.
Show them the work. Give a brief, exciting preview of the projects they’ll contribute to. This helps them envision their role and impact, moving beyond a generic "internship" to a specific, meaningful experience.
Outline the next steps. Tell them exactly how to accept the offer and by what date. Provide a point of contact for any questions they might have. A clear call to action makes it simple for them to say yes.
<template>
Subject: Welcome to the Team, [Intern's Name]!
Hi [Intern's Name],
We are thrilled that you’ve accepted the [Internship Role] position at [Company Name]. Welcome to the team! We are looking forward to the contributions you'll bring.
To confirm, your first day is [Start Date]. Please plan to arrive at [Time] at our office, located at [Office Address]. When you get here, please ask for [Your Name or Onboarding Contact's Name] at the front desk.
Your first day will be focused on getting you set up, introducing you to the team, and giving you an overview of the projects you’ll be working on. Please remember to bring [List of required documents, e.g., I-9 documents] with you.
If any questions come up before you start, feel free to reach out to me directly.
We look forward to seeing you on [Start Date].
Best,
[Your Name]
[Your Title]
[Company Name]
[Your Email]
[Your Phone Number]
</template>
<template>
Subject: Update on Your [Internship Role] Application at [Company Name]
Hi [Intern's Name],
Thank you for your interest in the [Internship Role] at [Company Name] and for taking the time to speak with our team.
We received a high volume of applications, and the decision process was quite competitive. After careful consideration, we have decided to move forward with other candidates at this time. This was a difficult decision, and we sincerely appreciate you sharing your experience and aspirations with us.
We encourage you to apply for future openings that align with your skills and interests. We will keep your information on file for consideration.
We wish you the best of luck in your internship search.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Your Email]
[Your Phone Number]
</template>
<template>
Subject: Interview Invitation: [Internship Role] at [Company Name]
Hi [Intern's Name],
Thank you for your interest in the [Internship Role] at [Company Name]. We were impressed with your application and would like to invite you for an interview to discuss your experience and the position in more detail.
The interview will be with [Interviewer’s Name], [Interviewer’s Title], and will last about [Duration, e.g., 30 minutes]. It will be held via [Video Call/Phone Call/In-Person].
Please let us know which of the following times works for you:
If none of these options are suitable, please suggest a few alternative times that work for your schedule.
We look forward to speaking with you.
Best,
[Your Name]
[Your Title]
[Company Name]
[Your Email]
[Your Phone Number]
</template>
<template>
Subject: Internship Offer: [Internship Role] at [Company Name]
Hi [Intern's Name],
Following our recent conversation, we are excited to formally offer you the [Internship Role] position at [Company Name]. We were particularly impressed with [mention something specific from their interview or portfolio], and we are confident you will make a significant contribution to our team.
This email outlines the details of our offer for your review:
As a [Internship Role], you will be working on [briefly describe one or two key projects or responsibilities]. We believe this role will provide you with a solid foundation in [relevant skill or industry area].
To accept this offer, please reply to this email by [Response Deadline Date]. A more detailed offer letter is attached for your signature.
We are happy to answer any questions you may have. We look forward to hearing from you.
Best,
[Your Name]
[Your Title]
[Company Name]
[Your Email]
[Your Phone Number]
</template>
<template>
Subject: Your First Day at [Company Name] is Confirmed!
Hi [Intern's Name],
We're excited to have you join us at [Company Name]. This email confirms that your start date is set for [Start Date].
Please plan to arrive at our office at [Office Address] by [Time]. When you arrive, ask for [Your Name or Onboarding Contact's Name] at the reception. Your first day will be dedicated to getting you settled in—we'll set up your workstation, introduce you to the team, and give you an overview of the projects you'll be contributing to.
As a reminder, please bring the following documents with you: [List of required documents, e.g., I-9 documents].
We are looking forward to welcoming you to the team. If any questions come up before then, feel free to reach out.
Best,
[Your Name]
[Your Title]
[Company Name]
[Your Email]
[Your Phone Number]
</template>
These templates provide a solid foundation for your internship communications, and the right tool can help you send them with confidence. Flodesk is designed to help you manage and send professional emails to your candidates and new hires.
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Sending a clear, professional internship offer sets the right tone from the start. Our templates provide a reliable framework for every step of the hiring process.
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