HR Guide: Internship Offer Letter (Free Templates)

When you have selected your best candidate for an internship at your organisation, it is only right to send them an internship offer letter. 

What's in an internship offer letter?

It would be best if you started it by congratulating the candidate. Then, you can include the essential details, such as: 

• The internship role, 

• Department name, 

• Start (and end) date, and 

• Allowance.  

When and how should you send the offer letter?

Employers and managers usually offer the internship at the end of the interview or via a phone call. These are just verbal offers. In a more formal way, an internship offer letter legitimises the offer and re-confirms the details. 

Nowadays, most companies prefer to send the internship offer letter via electronic means, such as email, as it is more convenient and faster. Candidates can also easily provide their signatures online via apps. 

Is the internship offer letter necessary?

Yes, here are the reasons why they are essential:

1. The offer letters explicitly tell the candidate that you have chosen them for the role. 

2. They act as formal communication between employers and candidates.

3. They provide basic information about the position, including the responsibilities, starting and ending date, allowances, and work location.

4. It is a surefire way to know if the candidate accepts or rejects the internship offer. If they choose to accept, they should send a signed copy of the offer letter to HR or the organisation. 

5. A well-written internship offer letter sets the tone for the intern's life in the organisation.

6 Elements of an internship offer letter

1. Internship role and responsibilities 

If you're offering them an internship placement, you must tell them the role you have chosen for them. Usually, if you have a lot of internship placements open, candidates would apply for more than one job. It's why it is vital to disclose their role. 

2. Starting date (and ending date)

Usually, employers offer the internship placement three or four months before the intern's joining. Hence, mentioning the starting date in the offer letter is crucial. 

If you have not confirmed the date, you should at least mention the month of joining so the intern can prepare themselves. 

3. Intern's allowance(s)

It would be best to mention: 

• The intern's allowance, 

• Payment frequency (for example, monthly or every two weeks), and

• Mode of the transaction (for example, online bank transfer).

4. Relevant documents (if any)

Before the candidate can start their internship with your organisation, you must provide them with a list of documents for them to submit, such as:

• College/university transcripts, or

• Recommendation letters from previous internships.

Internship Offer Letter: the Dos and Don'ts

1. DO be as precise and straightforward as possible in the offer letter.

2. DO NOT leave out the necessary information.

3. DO keep it concise and genuine.

4. DO NOT leave any grammatical or linguistic errors in the offer letter.

5. DO ensure the offer letter's tone is positive.

6. DO NOT use language that makes the offer letter sound like a contract.

7. DO provide the candidate enough time to determine if they want the internship or not. 

Internship offer letter templates

Internship offer letter template 1

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Internship offer letter template 2

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