How to Write an Internship Offer Letter (with Templates)
Download Free Internship Offer Letter Format (PDF)
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A good intern can bring new ideas and make meaningful contributions to your company. But finding the right one starts with preparing a clear and well-structured internship offer letter. This letter should provide an overview of the expectations and key details for interns, such as role and responsibilities, stipend (if applicable), and the duration of the apprenticeship.
Think about losing a talented intern who could have added real value to your team just because the offer letter was unclear or incomplete. To help you avoid that, this guide gives you a simple checklist, a free template with examples, and points out common mistakes to watch out for.
What is an Internship Offer Letter?
An internship offer letter is a formal document that explains the role, responsibilities, duration of the internship, and other key details. It serves as an official confirmation of the intern’s period of work, tasks, stipend or pay (if any), and other important information. While the primary purpose is the same, the content of a paid apprenticeship offer letter and an unpaid one may vary slightly.
| Aspect | Paid Internship Offer Letter | Unpaid Internship Offer Letter |
|---|---|---|
| Compensation | Clearly mentions stipend/salary, payment frequency, and mode of payment | No financial compensation to be mentioned. |
| Benefits | May include perks such as travel allowance, meals, or certificates. | Focuses mainly on learning opportunities and a completion certificate. |
| Commitment | Often expects stricter adherence to working hours and deliverables. | May allow more flexible schedules, emphasizing skill-building. |
| Legal/Compliance | Must comply with labor laws regarding minimum wage and tax deductions. | Must ensure compliance with local laws on unpaid internships and fair treatment. |
Simple Internship Offer Letter Format
Download Free Internship Offer Letter in Word Format
Sample of Standard Apprenticeship Offer Email
Subject: Apprenticeship Offer Email from ABC Pvt. Ltd
Dear Rohit Acharya,
We would be pleased to have you as an intern in the production department. It would be a six-month apprenticeship with a monthly stipend of [mention amount]. Upon the completion of six months, we will offer you a permanent position at ABC Pvt. Ltd based on your performance and skill development.
Kindly consider this as an apprenticeship offer letter and not an employment contract or an appointment letter. Please confirm acceptance of this offer by (offer expiration date) to accept the role of intern in the production department.
Sincerely,
Anita Desai
HR Manager
ABC Pvt. Ltd
What to Include in an Internship Offer Letter?
An internship offer letter should clearly mention the role, expectations, and terms of the internship. The structure of the letter may differ depending on the company, industry, or type of traineeship (paid or unpaid). However, it should usually include details of:
- Your organization (Name, address, website, and HR contact info)
- Full name and address
- Internship position and department
- Start and end date of the internship
- Work arrangement (on-site, remote, or hybrid)
- Summary of duties and tasks
- Compensation and benefits (if applicable)
- Working hours (daily or weekly schedule)
- Confidentiality and Non-Disclosure Agreement (NDA)
- Offer expiration date
- Any documents or requirements before joining
- Intern’s acknowledgment and acceptance.
Internship Offer Email Template & Samples for Candidates Across Different Skills
Below are sample email drafts tailored for different apprenticeship positions, along with quick pro tips to make them more effective.
Sample 1: Software Engineering Intern Template
Use this opportunity to invite eligible candidates to work on live projects with senior developers. You can also highlight how this opportunity presents hands-on experience with trending software tools and development practices.
Subject: Internship Offer from [Company Name]
Dear Mr/Ms (candidate name),
We at {company name} are happy to offer you the opportunity to work as a software engineer intern for a duration of (mention the duration). The other relevant details of your roles are as follows:
- Stipend
- Benefits
- Work arrangement
- Roles and expectations
If interested, kindly accept the offer by replying to this email by (offer expiration date). Once again, we look forward to you joining the team.
Best regards,
[Name]
[Designation]
[Company Name]
Sample 2: Data Analytics Intern Template
The internship offers an opportunity to get hands-on experience with datasets to support business decisions and receive training in tools such as Excel, SQL, and data visualization.
Subject: Intern Offer Letter from {organization Name}
Dear [Candidate’s Name],
We are pleased to offer you the opportunity for an internship in Data Analytics in our organization. This will be a 6-month internship with a fixed stipend of [mention amount] per month.
This internship will give you the chance to:
- Gain hands-on experience with datasets to generate insights and reports.
- Assist in data cleaning, visualization, and interpretation.
- Support the team in decision-making through analytics and dashboards.
- Gain exposure to data tools, analytical techniques, and workplace communication.
Kindly confirm your acceptance of this offer by [Offer Expiration Date].
Sincerely,
[Signature]
[Name]
[Company Name]
Sample 3: Digital Marketing/SEO Intern Template
Keep the traineeshipApprenticeshipApprenticeship letter short and to the point. Let the candidate know about the learning curves and rewards in advance.
Subject: Intern Offer Letter from {organization Name}
Dear (Candidate’s Name),
We are excited to offer you a rewarding opportunity as a Digital Marketing intern in our organization. You will be receiving a fixed stipend of (amount) per (pay period). You’ll report to (Manager’s Name) in the (Department). This internship is available in a hybrid mode: on-site at (location) Monday to Wednesday, with work from home on Thursday and Friday.
After the completion of the internship, you may be offered a permanent role at [Company Name] if your performance is found to be satisfactory.
Please note this is an internship offer letter and not an employment contract. If interested, kindly accept the offer by (last date).
Regards,
[Signature]
[Printed Name]
[Designation]
[Company Name]
Sample 4: Content Writing Intern Template
The position should attract interns who have the ability to keep readers hooked with their writing style. Educate them on how this opportunity can change their passion into a rewarding career.
Subject: Intern Offer Letter from {organization Name}
Dear [Candidate’s Name],
We are writing this to inform you that you have been selected for the position of Content Writing Intern at [Company Name]. You will be working as an intern in (company name) from (start date) to (end date), with a stipend of [Amount] per [month/quarter], payable as per our policy.
During this internship, your core duties will be (but not limited to):
- First Duty
- Second Duty
- Third Duty
- Fourth Duty
Kindly confirm your acceptance of this offer by [Offer Expiration Date].
Sincerely,
[Your Signature]
[Printed Name]
[Designation]
[Company Name]
Sample 5: Human Resources (HR) Intern Template
Describe this internship as a chance to support recruitment, onboarding, and employee engagement. Point out exposure to HR processes and workplace communication.
Subject: Apprenticeship Offer Email from [Company Name]
Dear [Candidate’s Name],
We are delighted to extend to you an offer for the position of HR Intern within the Human Resource Department for a duration of six months. As an HR intern, you will be receiving a stipend of [Amount] per [month/quarter], payable as per our standard policy.
During this internship, you will have the chance to:
- Support recruitment activities, including screening candidates and scheduling interviews.
- Assist with the onboarding process for new employees.
- Contribute to employee engagement initiatives and HR events.
- Gain exposure to key HR processes and workplace communication.
Upon successful completion of six months, and based on your performance and learning, you may be considered for a permanent position at [Company Name].
Please note that this is an internship offer and not an employment contract or appointment letter. We request you to confirm your acceptance of this offer by [Offer Expiration Date] to begin your internship with us.
We look forward to having you as part of our HR team and supporting your professional growth.
Sincerely,
[Signature]
[Printed Name]
[Designation]
[Company Name]
Sample 6: Finance/Accounting Intern Template
Clarify that the intern will assist with bookkeeping, financial analysis, and reporting. Focus on learning about compliance, audits, and financial planning.
Subject: Apprenticeship Offer Email from [Company Name]
Dear [Candidate’s Name],
We are delighted to extend an offer to you for the position of an accounts Intern within the Finance Department for a duration of three months. As an accounts intern, you will be receiving a stipend of [Amount] per [month/quarter], payable as per our standard policy.
During this internship, you will have the chance to:
- Support the team in managing daily accounting tasks.
- Assist with bookkeeping, data entry, and reconciliation of financial records.
- Help prepare invoices, reports, and documentation as required.
- Gain exposure to basic accounting processes, compliance, and workplace communication.
After successful completion of your internship, you may be considered for a permanent position at [Company Name], based on your performance and learning.
If you are willing to accept this internship offer, confirm your acceptance by [Offer Expiration Date] to begin your internship with us.
We look forward to having you as part of our Finance team and supporting your professional growth.
Sincerely,
[Name]
[Designation]
[Company Name]
Sample 7: Product Management Intern Template
Showcase this role as a mix of planning and execution. Mention involvement in product roadmaps, market research, and collaboration with cross-functional teams.
Subject:Internship Letter from [Company Name]
Dear [Candidate’s Name],
We are delighted to extend an offer to you for the position of an accounts intern within the Finance Department for a duration of three months. As an accounts intern, you will be receiving a stipend of [Amount] per [month/quarter], payable as per our standard policy.
During this internship, you will have the chance to:
- Work with the product team on product evaluations and changes.
- Conduct surveys by various means (email, phone, etc.), then present results.
- Pull and analyze market data for dealers, attachments, and application segments.
- Correspondence with vendors (machine specifications).
After successful completion of your internship, you may be considered for a permanent position at [Company Name], based on your performance and learning.
If you are willing to accept this internship offer, confirm your acceptance by [Offer Expiration Date] to begin your internship with us.
We look forward to having you as part of our Finance team and supporting your professional growth.
Sincerely,
[Printed Name]
[Designation]
[Company Name]
Sample 8: Sales/Business Development Intern Template
Present it as a fast-paced role focused on lead generation and client interaction. Highlight skill-building in communication, negotiation, and networking.
Subject: Traineeship Letter from [Company Name]
Dear [Candidate’s Name],
We are glad to extend an offer for the position of business development intern at ABC Pvt. Ltd within our marketing department. Your internship is scheduled to begin on [starting date] and will end on [ending date]. As a business development intern, you will be receiving a stipend of [Amount] per [month/quarter], payable as per our standard policy.
This internship provides an opportunity for you to gain hands-on experience in:
- Supporting the team in identifying and reaching out to potential clients.
- Assisting with market research, lead generation, and sales presentations.
- Contributing to building customer relationships and managing client communication.
- Gaining exposure to business development strategies, negotiation skills, and workplace communication.
We hope you will utilize your skills and experience to advance our organization.
If you are willing to accept this internship offer, confirm your acceptance by [Offer Expiration Date] to begin your internship with us.
We look forward to having you in our organization.
Sincerely,
[Name]
[Designation]
[Company Name]
How to Write an Internship Offer Letter (Step-By-Step)
Step 1: Address the Recipient
Mention information about the recipient’s name and location in the upper left corner of the letter.
Step 2: About the Company and Position
The opening paragraph should include details regarding the company name, the title or role, and the department.
Step 3: Work Schedule and Duration
Include the date of commencement of the apprenticeship and its duration.
Step 4: Pre-Screening Process
Mention the necessary pre-hiring requirements that a candidate should undertake, such as background verification, police clearance, and medical tests.
Step 5: Legal Disclosures
Legal Disclosures include a Non-Disclosure Agreement (NDA) and, if relevant, a non-compete. For context, see The Legal Framework for Apprenticeships and Internships in India.
Step 6: Statement of Agreement
Clearly mention that only the terms in the letter will be honored; candidates can suggest changes in writing.
Step 7: Contact Information
Provide hiring/manager’s name, designation, email/phone, and response deadline.
Step 8: Closing the Letter
End with a professional salutation (e.g., Sincerely), followed by the sender’s name and designation.
Step 9: Acceptance Section
Add a section for the candidate’s signature, name, and date to confirm acceptance of the offer.
Common Mistakes to Avoid
A poorly written or incomplete offer letter can confuse or even demotivate an intern from accepting the position. To prevent this, avoid these mistakes:
- Not mentioning important details like start/end dates, work hours, or reporting structure
- Not specifying pay, stipend, or allowances clearly.
- Using vague responsibilities instead of role-specific duties.
- Ignoring labor law compliance, especially for paid internships.
- Excluding confidentiality clauses when interns will access sensitive data.
- Leaving out a deadline for acceptance may slow down onboarding.
- Using an informal tone or casual formatting that doesn’t reflect company standards.
Final Thoughts
An internship offer paints a clear picture of the whole internship when it includes all the right details without any mistakes. HR managers should consider this an opportunity to build a positive first impression and avoid misunderstandings. It’s a common misconception that preparing such letters is highly time-consuming.
However, using tools like factoHR’s one-click HR letters can help HR managers quickly generate professional offer letters that ensure consistency and accuracy every time.
What is an Internship?
An internship is a short-term work experience offered by companies to students or recent graduates. It gives practical exposure, helps build skills, and offers industry knowledge. At the same time, it allows companies to evaluate future talent. Internships may be paid or unpaid, depending on company policy and local laws.
Why is an Internship Offer Letter Important?
An internship offer letter is important because it makes the arrangement official. It sets clear expectations by explaining the role, duration, pay (if any), and reporting structure. This avoids confusion and ensures both the intern and employer are aligned before starting.
Is It Better to Accept an Internship Offer via Email or a Formal Letter?
Email is quick and common, while a signed letter gives stronger proof. Ideally, respond by email promptly to confirm, and attach a signed acceptance letter if the company asks for it.
Can I Negotiate the Terms of My Internship in the Acceptance Letter?
Interns can negotiate certain terms like stipend, work hours, or remote options, before accepting. Keep the discussion polite and professional. Once agreed, send a final acceptance letter with the updated terms to avoid confusion.
How Quickly Should I Send an Internship Acceptance Letter after Receiving an Offer?
It’s best to reply within 24–72 hours of receiving the offer. A quick response shows professionalism and interest. If you need more time, politely ask for an extension. Waiting too long may signal a lack of interest and risk losing the offer.
Should the Apprenticeship Offer Email Mention the Compensation and Stipend Details?
Yes, if the apprenticeship is paid, the letter should clearly mention the stipend, amount, frequency, and payment method. For unpaid apprenticeship, it should clearly state that the company is not obliged for the payment. This ensures transparency and avoids confusion.
What is the Minimum Length of an Internship?
The length of internships varies, but most last at least four to six weeks. Shorter programs may not provide enough learning, while longer ones, usually three to six months, offer a better experience and benefits for both interns and employers.
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