You've found the perfect intern and are ready to extend an offer. Now it's time to craft an offer email that reflects your brand and gets them excited to join your team.
Using a template helps you cover all the essential details clearly and professionally, so you can send your offer with confidence.
Start with the offer. Don't make them scroll through paragraphs of text to find the good news. A direct and enthusiastic opening sets a positive tone right away.
Reference a specific project they mentioned or a skill that stood out during the interview. This shows you were paying attention and value what they, as an individual, bring to the table.
Interns are often navigating their first professional role. Remove any guesswork by clearly listing the start and end dates, work hours, compensation details, and who their manager will be. Clarity here builds trust.
Your email is a preview of what it's like to work with you. Let your brand's voice shine through. Whether you're creative and casual or more formal, this is your chance to set the right expectation from the start.
Tell them exactly how to accept the offer and by when. A clear deadline helps them make a timely decision and helps you keep your hiring process on track. For example, "Please let us know your decision by [Date] by replying to this email."
<template>
Subject: Welcome Aboard! Next Steps for Your Internship at [*Company Name*]
Hi [*Intern's Name*],
We are thrilled you’ve accepted the [*Internship Role*] position with [*Company Name*]. Welcome to the team! We are looking forward to you starting on [*Start Date*].
To help prepare for your first day, we will send a separate email with onboarding documents. Please look for that and complete everything by [*Paperwork Deadline*].
As a reminder, your first day is [*Start Date*]. Please plan to be at [*Office Address or Virtual Meeting Link*] by [*Start Time*]. Your manager, [*Manager's Name*], will be ready to welcome you and walk you through the plan for your first week.
If any questions come up before then, feel free to reach out to me or [*Manager's Name*] at [*Manager's Email*].
We're excited to have you join us.
Best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Re: Internship Offer at [*Company Name*]
Hi [*Candidate’s Name*],
Thank you for letting us know your decision regarding the [*Internship Role*] position. We sincerely enjoyed getting to know you during the interview process.
While we are disappointed you won’t be joining us, we respect your decision and wish you the absolute best in the opportunity you’ve chosen to pursue. We hope you’ll keep [*Company Name*] in mind for any future openings.
All the best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Interview for the [*Internship Role*] at [*Company Name*]
Hi [*Candidate’s Name*],
Thank you for your interest in the [*Internship Role*] at [*Company Name*]. Your application stood out to us, and we would like to invite you for an interview to discuss your qualifications and learn more about your interest in the position.
The interview will be with [*Interviewer’s Name*], [*Interviewer’s Title*], and will last approximately [*Duration*] minutes. This will be a great opportunity for us to discuss your background and for you to learn more about our team and what we do.
Please use the following link to schedule a time that works for you: [*Scheduling Link*]. The interview will be conducted [*remotely via video call / in-person at our office*]. Once you select a time, we will send a calendar invitation with the necessary details.
We look forward to speaking with you.
Best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Internship Offer: [*Internship Role*] at [*Company Name*]
Hi [*Candidate’s Name*],
We are excited to formally offer you the [*Internship Role*] position at [*Company Name*]. We enjoyed our conversation and believe your skills would be a valuable addition to our team.
This is a [*full-time/part-time*] paid internship. Here are the details of the offer:
As we discussed, you’ll be contributing to [*briefly describe key projects or responsibilities*]. We are particularly looking forward to your contributions in [*mention a specific area or skill*].
Please take some time to review this offer. To accept, simply reply to this email by [*Response Deadline*]. If you have any questions, please don’t hesitate to reach out.
We hope you’ll join us.
Best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Your First Day at [*Company Name*] is Confirmed!
Hi [*Intern’s Name*],
This email confirms that your first day is set for [*Start Date*]. We are looking forward to you joining the team.
Please plan to arrive at [*Office Address or Virtual Meeting Link*] at [*Start Time*]. Your manager, [*Manager’s Name*], will be there to greet you and get you settled in. We have your first day planned out to help you get acquainted with the team and your role.
If you have any questions before then, please don’t hesitate to reach out. We’re excited to have you on board.
Best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
Once you've customized these internship offer templates, you need a reliable way to send them. Flodesk provides intuitive email marketing tools for small businesses, helping you manage and grow your email list. You can create, send, and automate professional-looking emails that connect with your audience, all without needing any coding or design skills.
Our platform gives you access to a straightforward email builder, powerful automations, and well-designed forms. It’s a complete system for your email marketing, built for simplicity. Trusted by over 100,000 businesses, Flodesk helps both beginners and experts send emails that are effective and visually appealing, without the complexity.
Having the right templates is the first step to professional internship communication. It ensures you cover all necessary details with clarity.
When you're ready to send your offers, use a platform that makes your emails look as good as they read. Get started with Flodesk to build and send your emails.
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