Email writing guidelines for an internship

E-mail etiquettes are a vital necessity in today's virtual world. Especially if you have just finished your college degree and looking out for interns. This article will provide you all the necessary steps/points to remember while writing a formal email for internship.


Writing a professional email to ask for an internship is increasingly common now a day. If you would like to respond or inquire about any internship posting advertisement by writing an email to the listed contact person. Always be sure to write your email as a formal letter. You may refer to some sample email formats for Internship program. Use proper grammar, closing, spelling and salutations. Double check your work and get ready to receive positive responses (hopefully).

Internship email writing tips

  1. The email address must be professional

    It is always advisable to use a professional and clean email addresses when sending to any business organization. Try to avoid nicknames or unnecessary numbers and special symbols. You can use variations of your name. For example: would be fine.
    • If your current email address is connected with any social media profile like Facebook/Tweeter that contains any unprofessional or personal content, then create and use a different address. Also, maintain your privacy settings on social media sites.

  2. Try to find a common contact

    It would be beneficial if you connect with someone who is already with the company. Use social networking sites like LinkedIn, Facebook to search for company and related employees. If contacts come up, check their respective positions. Ask for tips regarding the company and your internship application.
    • You can see which of your contact's contacts work at the company on LinkedIn. Do not hesitate to ask for contact to connect you. Try to be spontaneous and do not connect with the same person for assistance repeatedly
    • Many universities provide online alumni databases. You can search for people with the same job or workplaces through these social sites. Those who provide their contact information for alumni often are open to receiving emails or phone calls from students
    • While discussing about the firm with your contact, mention that you are interested in an internship. Ask about the company's infrastructure, goals, work culture, organizational environment, etc.

  3. Know more about the company

    Research the company before you ask for an internship. Visit their website. Read an article related to the firm. If the company has its own social profiles, check it. If their product then publicly accessible uses the product for a week to test it. The interviewer always appreciates candidates who know something about the company and can demonstrate about their products coheres

  4. Determine the recipient, wisely

    If the internship posting advertisement include the name of the contact person, then it is good to use that person's name and email address. But, if there is not a listed contact person, call the company to ask who is the contact person of internship recruitment. If no one is in charge, address your email to the senior human resource manager at the company. If you speak to any person at the company, you can mention this in the beginning of your email.
    • If you can not find the name of any employee, address to "Dear Sir/Madam"

  5. Subject line should be specific

    It is advisable to put a proper subject line in your email to be noticed in someone's inbox. For example, "Company X Internship Application: Robert Lynn." If applicable, use the specific subject line requested by the firm

Suggestion for writing paragraph one

  1. Address the recipient professionally

    Begin your email with "Dear Dr./Mr./Ms./Mrs. Robert" depending on the person's name, title, gender and profession. Do not write like: "Hey Mary" or "Hello." Try to be more formal and professional.
    • If you cannot determine the person's gender, address the person with his/her full name. For example, "Dear Robert Lynn."

  2. Give your formal introduction

    Tell your name and your status (e.g.. Final year Engineering in CS at University X). Mention how you found out about the internship, whether online, newspaper, or through a contract. For example, [The program director/Me professor/etc..], [title and name], suggested that I contact you

  3. Mention the purpose of the internship

    Is the internship for course credit? If so, indicate you are doing an internship primarily for experience and are flexible with job responsibilities and compensation

  4. State your availability

    Mention your potential starting and end dates and whether you would be available. For example, for fourth semester internship plus a full time winter internship, share this as well. Specify the number of hours per week you are available to work

  5. Share what you like about the company

    Bring up something that you know or think about the organization values. Avoid mentioning any negative news and incidents. Always keep your letter positive. For example, [Firm name] has a reputation for excellence, and I value your commitment to [street children]

Suggestion for writing paragraph two

  1. Mention your qualifications and work experiences

    Share all information about course details, previous work experiences, any other applicable skills and certifications. Demonstrate how your past knowledge and experiences can benefit the company. Include information about work and positions and how these experiences have prepared you for this role. Emphasize how you can contribute to the firm. Your employer needs to trust you can handle and deliver assigned tasks.
    • Rather than simply writing, like: "I was a marketing intern for one year," describe work experience with strong verbs like: "As a marketing intern, I created fresh content, design, digital graphics, and managed social media outlets for a company with fifty plus employees."
    • Skills can include social media, event organization, or other things

  2. State academic and extra-curricular activities

    Clearly mention about your academic qualifications. If you had leadership roles, describe your responsibilities, duties and/or achievements. Have you lead or coached a team? Keep all these explanations in brief to grab your reader's attention
    • Instead of using adjectives to describe yourself, use proper examples they show your qualities. Instead, if to say "I am an ambitious student," write "I have consistently remained in the top 5 percent of my class."

Closing the Email

  1. Mention when you will be in contact

    Discuss when and how you will contact the employer to follow up on the status of the application. Give your contact information, i.e. name, email address, mobile number, and availability as well. For example, "I am reachable by mobile or email. I will call you [next Monday]."

  2. Close the mail

    Thank the reader politely for taking the time to review your materials. End with something like: "sincerely." If you spoken to the person over phone or in person previously, you might use a greeting like: "best regards." Do not use "Thanks" or "Best" as closing a formal email. Sign your full name at the end like: "Robert Lynn" rather than just "Robert"

  3. Evaluate attachments

    Unless the company is actively seeking interns, they may not want to open your attached copy, especially if they have a workplace policy about attachments. If they asked about the resume, attach your document as a PDF (not in doc format)
    • Some employer may not open email attachments. If so, include your cover letter and resume in the body of the email. Make sure to space them apart to make it easier for the employer to distinguish each and every document.

  4. Follow up emails

    If you have not heard back from the firm, email them again or, preferably, call them. For example, "Dear Dr. Heusen, my name is [name] and I am following up on an email I sent you last week about a [time] internship. I would appreciate the opportunity to discuss the position. Thank you. Sincerely, Robert Lynn"

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