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
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: Rob.firstname.lastname@example.org would be fine.
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.
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
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.
Subject line should be specificIt 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
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.
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
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
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
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
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.
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
Closing the Email
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]."
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"
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)
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"