How to address a follow-up letter and email for internship


This is an article that should be seen as a continuation on the previous article on "How MBAs from unbranded University colleges should seek internships?". This article will seek to address the finer details of the letter and the email as a follow-up of the personal visit, that has already been addressed in the article recently submitted and under reference.

Introduction

The MBA from any unbranded MBA University department or affiliated college is at an obvious disadvantage. This has been explained in some detail in the article How MBAs from Unbranded University Colleges should seek internships

However, the MBAs from University colleges have to develop on their own. They need to meticulously follow every step to seek and get the internship and the project that is compulsory for the MBA student. It has been emphasized that the MBA student should compulsorily make at least one personal visit to the organization to present his or her case. This is extremely important.

In this article, we will discuss a) What should be the focus of the email or letter b) The template for the e-mail as a follow-up of the personal visit and c) The template for the letter as a follow-up of the personal visit.

What should be the focus of the email or letter

The email or the letter should be very short and should refer to the actual date and time on which you made the personal visit. It should also refer to the gist of the personal discussions you may have had with the concerned official. For example, even if the MBA student had met only the HR Officer, he has to compulsorily address the email or the letter only to the Head of the Department.

Most importantly, you should note that some organizations do not encourage any letter at all. There are, however, some organizations that still encourage a formal letter written on a paper, which they would store in their records. This can apply to the family-managed organizations that are traditional and have a history of conservative management practices. Hence the MBA should not attempt a "one size fits all approach" to his or her project or internship or both.

The template for the e-mail as a follow-up of the personal visit



Date:-

To

Shri/Smt _________________
Chief of HR (Mention the actual designation)
_______________________________Limited/Pvt. Limited
______________________________(Full address)


Dear Sir,

I wish to introduce myself as a MBA student of the _________________________________college/Department of Management Studies of _______________________University.

I wish to do a project work and also undergo internship in your esteemed organization. I request your permission to do the project work on _______________________________________. Sir, in this connection, I had met Mr/Ms ______________of your organization on ___date________, on __time____________, regarding the project. I had explained to ___________, the broad objective of the project and how your esteemed organization can add a bit of value through the insights of the project.

I have also explained further details of my project and the research methodology to be followed, in a separate letter, being sent today.

Sir, I will work sincerely to complete the project work and also do any additional task that you may allocate to me at any point in time.

Thanking you,

Yours sincerely,

________________

Mention your full address


The template for the letter as a follow-up of the personal visit

If you are required to send this letter on plain paper, ( as already explained, it is not essential to send this letter in every case. Much would depend on the organization. The most modern organizations do not even allow you to decide the research methodology. In all possibility, someone from within the organization who might even help you to design the entire project, but get the maximum benefit from your project).


To

Shri/Smt _________________
Chief of HR (Mention the actual designation)
_______________________________Limted/Pvt. Limited
______________________________(Full address)


Dear Sir,

This is further to the email, regarding my request for a project on ___________________.

As mentioned therein, I will be grateful if you can please grant me permission to do the project on _______________________________

Am enclosing a word file on the details of the project. Furthermore, please do also permit me to do an unpaid internship, for two months, between the 21st of April to June 2021(tentative dates, mention the actual date in your letter).

Thanking you,

Yours sincerely,

________________

Mention your full address.

Contents of the Project work in the word file



Title of the Project:-

Research Methodology:-


The possible outcome of the project and value-addition:-


The last- mentioned point is extremely important. Since the Indian organizations or even MNCs are all commercial organizations, they will require down-to-earth practical inputs for implementation. Your project should come out with some workable suggestions for improvement. For example, in the previous article, it was explained how this is possible. If your research project was on absenteeism, there could be several dimensions and such of these intimate details may not be known to the HR officials, as they would be always busy. The vital dimension of the sickness of family members and resulting absenteeism, might through up fresh insights. Many diseases are caused due to a lack of good drinking water. Hence, if the organization can install a mini RO plant in the particular village where there several workmen working in a particular department, and you identify a pattern of the sickness of parents/children of the concerned employees and also a pattern of absenteeism that had cost the organization a huge amount of expenditure in terms of hiring contract labour, that insight will be highly appreciated.

You should note that you are an outsider and hence your frank views can be very useful. It may even get you a job in the organization. After your final examinations are over, if your project is found useful, they will happily offer you the unpaid internship training. Or sometimes, even offer you some sort of consolidated salary for the internship period.

It is entirely up to you to understand ground realities and come up with innovative ideas for project work and or your internship. All the very best for you.

Conclusion

Since everything will depend on the readiness of the organization and the rules and regulations of the organization, the MBA student has to compulsorily understand the ground realities far better and then structure his/her response to the particular demands of the situation that obtains then. Value-addition to the organization is the name of the game. The MBA students of unbranded MBA colleges or University departments of Management studies have to take appropriate action in this regard.


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