Email template · Recruiting events and campus
Internship offer email
In short
An internship offer email tells a student they've been selected and gives the essentials: role, team, dates, hours, pay, location, manager, any conditions, the formal offer letter and a response deadline. Below are four templates (standard, short, international student, after a phone call), subject lines, an SMS and guidance on deadlines, pay and legal points.
When to send it: Send it within 24 to 48 hours of the final decision, ideally right after a phone call with the good news. Attach or link the formal offer letter in the same email.
Internship offer email: 4 versions
Standard paid internship
SubjectYour internship offer: [Internship Title] at [Company]
Hi [First Name], Congratulations. We're delighted to offer you the [Internship Title] internship with our [Team] team for summer [Year]. The details: - **Dates:** [Start Date] to [End Date] ([Number] weeks) - **Schedule:** [Number] hours per week, [Days and Hours] - **Pay:** $[Hourly Rate] per hour, paid [Pay Frequency]. [Housing stipend / Relocation, if any] - **Location:** [Office Address / Hybrid / Remote] - **Manager:** [Manager Name], [Manager Title] - **Project:** you'll work on [One-sentence description of the project] Your formal offer letter is attached. This offer is contingent on [e.g. verification of your enrollment / a background check / I-9 employment eligibility verification]. Please reply or sign the letter by [Response Deadline]. If you're waiting on other offers and need more time, tell me; we'd rather talk about it than lose you to a rushed decision. We were impressed by [Specific Thing From the Interview], and the team is looking forward to working with you. Best, [Your Name] [Title], [Company] [Phone Number]
Short version
SubjectOffer: [Internship Title], summer [Year]
Hi [First Name], Great news: we'd like you to join [Company] as a [Internship Title] from [Start Date] to [End Date], at $[Hourly Rate]/hour, working with [Manager Name] in [Location]. Your offer letter is attached. Please sign and return it by [Response Deadline]. Any questions, just reply. Congratulations, [Your Name] [Title], [Company]
International student (CPT/OPT)
SubjectInternship offer and next steps for work authorization
Hi [First Name], Congratulations. We're happy to offer you the [Internship Title] internship from [Start Date] to [End Date], at $[Hourly Rate] per hour. Your offer letter with full details is attached. Because you're on an F-1 visa, you'll need work authorization before your first day. Most students in your situation use Curricular Practical Training (CPT), approved by the Designated School Official (DSO) at your school. If your school needs anything from us, such as a letter describing the internship duties, dates and hours, send me their requirements and we'll turn it around within [Number] business days. Please reply by [Response Deadline] to accept, and let us know when your authorization is approved. Your start date depends on it, so start the process with your international student office now. Best, [Your Name] [Title], [Company]
Follow-up after a phone offer
SubjectConfirming your [Company] internship offer
Hi [First Name], It was great to share the news on the phone today. As promised, here's your offer in writing. You'll join the [Team] team as a [Internship Title] from [Start Date] to [End Date], [Number] hours a week at $[Hourly Rate] per hour, reporting to [Manager Name]. The attached letter has the full details. Please sign by [Response Deadline]. [Manager Name] will reach out next week to say hello, and we'll send onboarding details about [Number] weeks before you start. Congratulations again, [Your Name] [Title], [Company]
Subject line ideas
- Your internship offer: [Internship Title] at [Company]
- Congratulations, [First Name]: summer [Year] internship offer
- Offer: [Internship Title], summer [Year]
- You've been selected for the [Company] internship
- Confirming your [Company] internship offer
- Your offer letter and next steps
- Welcome to the [Year] intern class
SMS and WhatsApp version
Hi [First Name], it's [Your Name] at [Company]. Congratulations, we've emailed your offer for the [Internship Title] internship ([Start Date] to [End Date], $[Hourly Rate]/hr). Please review and reply by [Response Deadline].
Placeholders to replace: [First Name], [Internship Title], [Team], [Year], [Start Date], [End Date], [Number], [Days and Hours], [Hourly Rate], [Pay Frequency], [Office Address / Hybrid / Remote], [Location], [Manager Name], [Manager Title], [Response Deadline], [Specific Thing From the Interview], [Your Name], [Title], [Company], [Phone Number]
Call first, then send the email
A phone call for an internship offer takes five minutes and makes a real difference to acceptance rates, especially when students hold several offers. The recruiter or the future manager calls, shares the news and the headline terms, and says the email is on its way. The email then becomes the written record: everything the call covered, plus the formal letter.
If you're making 200 intern offers in a week, calls for everyone may not be realistic. Prioritize calls for candidates you know have competing offers and for hard-to-fill majors, and send the rest the standard email with a personal line from the interview.
What to include
Students compare internship offers line by line, often in a spreadsheet with friends. Be complete:
- Title, team and a one-sentence description of the actual project.
- Exact start and end dates, weekly hours and schedule flexibility.
- Hourly pay, pay frequency, overtime eligibility, and any housing or relocation support.
- Location and in-office expectations.
- Manager's name.
- Conditions: enrollment verification, background check, I-9.
- The response deadline and who to contact.
Keep the email and the letter consistent. If you send letters through a job offers workflow with e-signature, link to it rather than attaching a PDF that can get lost.
Pay and the unpaid internship question
Under the FLSA, an intern at a for-profit employer is generally an employee who must be paid at least minimum wage, plus overtime if non-exempt, unless the internship passes the Department of Labor's "primary beneficiary" test, which looks at whether the intern rather than the employer is the main beneficiary of the arrangement. Most corporate internships where interns do real work for the business don't pass it. Some states have their own stricter rules. Paying interns also widens your pool, since many students can't afford to work for free. This is general information; check the rules in each state where interns work.
Deadlines and reneges
Give students a reasonable time to decide, typically one to three weeks depending on the season. Very short deadlines push students to accept and then renege when a better offer comes, and some career centers restrict employers that issue exploding offers. If a student asks for more time, a short extension usually costs you less than a renege in May.
The gap between acceptance and start date is often four to eight months. Keep in touch: a note from the manager, an invite to a virtual meet-the-team session, a reminder about housing. Then send the intern welcome email a few weeks before day one.
International students
F-1 students typically need CPT authorization from their school's DSO before starting an internship that's part of their curriculum, or OPT authorization from USCIS. Processing times vary by school and can take weeks, so raise it in the offer email. Don't ask candidates about citizenship or national origin; you can ask whether they are authorized to work in the US and whether they will need sponsorship, as long as you ask everyone the same questions.
Telling the other finalists
Once your offers are accepted, close the loop with everyone else in the pipeline within a week. Use the internship rejection email and, for strong runners-up, invite them to apply again next season. Many of next year's best interns are this year's near misses.
Frequently asked questions
What should an internship offer email include?
The title, team and project, start and end dates, weekly hours, hourly pay, location, manager, any conditions, the attached offer letter and a response deadline.
Is an internship offer letter email legally binding?
In most US states, employment is at will and an offer email is not a contract for a fixed term, but courts can enforce specific promises. Have a reviewed template and avoid language that guarantees employment for the full period.
How long should students have to accept an internship offer?
One to three weeks is typical. Check the policy of the student's career center, since many follow NACE principles that call for reasonable decision time.
How do you write an intern selection email?
Start with congratulations and the role, list the core terms, attach the formal letter and give a clear deadline and contact. Add one specific line about why you chose them.
Do I have to pay interns?
At for-profit companies in the US, interns usually must be paid at least minimum wage unless the internship meets the Department of Labor's primary beneficiary test. State laws can be stricter.