Internship Offer Letter — Free Template for Employers
An internship offer letter confirms the dates, hours, pay and supervisor for a short-term learning role. Students often need it for their school's career office or for academic credit, so it should be specific, dated and signed, and it should make clear when the internship ends.
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October 15, 2026
[Candidate's full name]
Re: Offer of employment — [Job title]
Dear [Candidate's full name],
On behalf of [Company name], I am pleased to offer you the position of [Job title]. We enjoyed getting to know you during the interview process, and we believe you will be a great addition to the team.
The main terms of this offer are:
Position: [Job title]
Type of role: Internship
Start date: [Start date]
Compensation: [Pay]
Work location: [Where the person will work]
This letter summarizes the key terms of our offer. It is not a contract for any fixed period of time, and your work with us will also be governed by our company policies and any separate written agreement we both sign.
To accept this offer, please sign below and return a copy to me by [Date to accept by]. If you have any questions, please contact me directly.
We look forward to welcoming you to the team.
Sincerely,
[Your name (the person signing)]
[Your job title]
[Company name]
Accepted by: ______________________________
Date: ______________________________
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State the start and end dates
An internship is temporary by design, so the letter should give both a start date and an end date, plus expected weekly hours. Put the end date in the details field so there's no confusion about whether the role continues after the summer or semester.
If you may offer a return internship or a full-time role later, you can mention that you consider interns for future openings, but don't promise one. A clear end date protects both the intern and your planning.
Paid vs. unpaid internships
Most for-profit companies in the US pay their interns. Federal wage rules allow unpaid internships only in limited situations where the intern, not the company, is the main beneficiary, and some states have stricter rules. If you're considering an unpaid internship, check the rules carefully before making the offer.
If the role is paid, state the hourly rate or stipend and how often it's paid. If housing, travel or a stipend is included, list it in the details field.
Supervisor and learning goals
Name the supervisor and briefly describe what the intern will work on or learn. Schools that grant credit often ask for this, and it signals to the student that the internship is a real learning experience rather than general office help.
If the student needs a form signed for academic credit, offer to complete it and keep a copy of the offer letter with it.
What to do, step by step
Confirm the terms internally
Before writing anything, agree on the title, pay, start date, location and benefits with whoever approves hiring. An offer letter that has to be corrected after it's sent looks careless and can unsettle a new hire.
Fill in the letter
Answer the questions above. Be specific about pay and how often it's paid, and list any conditions, such as a background check, so they aren't a surprise later.
Keep promises out of it
Avoid words that suggest a fixed length of employment, like permanent or job for life, unless that's truly what you intend. Many US jobs are at-will, but rules vary by state and contract.
Have important offers reviewed
For senior hires, offers with equity, commission plans, relocation or non-compete terms, or anything unusual, have the letter reviewed by HR or someone with employment law knowledge before sending.
Send it and set a deadline
Email the signed letter or send it through your hiring system, give the candidate a reasonable deadline, and keep a copy of the signed acceptance in their personnel file.
What if the candidate wants to negotiate or doesn't respond?
Negotiation is normal. If the candidate comes back asking for higher pay, a later start date or more flexibility, decide what you can change and send a revised letter rather than agreeing to changes only by phone. The final signed letter should match what you both agreed.
If the deadline passes with no reply, a short, friendly follow-up is usually enough. Ask whether they need more time or have questions. If you still don't hear back, you can withdraw the offer in writing and move on to another candidate.
If the candidate accepts and later changes their mind, or you need to withdraw an offer after acceptance, handle it in writing and promptly. Withdrawing an accepted offer can create problems, especially if the person has already resigned elsewhere, so get legal help first in that situation.
Example internship offer letter
A filled-in sample with made-up details, so you can see the finished result.
Halvorsen Foods, Inc.
October 5, 2026
Kai Nakamura
Re: Offer of employment — Summer Data Analytics Intern
Dear Kai Nakamura,
On behalf of Halvorsen Foods, Inc., I am pleased to offer you the position of Summer Data Analytics Intern. We enjoyed getting to know you during the interview process, and we believe you will be a great addition to the team.
The main terms of this offer are:
Position: Summer Data Analytics Intern
Type of role: Full-time
Start date: June 7, 2027
Compensation: $22.00 per hour, paid every two weeks
Work location: Our Denver office at 1200 Larimer St, with up to two remote days per week
The internship runs for 10 weeks, from June 7 to August 13, 2027, at about 35 hours per week. Your supervisor will be Priya Desai, Senior Data Analyst, who will meet with you weekly to review your projects and learning goals. This offer depends on your continued enrollment at Fairmont State University.
This letter summarizes the key terms of our offer. It is not a contract for any fixed period of time, and your work with us will also be governed by our company policies and any separate written agreement we both sign.
To accept this offer, please sign below and return a copy to me by October 12, 2026. If you have any questions, please contact me directly.
We look forward to welcoming you to the team.
Sincerely,
Jordan Ellis
Director of Marketing
Halvorsen Foods, Inc.
Accepted by: ______________________________
Date: ______________________________
Frequently asked questions
Is an intern an employee?
Paid interns are generally treated as employees for payroll and wage purposes. Unpaid internships are only allowed in limited circumstances. Check the rules where you operate, and treat paid interns like any other temporary employee in your payroll system.
Can the internship offer letter help with academic credit?
Yes. Many colleges ask for an offer letter showing dates, hours, supervisor and duties before approving credit. Include those details, and ask the student whether their school has its own form for you to sign.
What if the student needs to change their start date?
Agree on the new date in writing, either by sending a revised offer letter or by confirming the change by email. Keeping the dates accurate matters if the internship is tied to school credit or a visa program.
What should a job offer letter include?
The job title, start date, pay and pay frequency, whether the role is full-time or part-time, where the person will work, who they report to, key benefits, any conditions such as a background check, and a deadline to accept. A signature line for the candidate makes acceptance clear.
Is a job offer letter legally binding?
It depends on the wording and where you are. Many offer letters state that they aren't a contract for a fixed period, but a letter that promises specific terms can still create obligations. Rules vary by state, so have important or unusual offers reviewed before sending.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.