Congratulations! You have been offered that internship you have been dreaming about for so long! This achievement is something that should be celebrated.
Think of all the time and effort you put into researching internships and sending out emails after emails. Whatever you did, well, it worked! But, once you are done celebrating, it’s time to get down to business again.
Most internship offers come in the form of an email. It can be pretty scary seeing that email pop up and not knowing what the outcome will be.
Thankfully, you already know that it’s good news so all that’s left is for you to send an email back accepting this exciting opportunity. But, how do you structure such an email? That is where we step in to help.
In today’s article, we will be guiding you through how to write an email to accept an internship offer. The fact you have already sent professional emails, resumes, and maybe perfected your interview skills to reach this point means you’re on the home stretch.
Read on to find out how to respond like the professional that you are with a concise but carefully thought out email and signed letter.
Internship Offer Process
You may think that the process of internship offers is straightforward and completed quickly. However, the reality is that there are a number of stages involved.
Considering the majority of people being considered are young professional candidates with little experience means a lot of thought is required by those offering internships and you will be up against some tough competition.
Much like the stages of job searches, this internship process can take some time. But, the main difference is that the internship offer process typically applies to young or new professionals, college students, college graduates, or individuals starting a new career.
By going through the internship offer process, these individuals can learn invaluable experience with accepting, declining, deferring, or negotiating different offers of employment in the future.
The first stage of an internship offer is when the candidate receives a proposal form from the organization or company regarding the internship. This will usually outline important details such as schedules, responsibilities, possible compensation, and the dates of employment.
This is the point at which the candidate can weigh up the terms of this offer and decide whether they want to accept, defer, or decline.
If you’re the lucky candidate looking to accept an internship offer, let’s find out how to reply.
Accepting An Internship Offer
When you receive your internship offer, it is advisory to schedule a meeting with your career advisor. Together, you can both discuss this opportunity to make sure it is something you want to proceed with.
When you first receive an internship offer, it doesn’t hurt to meet with your career advisor to discuss the opportunity. After all, he or she is probably familiar with your career goals and can provide you with guidance that may help inform your decision.
Once you have discussed the role with a career advisor and you’re happy to accept, here’s what to do:
- Make sure that the offer is in writing. On some occasions, you may get offered an internship over the phone. Always get the offer in writing so you can go over the details of the internship before accepting. It also allows you to go back and study if required during the internship itself.
- When officially accepting the offer, give your answer in the very first or second sentence. Lead with your acceptance statement so the recruiter knows immediately that you are accepting. As with your email asking for internships, you do not want to waste the hiring manager’s time.
- Be very clear about when you can start. Reiterate this in your acceptance email by confirming and stating your availability.
- Keep the tone grateful but formal. This email must be professional and not informal. You should sound enthusiastic, excited, and appreciative for this opportunity but not over the top. Do not write statements such as “Oh my God! I can’t wait to start working there! It’s so cool!” This is informal and not professional in any way. Do not use any emojis or abbreviations such as “OMG.”
Let’s take a look at an example of an internship acceptance letter:
Dear Mr/Mrs [First Name] [Last name],
Thank you for extending this exciting opportunity to me. It is with great enthusiasm that I accept this internship position with [organization or company name].
It seems like such a wonderful organization to work for. Immediately after our interview, I was very excited about the possibility of working with you and I am confident I will be a positive addition to [company or organization name].
As we have already discussed, I will report to the office at [time and date agreed].
Again, I want to thank you for your offer and this opportunity. You can reach me on [telephone number] in the meantime if required.
Thank you again.
So, the most important points to include in your acceptance email are:
- Always ensure that you address your email to whoever sent the offer
- Let the recipient know if you’re accepting the offer in the first or second sentence
- Make it clear when you can start the new role
- Keep the tone grateful but professional with no emojis or abbreviations
- Keep the whole email concise not to waste the recipient’s time
- Check over the email carefully for any possible typos or errors before you hit send
This email is important in letting the new employer know that they have made the right choice in hiring you. The fact you have come this far means you’re doing all the right things!
Once you have completed your internship, you should always send a follow-up letter thanking the hiring manager or supervisor for hiring you. You should express your gratitude for the opportunity and everything you have learned in the internship.
This simply shows that you care about the position and the employer, which can be beneficial down the line if you ever come round to working there in a higher position further down the road.
Even after you are offered an internship, navigating the process can be a little challenging and daunting.
But, with a professional email that uses the correct formal tone, shows gratitude, and is concise, the hiring manager will know that they have made the right choice in choosing you for their internship.