Why internship offer letters matter
An internship offer letter does more than confirm the position — it sets the foundation for the entire experience. Interns are often early in their careers and may not know what to expect. A well-written offer letter answers their questions before they ask them: When do I start? How much will I be paid? Who is my supervisor? What will I be working on?
For your company, the offer letter is a legal document that clarifies the nature of the relationship. This is especially critical for unpaid internships, where the Department of Labor requires the program to be primarily educational. A clear offer letter that emphasizes learning objectives helps demonstrate compliance.
What to include in an internship offer letter
- Intern's full name — address the letter personally.
- Position title — e.g., "Marketing Intern," "Software Engineering Intern."
- Department and team — which group they'll be joining.
- Start and end dates — internships have fixed durations, so both dates are essential.
- Work schedule — full-time or part-time, expected hours per week, and any flexibility.
- Work location — on-site, remote, or hybrid, with the office address if applicable.
- Compensation — hourly rate, stipend, or a clear statement that the position is unpaid.
- Supervisor/mentor — the name and title of their assigned mentor or direct supervisor.
- Learning objectives — what skills or experiences the intern will gain.
- Key responsibilities — a brief overview of their day-to-day work.
- Company policies — dress code, confidentiality, code of conduct (or reference to handbook).
- Acceptance deadline — when they need to respond.
- Signature lines — for both the company representative and the intern.
Paid vs unpaid internships
Paid internships
For paid internships, include the hourly rate or total stipend, pay frequency, and any additional benefits (housing stipend, transit pass, meals, etc.). Most paid interns are treated similarly to part-time employees for compensation purposes.
Example: "You will be compensated at a rate of $22.00 per hour, paid bi-weekly. You will also receive a $1,500 housing stipend for the duration of the internship."
Unpaid internships
Unpaid internships must meet specific legal criteria under the Fair Labor Standards Act (FLSA). The primary beneficiary of the arrangement must be the intern, not the company. Your offer letter should:
- Clearly state that no monetary compensation is provided
- Emphasize the educational nature of the program
- Describe the training and mentorship the intern will receive
- State that the intern is not displacing regular employees
- Note that the internship is for a fixed, limited duration
When in doubt, pay your interns. The legal risks of misclassifying an unpaid internship are significant, and paid internships attract stronger candidates.
Setting learning objectives
Learning objectives distinguish an internship from free labor. Every internship offer letter should include 3 to 5 specific things the intern will learn or accomplish:
- "Gain hands-on experience with Python and data analysis tools"
- "Learn the fundamentals of B2B marketing campaigns from planning to execution"
- "Develop client communication skills through participation in weekly client meetings"
- "Build a portfolio project that demonstrates full-stack web development skills"
- "Shadow senior team members across departments to understand cross-functional collaboration"
These objectives should be realistic, measurable, and genuinely beneficial to the intern's career development.
Assigning a mentor
Name the intern's mentor or supervisor in the offer letter. This person will be responsible for guiding the intern, providing feedback, and ensuring they're getting value from the experience. Include their name, title, and contact information.
Example: "You will report to Sarah Chen, Senior Product Designer, who will serve as your mentor for the duration of the internship. Sarah can be reached at sarah@company.com."
A named mentor signals to the intern (and their university, if applicable) that your program is structured and supportive — not a "figure it out yourself" situation.
Setting expectations
Be upfront about what the internship involves:
- Work hours — "Monday through Friday, 9:00 AM to 5:00 PM" or "20 hours per week, flexible scheduling"
- Dress code — business casual, casual, or whatever your office standard is
- Attendance — how to handle absences, especially if the intern has classes or exams
- Deliverables — any final project, presentation, or report expected at the end
- Evaluation — whether there will be a mid-point review, final evaluation, or both
- Conversion possibility — if strong interns may be offered full-time roles, mention it (but don't promise it)
Internship offer letter for academic credit
If the internship is for academic credit, coordinate with the intern's university. Many schools require specific documentation, including a signed offer letter that describes the role, hours, and learning objectives. Your offer letter may need to include:
- A statement that the internship qualifies for academic credit
- The total number of hours the intern will work
- The name of the faculty advisor or academic contact
- Agreement to complete any university-required evaluation forms