Writing an Internship Email that Stands Out (+Examples)
Amina Ibrahim
Securing an internship is a big step towards career growth and your first move matters – a lot. That move? It is the internship email you are about to send. The goal here is simple: make the recipient excited to meet you – virtually or in person.
But to do that, you have to strike the perfect balance between professionalism and personality. You want to come off as polished and capable while letting your genuine interest in the internship shine through.
Before you get down to writing your first internship email, understand the principles that make it stand out. In this article, we will break down the elements of an internship email that grabs attention from the get-go and keeps it all the way through. We will also discuss 2 successful examples of internship emails that will help you learn how to magnify that impact.
What is an internship email?
An internship email is a formal message sent to a prospective employer expressing interest in an internship opportunity. It is a professional way to introduce yourself and provide relevant information about your qualifications and motivations for applying.
How to write a winning internship email in 9 steps
Knowing how to cold email for different internship opportunities will increase your chances of landing that coveted position. Let’s discuss 9 steps to help you craft an impactful internship request email to catch the eye of potential employers and open doors to exciting opportunities.
1. Add a clear & specific subject line
This is your first chance to make an impression. Make it specific and to the point. Consider including the internship position or a clear reference to your intent. It could be something like "Internship Inquiry: Marketing Intern Position at [Company Name]". That way, the recipient knows exactly what your email is about before they even open it.
2. Formally address the recipient
Keep the greeting formal – use their name if you have it, otherwise a respectful "Dear Hiring Manager" works fine. Using the recipient's name adds a personal touch and shows your professionalism.
3. Introduce yourself
Now introducing yourself and expressing genuine interest in the internship is where you want to shine. Start with a brief introduction that includes your name, your academic background, and your year of study. Keep this section brief but informative. You want to provide enough context about who you are without overwhelming the recipient.
4. Highlight relevant experiences and skills
Focus on your relevant experiences and skills that align with the internship or the company. Carefully review the internship description and the company's values or goals. Then, select experiences from your academic coursework, extracurricular activities, volunteer work, or previous jobs that directly relate to what the internship requires.
Provide specific examples of projects you worked on, skills you developed, or achievements you attained that show your suitability for the internship. Use bullet points or concise paragraphs to showcase these experiences.
5. Express specific interest in the internship and company
Now smoothly transition into expressing your interest in the specific internship position or the company itself. Research the company thoroughly – its culture, recent projects, values, or any initiatives they have undertaken. Then, personalise your internship inquiry email by mentioning what specifically attracts you to the company.
You can reference a recent project the company completed that impressed you, a unique approach they have in the industry, or how the company's values align with your own. Tailor your expressions of interest to show that you did your homework and are genuinely excited about the opportunity.
6. Specify internship period availability
In your email, clearly mention the period or duration for which you are available for the internship. Whether it is specific dates, a range like summer months, fall semester, etc., a specific number of weeks, or certain days of the week, make it evident. If you are flexible, mention that too.
Companies have their schedules and plans so when you are clear about your availability, they can quickly see if it lines up with what they need. It saves time for both sides and makes it smoother to figure out if you are a good match for the internship.
7. Thank & request further discussion
End your email with a polite thank-you note for considering your application. Express appreciation for the opportunity to apply for the internship. Show your openness to providing more information if needed. Request further discussion – whether it is for a quick call or an interview.
You can say something like, "I would love to discuss how I can contribute to [Company Name] further," or "I am available for an internship interview at your convenience to discuss my qualifications in more detail". This proactive approach can encourage the recipient to consider your application more seriously and initiate the next steps in the application process.
8. Attach documents
When sending internship emails, attach the necessary documents. This could be your resume, cover letter, portfolio, or any other relevant files. Make sure that the files you attach are appropriately named and formatted. For instance, label your resume file with your name and "Resume" to make it easily identifiable.
Verify the recipient's preferences or instructions regarding file formats. Typically, PDF is a universally accepted format for documents to ensure they retain their formatting across different devices.
Mention in your email that you attached the requested documents. Making it easy for the recipient to access your documents increases the chances of your application being thoroughly reviewed.
9. Use a professional sign-off with full name
Choose a professional sign-off that aligns with the tone of your email. It could be "Best regards," "Sincerely," or "Thank you”. After your sign-off, include your full name. This should match the name you used throughout your application documents to ensure consistency and avoid confusion. It leaves a lasting impression and shows respect for the recipient.
Mastering internship email: 9 proven strategies for success
Securing an internship is exciting but mastering the communication to land it? Not so much. For this, let’s take a look at 9 proven strategies that will transform your internship emails and help you secure your dream internship.
I. Do proper research
Start by understanding the company you are applying to. Search their website, social media profiles, and any recent news about them. Get a feel for their culture, values, and the work they do.
Also, research the specific department or team you are applying to within the company. Find out about their recent projects, initiatives, or achievements. This information will help you tailor your email to show that you are genuinely interested and aligned with what they stand for.
II. Use a professional email address
Your email address might seem like a minor detail but it makes a major impression. Create a professional email address if you don't have one already. Ideally, use a combination of your name or initials. Avoid using nicknames, slang, or anything that comes off as unprofessional.
Using a professional email address looks more polished and serious and also demonstrates that you take the internship application seriously. It sets the right tone and shows respect for the company and the opportunity you are applying for.
III. Personalise each email
A personalised email can make all the difference in standing out. Start by addressing the recipient by their name. You can find out the name of the hiring manager or the person in charge of internships through LinkedIn or the company website.
Beyond the salutation, customise the email content. Reference specific details about the company or the department you researched earlier. Highlight why you are interested in that particular company and how your skills, experiences, or passions align with what they do.
IV. Be concise
Keep the email clear and direct so that it grabs attention without being overly long or vague. Remember that hiring managers go through numerous emails so make yours brief while providing all necessary information.
Avoid lengthy paragraphs or unnecessary details. Bullet points or short, well-structured sentences can make your email easier to read and more impactful. Wrap up with a concise closing paragraph expressing your enthusiasm for the opportunity and your availability for further discussions or interviews.
V. Use a professional tone & language
Use formal language and avoid slang, abbreviations, or overly casual expressions. Keep your tone polite, respectful, and professional. Avoid using emojis or informal language that might detract from your professionalism.
VI. Avoid clichés & generic phrases
Avoid clichés and generic phrases that don't add value to your email. Phrases like "I'm a hardworking and dedicated individual" or "I have excellent communication skills" are overused and lack impact. Instead, provide specific examples or experiences that show these qualities like I implemented a communication process that increased team efficiency by 20%".
Avoid generic statements about how much you admire the company or how it has been your dream to work there without providing concrete reasons or examples. Instead, mention specific aspects of the company's work, values, or achievements that resonate with you. For example, you can say “Your company's successful implementation of a zero-waste initiative last year aligns with my values and professional goals.”
VII. Proofread before sending
Before hitting the send button on your internship email, proofread your message carefully. Even small typos or grammatical errors can leave a negative impression on the recipient. Start by composing your email in a word processor or email draft that has spell check and grammar tools to catch basic mistakes.
After drafting your email, take a break before proofreading. Clear your mind and then come back to review your message with fresh eyes. Read your email slowly and carefully and focus on grammar, spelling, punctuation, and overall clarity.
You can also use online grammar checkers or ask a friend or family member to review your email. Sometimes, a fresh perspective can help catch errors you might have missed. Make sure that your email is concise, professional, and error-free before sending it out.
VIII. Add contact details
Your email signature is a great place to add your contact information. Include your full name, phone number, and a professional-looking email address. If you have a LinkedIn profile or an online portfolio relevant to the internship, you can also include the links. Make sure your contact details are easily accessible and placed at the end of your email.
IX. Follow up if necessary but not excessively
After sending your initial internship email, you can follow up if you haven't received a response after about a week. Give the recipient some time to review your application. If you don’t hear back within a reasonable period, a follow-up email can show your continued interest in the position.
Create a brief and polite follow-up email. Restate your interest in the internship and politely inquire about your application’s status. Express your understanding of their busy schedule and reaffirm your enthusiasm for the opportunity.
However, avoid excessively bombarding the recipient with follow-up emails. Sending multiple follow-ups within a short period can come across as pushy or impatient. If you still don't receive a response after the follow-up, it might be best to move on and focus on other opportunities.
2 examples of standout internship emails that will maximise your impact
Creating an impactful internship email can make all the difference in landing the opportunity you are targeting. The way you introduce yourself and present your skills sets the tone for how a potential employer perceives you. Let's explore 2 examples of internship emails that can help you stand out and leave a lasting impact on the recruiters.
Internship Email Template 1
Subject: Internship Inquiry: Accounting Intern Position at XYZ Financial Services
Dear James Smith,
I hope this email finds you well. My name is Emily Johnson, and I am a second-year student pursuing a Bachelor's degree in Accounting at ABC University. I am writing to express my interest in the accounting intern position at XYZ Financial Services, as advertised on your company website.
In my academics, I have gained a solid foundation in accounting principles, financial analysis, and auditing practices. Additionally, I have actively participated in various extracurricular activities and projects that have polished my analytical skills and attention to detail.
Relevant experience that I believe align with the requirements of the internship include:
- Assisting in budget analysis and financial reporting during my recent internship at a local accounting firm.
- Managing accounts payable and receivable tasks for a non-profit organisation during a volunteer program.
- Using software like QuickBooks and Excel proficiently, which I believe would contribute positively to the accounting tasks at XYZ Financial Services.
I am particularly drawn to XYZ Financial Services because of its reputation for excellence in financial advisory services and your commitment to fostering a collaborative and innovative work culture. I admire how your team leverages technology to provide tailored financial solutions to clients.
I am available for a full-time internship during the upcoming summer months from December to February, and I am flexible with my schedule as needed by the company.
Enclosed with this email, you will find my resume and a cover letter outlining my experiences and enthusiasm for this opportunity in further detail.
Thank you for considering my application. I am eager to discuss how my skills and passion for accounting can contribute to XYZ Financial Services. I am available for an interview at your convenience. Please let me know if there is any additional information I can provide.
Best regards,
Emily Johnson
Email: emily.johnson@email.com
Phone: 0412 345 678
LinkedIn: linkedin.com/in/emilyjohnson
Internship Email Template 2
Subject: Marketing Internship Application at BrightIdeas
Dear Adam Chapman,
I hope this message finds you well. My name is Alex Carter and I am writing to express my sincere interest in the marketing internship position at BrightIdeas. As a passionate and driven individual with a strong inclination to marketing strategies and innovative approaches, I am excited about the opportunity to contribute to your esteemed team.
I am currently pursuing a Bachelor's degree in marketing at Sunshine University Name, where I have developed a solid foundation in various marketing principles, consumer behaviour analysis, and digital marketing strategies.
During my previous internship, I had the opportunity to collaborate closely with the marketing team to develop and implement social media campaigns, analyse market trends, and conduct competitor research. These experiences have given me a strong understanding of various marketing tools and analytics platforms, including Google Analytics, Hootsuite, and SEMrush.
BrightIdeas' commitment to creative and forward-thinking marketing solutions truly resonates with me. Your recent project on using AR technology for product demos, highlighted in Marketing Trends Weekly, captivated my attention. I am keen on contributing my skills and creativity to such pioneering endeavours.
I am available for a summer internship, commencing from December to February, and I am flexible to accommodate the company's scheduling needs.
Attached, you will find my resume and a portfolio showcasing my projects and marketing initiatives.
Thank you for considering my application. I am eager to discuss how my passion for innovative marketing strategies aligns with BrightIdeas’ vision. I would love to discuss further about how I can contribute to your team’s success.
Warm regards,
Alex Carter
Phone: 0451 234 567
Email: alex.carter@email.com
LinkedIn: linkedin.com/in/alex_carter
Portfolio: alexcarterportfolio.com
How can Prosple help with finding the right internship opportunities?
Prosple is a platform that bridges the gap between job seekers and companies. It provides a space where you can explore various career options, access resources, and apply for positions that align with your interests and qualifications.
Let’s discuss how it can increase your chances of landing your dream internship.
A. Profile creation
The first step with Prosple is setting up your profile. This involves adding your educational background, skills, experiences, and career interests. The more detailed and accurate your profile, the better Prosple can match you with relevant internships.
B. Customised search filters
Once your profile is set up, you can use Prosple's search filters to narrow down your internship options. Filters include industry, location, salary, and job type. You can specify your preferences and target internships that align with your goals and availability.
C. Matching algorithm
Prosple employs an algorithm that uses the information from your profile to match you with suitable internships. This algorithm considers factors like your education, skills, experiences, and preferences. It then gives you a list of internship opportunities that closely match what you are looking for.
D. Internship listings
The platform displays a range of internship listings based on your search criteria and the algorithm's suggestions. Each listing contains details about the position, including the company or organisation offering it, the role's responsibilities, qualifications required, duration, and sometimes compensation details. You can browse through these listings and select the ones that catch your interest.
E. Application process
When you find an internship that suits you, you can usually apply directly through the platform by submitting your profile or uploading your resume and cover letter. Some internships might redirect you to the company's website for the application but Prosple streamlines this process to make it as convenient as possible.
F. Work rights feature for international students
For international students looking for internships in Australia, Prosple's new Work Rights feature makes it easier to know if you can apply for a job. It shows you which positions match your visa status so you will only apply for jobs that you are allowed to and reduce the frustration of wasted time on ineligible applications.
Conclusion
Your internship email should be a snapshot of your potential and a glimpse into why you are the perfect fit for that internship. It is about showcasing your skills, your passion, and your drive – all while keeping it concise and straight to the point.
With Prosple’s colossal database spanning diverse industries, personalised recommendations, and robust filters, finding the perfect internship has never been easier. Register now on Prosple to take control of your career journey and land that dream internship with confidence.