In today's digital world, using email to request internships is increasingly common. If you see an internship posting or would like to inquire about a possible internship, please email the contact person listed. Make sure to write an email as formal as writing a regular letter. Use proper greetings, closings, and grammar. Double-check your email and get ready for a response.
Step
Method 1 of 4: Preparing to Write an Email
Step 1. Create a professional email address
When sending business emails, use a clear and professional email address. Avoid nicknames or unnecessary symbols and numbers. Variations of names can be used. For example: [email protected] can be used.
If your current email address is linked to a social media profile that contains unprofessional content, create and use a different address. Also adjust personal settings on social media
Step 2. Research the company
Before asking for an internship, do some research on the company you want to work for. Visit the website. Read news articles about the company. If your company has accessible features, such as social media, use those features for a week to learn about them. Use your knowledge to compose the letter. Prospective employers value candidates who know something about the company and can demonstrate this knowledge in depth.
Step 3. Find a common link
It is beneficial to have a relationship in a company. Use social networks like LinkedIn and Facebook to do keyword searches for these companies. If contacts at the company appear, check their positions. Ask politely for an interview by phone or in person. Ask for instructions regarding internship applications.
- With LinkedIn, you can see other contacts from people you know who work for a company. Feel free to ask contacts you know to put you in touch with one of their contacts. However, do so with caution and don't ask the same person for help over and over again.
- Many universities provide alumni databases online. You can search for people with specific jobs or workplaces through these sites. Alumni who provide contact information are often open to receiving emails or phone calls from students.
- When discussing the company with your contact person, mention that you are interested in an internship. Ask about the company's organizational structure, work environment, goals, and so on.
Step 4. Find out the recipient
Does the announcement of internship vacancies include the name of the contact person? If so, use the person's name and email address. If the contact person's name is not listed, contact the company to inquire who is in charge of hiring interns. If no one is authorized, send your email to a senior staff member in the company's human resources division. If you talk to anyone in the company, you can mention this at the beginning of the email.
If you can't find the name of the company staff, please send an email saying "Dear Sir/Madam."
Step 5. Write down a specific subject title
Of course, you want your emails to be noticed in a high-volume inbox. For example, you could write, “Company X Internship Application: Admiral”. If possible, use a specific subject title as requested by the employer.
Method 2 of 4: Writing the First Paragraph
Step 1. Say the name of the recipient of the email formally
On the first line, start the email with “Dear Dr/Mr/Mrs Smith” depending on the name, title, and gender of the contact person. Don't write "Hi Mary" or "Hello". Use the same formalities you would normally use when writing a professional letter.
If you cannot determine the gender of the person, state their full name. For example, write “Dear Romance Data.”
Step 2. Introduce yourself
Indicate your name and status (eg, third year biology student at University X) to the recipient of the email. Explain how you obtained internship information, whether online, in the newspaper, or through a contact person. If you have a common contact person, explain this immediately. For example, you might write: [Programme director/My professor/etc], [title and name], suggesting that I contact you.
Step 3. State your availability
Explain the start and end dates of work and whether these dates are flexible. For example, if you are willing to do a spring semester internship plus a full-time summer internship, explain that too. Describe the number of hours per week you can work.
Step 4. State the purpose of the internship
Do you need an internship for a course exam? If possible, explain that your pursuit of internship opportunities is primarily to gain experience and be flexible with work responsibilities and compensation. Write down what skills you hope to gain from the internship.
Step 5. Describe what you admire about the company
Describe something you know or think about the company's assessment of its organization. Don't mention negative news. Make your letter positive. For example, you might state: [Company name] has an outstanding reputation and I value this company's commitment to [Free budget for neglected animal care].
Method 3 of 4: Writing the Second Paragraph
Step 1. Discuss your qualifications and experience
In a few sentences, explain information about coursework, previous work experience, and relevant abilities. Show how your knowledge can benefit the company. Include information about job positions and volunteer positions and how these experiences have prepared you for these positions. Emphasize how you can contribute to the company. Potential employers need to trust that you can handle the tasks assigned to you.
- Describe work experience with strong verbs. Instead of writing: “I was a marketing intern for two years,” explain “As a marketing intern, I create new content, design digital and print brochures, and manage social media for a business with 50 employees.
- Skills can be handling social media, organizing events, or a variety of other things.
Step 2. List academic or extracurricular success
Write down your academic qualifications. If you have ever had a leadership role, describe your obligations and/or accomplishments. Have you ever chaired a committee? Have you ever led a team? Be brief so you don't lose the attention of your email readers.
Instead of using adjectives to describe yourself, use concrete examples that demonstrate your qualities. For example, instead of saying “I was an ambitious student,” write “I was consistently in the top 10 percent of students in my class.”
Method 4 of 4: Ending the Email
Step 1. State when you can relate
Discuss when and how you will contact the employer to follow up on the status of the application. Provide your contact information, namely your name, email address, phone number, as well as your availability. You could write: I can be reached by phone or email. If you can't reach me, I'll call you [next Monday].
Step 2. End the email
It's polite to thank your email readers for taking the time to review the information about you. End with a warm closing, such as “goodbye.” If you've spoken to an email reader over the phone or in person before, you can use a greeting like "Greetings." Don't use "Thank you" or just "Greetings" as a closing letter in a formal letter. Write down your full name, for example Nita Laksamana, and not just Nita.
Step 3. Study attachments
Don't attach resumes to unsolicited internship emails. Employers may not want to open attached files, especially if they have a workplace policy on attachments, unless the company is actively seeking internships. If the internship announcement asks for a resume, attach the document in PDF format (as opposed to a Word document, where formatting may be lost/changed if opened with a different system).
Some employers may state that they won't open email attachments. If so, include your cover letter and resume in the body of the email. Be sure to space them apart to make it easier for employers to distinguish between documents
Step 4. Follow up as promised
If you don't hear back from the company, send another email-or preferably a phone call. You could write like this: Dear Dr. Hansen, my name is [your name] and I'm following up on an email I sent last week about an internship opportunity [fall]. I would appreciate the opportunity to discuss this position. Thank you. Regards, Nita Admiral.
Tips
- Attaching a cover letter creates a formal feel, as email messages tend to be a casual means of communication. If you are attaching a cover letter, the email message should be brief but polite, address the employer, state who you are, why you are applying, and explain that the resume and cover letter are attached. Write your name in the email message and provide your contact information.
- Don't create an email like a regular email. Be specific about each email you send out so employers know you're not using generic methods to seek internships.
