How To Write An Email For An Internship: Your Ultimate Guide to Landing the Gig

Getting an internship is a huge step toward building your career. It’s a chance to gain real-world experience, network, and potentially secure a full-time job after graduation. A crucial part of this process is crafting a compelling email. This guide will walk you through how to write an email for an internship, covering everything from the subject line to the closing, ensuring you make a positive first impression and increase your chances of success.

1. Crafting the Perfect Internship Email Subject Line: Make it Stand Out

Your subject line is the first thing a recruiter or hiring manager sees. It needs to be clear, concise, and immediately grab their attention. A poorly written subject line can send your email straight to the trash folder.

Avoid generic subject lines like “Internship Application.” Instead, personalize it and highlight your key strengths. Here are some examples:

• “[Your Name] - Application for [Internship Title] - [Company Name]” (This is a solid, standard approach.)
• “Enthusiastic [Your Major] Student Seeking [Internship Title] Internship at [Company Name]” (Emphasizes your enthusiasm and field.)
• “[Your Name] - [Specific Skill] & [Internship Title] Application” (Highlights a key skill relevant to the role.)
• “[Your Name] - Interested in [Company Name]’s [Department] Internship” (Shows you understand the company’s structure.)

Remember to be specific and tailor the subject line to each internship application.

2. The Opening Salutation: Setting the Right Tone

The opening of your email sets the tone for the entire communication. Address the recipient professionally. Research the company’s website or LinkedIn to find the hiring manager’s name. If you can’t find a specific contact, use a formal greeting.

• “Dear Mr./Ms. [Last Name],” (If you know the name)
• “Dear Hiring Manager,” (If you don’t know the name, but try to find it!)
• Avoid overly casual greetings like “Hey” or “Hi.”

3. Introducing Yourself and Expressing Your Interest: The Body of Your Email

This is where you showcase your interest in the internship and explain why you’re a good fit.

• Clearly state the internship you are applying for. Mention the specific title and where you saw the job posting (e.g., company website, university career portal, LinkedIn).
• Briefly introduce yourself and your relevant academic background. Include your major, year of study, and any relevant coursework.
• Express your genuine interest in the company and the internship. Explain what excites you about the opportunity and what you hope to gain from it. Demonstrate that you’ve researched the company and understand its mission or values.
• Highlight your key skills and experiences that align with the internship requirements. Don’t just list them; provide brief examples that demonstrate how you’ve applied those skills in the past. This is where you show, don’t just tell, why you are the right candidate.

4. Highlighting Relevant Skills and Experiences: Show, Don’t Just Tell

Instead of simply listing your skills, provide concrete examples of how you’ve used them. This is where you can really shine.

• Quantify your achievements whenever possible. Instead of saying “Improved customer service,” say “Improved customer satisfaction scores by 15% through proactive communication and problem-solving.”
• Focus on experiences that are directly relevant to the internship. Tailor your examples to match the specific requirements of the role.
• Use the STAR method (Situation, Task, Action, Result) to structure your examples. This helps you clearly explain the context, your role, the actions you took, and the positive outcomes.
• Consider adding a short project or accomplishment that showcases your abilities. Even a small personal project that demonstrates your passion can make a difference.

5. The Importance of a Well-Written Resume and Cover Letter

Your email is just the introduction. Your resume and, if required, a cover letter provide more detailed information about your qualifications.

• Ensure your resume is up-to-date, well-formatted, and free of errors. Use a clear and professional font.
• Tailor your resume to each internship application. Highlight the skills and experiences that are most relevant to the specific role.
• If a cover letter is required, use it to elaborate on your interest in the company and the internship. Briefly reiterate your key qualifications and explain why you are a good fit. Your cover letter should complement your resume, not simply repeat it.
• Proofread both your resume and cover letter carefully. Errors can be a major turnoff for recruiters.

6. The Closing Paragraph: Call to Action and Professionalism

The closing paragraph is your opportunity to reiterate your interest and encourage the recipient to take the next step.

• Thank the recipient for their time and consideration.
• Express your enthusiasm for the opportunity and reiterate your interest in the internship.
• Include a clear call to action. This could be: “I have attached my resume for your review and welcome the opportunity to discuss my qualifications further.” or “I am available for an interview at your earliest convenience.”
• Use a professional closing. Options include: “Sincerely,” “Best regards,” or “Thank you for your time.”

7. Proofreading and Editing: The Final Check

Before sending your email, proofread it carefully. Errors can undermine your credibility.

• Check for grammar, spelling, and punctuation errors.
• Ensure your email is easy to read and well-organized.
• Have a friend or family member review your email. A fresh pair of eyes can often catch errors you missed.
• Double-check the recipient’s email address.

8. Formatting and Presentation: Making a Good Impression

A well-formatted email is easier to read and shows attention to detail.

• Use a clear and professional font. Arial, Calibri, and Times New Roman are good choices.
• Use a standard font size (10-12 points).
• Use short paragraphs and clear spacing. This makes your email more visually appealing.
• Avoid using excessive bolding, underlining, or italics.
• Attach your resume and cover letter as PDF files. This ensures your formatting is preserved.

9. Following Up: Showing Persistence (But Not Annoyance)

After submitting your email, follow up appropriately.

• Send a follow-up email approximately one week after submitting your application.
• Keep your follow-up email brief and polite. Simply reiterate your interest in the internship and inquire about the status of your application.
• If you haven’t heard back after two weeks, you can send a second, and final, follow-up email.
• Respect the company’s process. If they state that they will contact you if you are selected for an interview, avoid sending follow-up emails unless it’s been an unreasonable amount of time.

10. Examples of Effective Internship Emails: Get Inspired

Reviewing examples can help you write your own email. You can find examples online, but remember to tailor them to your specific situation. Pay attention to the structure, tone, and content.

• Adapt the examples to your own experiences and the specific requirements of the internship.
• Don’t copy the examples word-for-word.
• Focus on showcasing your unique qualifications and personality.

FAQ Section

Here are some frequently asked questions to help clarify the process:

What should I do if I don’t know who to address the email to?

If you can’t find a specific contact person, use “Dear Hiring Manager” or “Dear [Department] Team.” Try to find a name; a quick LinkedIn search or a call to the company’s main line can often yield the correct contact.

Is it okay to include a link to my online portfolio or website in the email?

Yes, it is perfectly acceptable to include a link to your online portfolio or website, especially if it showcases your relevant skills or projects. Be sure to mention it concisely within the email.

What if the internship application instructions state not to contact them?

If the instructions explicitly state not to contact them, then you should not send a follow-up email. Respect the company’s guidelines.

Should I mention my salary expectations in the email?

Generally, it’s best to avoid mentioning salary expectations in your initial email. This topic is usually discussed during the interview process.

How do I stand out from other applicants?

Highlight your unique skills, experiences, and accomplishments. Show genuine enthusiasm for the company and the internship. Tailor your email to the specific requirements of the role and provide concrete examples.

Conclusion: Securing Your Internship with a Winning Email

Writing an effective email for an internship application is a crucial step in the process. By following the guidelines outlined in this guide, you can craft a compelling email that grabs the attention of recruiters, highlights your key skills and experiences, and increases your chances of landing your dream internship. Remember to personalize your email, proofread carefully, and follow up appropriately. Good luck with your application!