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Free internship offer letter template (Word)

Reviewed by Clausery editors · · 3 min read

A letter offering an internship position (paid or unpaid) that states the role, start/end dates, hours, compensation/stipend, mentorship, supervisor, and whether academic credit is available.

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An internship offer letter formally offers a student or recent graduate an internship at your company. It sets out role expectations, duration, hours, compensation (paid, unpaid or stipend), mentorship plan and, where applicable, how academic credit works.

Unpaid internships at for-profit employers must satisfy strict criteria under the US Department of Labor primary-beneficiary test. If an intern is performing productive work that would otherwise be done by paid staff, they generally must be paid minimum wage.

What to include#

  • Intern and role. Intern name, position/title, department, start date, end date, expected hours per week and on-site/remote location.
  • Compensation. Hourly pay (if paid), stipend amount and timing, expense reimbursement, and whether overtime is allowed.
  • Supervision and mentoring. Direct supervisor, the mentor assigned, check-in cadence and learning objectives.
  • Academic credit (if applicable). Whether the internship qualifies for academic credit, documentation the intern must provide, and any school requirements for hours or deliverables.
  • At-will and compliance. Statement that the internship is not a guarantee of future employment, confidentiality/IP expectations, and company policies the intern must follow.

How to fill it in#

  1. Step 1: Decide paid vs unpaid

    Apply the DOL primary-beneficiary test; err on the side of paid unless it is a structured educational program for credit.

  2. Step 2: Define learning objectives

    Write 2-3 clear learning goals and name a mentor; this is required for unpaid/for-credit internships.

  3. Step 3: Set the dates and hours

    Confirm the term length, weekly hours and whether the intern is expected around exam periods.

  4. Step 4: Confirm credit paperwork

    If for school credit, coordinate with the university to understand required forms and mid-term/end-of-term evaluations.

  5. Step 5: Sign and welcome

    Both parties sign; send welcome email with onboarding details, first-day logistics and who to report to.

Job offer letter

Full-time new hire offer letter.

Employment agreement

For hiring a regular employee post-internship.

Job description

Detailed role duties often attached to the offer.

Employee NDA

Confidentiality obligations for interns with access to company information.

Free HR letter templates

Full HR letter template set.

Questions

Can interns be unpaid?

Only if the intern is the primary beneficiary of the arrangement under DOL rules; for-profit companies must pay most interns for productive work.

Do interns need an agreement?

An offer letter is enough for short internships; add an NDA/IP agreement if they access confidential information or create work product.

Do interns get benefits?

Typically no — interns are usually not eligible for health/retirement benefits; paid interns are covered by workers comp.

Can I hire an intern full-time after?

Yes — internship-to-hire is common, but do not imply a job offer in the letter unless you intend to make one.

International students?

Students on F-1/J-1 visas often need CPT/OPT authorisation from their school before they can intern; coordinate with their DSO.

Browse all templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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