Keywords: internship offer email template, paid internship offer letter sample, internship offer letter example
As a business attorney who has drafted and reviewed hundreds of employment and internship documents for U.S. companies over the past twelve years, I know exactly how much time a well-written internship offer letter template can save HR teams and small-business owners. A clear, compliant internship offer letter example not only protects your company legally but also sets the right professional tone with your future interns.
In this comprehensive guide, I’m giving you my battle-tested, attorney-reviewed paid internship offer letter sample as a free downloadable Word doc, walking you through every section, explaining the legal must-haves under federal and state law, and showing you how to customize it whether your internship is paid, unpaid, remote, or hybrid.
Important Disclaimer: This article and the free template are for informational purposes only and do not constitute legal advice. Always have your final internship offer letter reviewed by your employment counsel or a licensed attorney in your state.
Many founders and HR managers treat internship offers as casual emails. That’s a mistake. The U.S. Department of Labor (DOL) and courts look at the entire relationship—including your offer letter—when determining whether an intern must be paid under the Fair Labor Standards Act (FLSA).
A solid internship offer letter example accomplishes three critical goals:
Click here to download the free internship offer letter template (updated for 2025)
The template includes versions for:
According to the U.S. Department of Labor’s Fact Sheet #71 (updated January 2025), private-sector internships are generally considered “employment” unless they meet the seven-factor Primary Beneficiary Test. Source: IRS.gov → DOL Fact Sheet #71
| Factor | Paid Internship | Unpaid Internship (Must lean this way) |
|---|---|---|
| 1. Expectation of compensation | Explicitly stated | No expectation of pay |
| 2. Training similar to educational environment | Nice to have | Required |
| 3. Tied to formal education/academic credit | Optional | Strongly favored |
| 4. Accommodates academic calendar | Helpful | Required |
| 5. Limited duration | Usually yes | Required |
| 6. Intern does not displace regular employees | Must still follow | Required |
| 7. No entitlement to a job at the end | Usually stated | Required |
Always use official letterhead. It looks professional and helps prove the relationship if ever questioned.
Personalization matters.
“Congratulations – Internship Offer from [Company Name] – [Semester/Year]”
Example: “On behalf of the entire team at [Company], I am thrilled to extend a formal offer for you to join us as a [Job Title] Intern for the [Summer/Fall/Spring] 2025 term.”
Paid Internship Offer Letter Sample Language:
“This is a paid internship at $XX.XX per hour. You will be paid bi-weekly via direct deposit. You will be classified as a non-exempt employee and eligible for overtime pay at 1.5 times your regular rate for any hours worked over 40 in a workweek.”
Unpaid Internship Example Language:
“This is an unpaid internship designed to provide you with hands-on educational experience. The position has been structured to comply with U.S. Department of Labor guidelines for unpaid internships in the for-profit private sector.”
“We are happy to work with your academic institution to facilitate credit. Please provide the necessary paperwork from your advisor.”
Especially important for unpaid roles. List 3–5 concrete learning goals.
Be specific: “Approximately 20 hours per week, Monday–Friday between 9:00 a.m. and 5:00 p.m. Exact schedule to be mutually agreed with your supervisor.”
“This internship is at-will, meaning either you or [Company] may terminate the relationship at any time, with or without cause or notice.”
Most companies require interns to sign a separate PIIA (Proprietary Information and Inventions Assignment Agreement), but reference it here.
“Please indicate your acceptance by signing below and returning a scanned copy to hr@company.com no later than [Date].”
[Company Letterhead]
[Date]
[Intern Full Name]
[Address]
Dear [First Name],
We are excited to offer you the position of Marketing Intern at ABC Tech, Inc. for Summer 2025!
Position: Marketing Intern (Paid)
Supervisor: Jane Doe, Director of Marketing
Start Date: June 2, 2025
End Date: August 15, 2025
Location: Hybrid (Tues/Wed/Thurs in San Francisco office; Mon/Fri remote)
Hours: 30 hours per week
Compensation: $25.00 per hour, paid bi-weekly. Overtime eligible.
[Continue with full template sections as outlined above…]
We look forward to welcoming you to the team!
Sincerely,
[Your Name]
[Your Title]
[Contact Info]
___ Accepted _____________________________ Date ___________
[Intern Name]
A thoughtful internship offer letter template is one of the easiest ways to protect your company while making a great first impression on your future talent. Download the free template above, customize it with your branding, and always run the final version past your employment attorney—especially if you offer unpaid internships.
Need help customizing this for California, New York, or another strict state? Feel free to reach out—I’m happy to point you in the right direction.
Here’s the download one more time:
Download Free Internship Offer Letter Template (Word)
This article was last updated November 2025. Laws change—always verify current DOL and state requirements.