How to Write an Email for an Internship

In today’s digital world, writing internship emails has become increasingly commonplace. This article will show you how to do that.

Table of Contents

Preparing to write an email

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Create a professional email address. In business correspondence, you should use a clear and professional email address. Avoid using nicknames or unnecessary numbers and symbols. You can customize with your name. For example, Thu.thuy@company.com would be a good email address.

If the current email address being linked to a profile on some social media network contains unprofessional content, create and use a different one. Also, adjust the privacy settings on that social media network.

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Get to know the company. Before applying for an internship, find out about the company you want to work for. Visit their website, or read any articles about them. If the company has an accessible product, such as a mass media product, spend a week trying it out. Use your understanding to compose a letter. Employers value candidates who know the company and can demonstrate this knowledge in a concise manner.

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Find a common point of contact. It is very beneficial to have a contact at the company you want to apply for an internship with. Search with keywords on social networks like LinkedIn or Facebook to find about this company. If a contact pops up, check their position within the company. Politely ask to be interviewed in person or by phone. Get advice on how to write an internship application.

With LinkedIn, you can see if the people who are working at a certain company are in your network of contacts. Don’t hesitate to ask someone you know to introduce you to one of their contacts. However, be tactful in your handling and do not ask the same person to hitchhike again and again.
Many universities offer alumni data online. You can find people in a certain industry or company through these sites. Alumni who provide contact information are usually open to receiving emails or phone calls from students.
When talking about the company with your contacts, mention that you’re interested in doing an internship there. Ask about the company’s organizational structure, work environment, goals, etc.

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Identify the recipient of the message. Does the internship announcement include the contact’s name? If so, use the person’s name and email address. If not, call the company to ask who is responsible for hiring the intern. If no one is in charge, send your email to someone high up in the company’s human resources department. If you have a conversation with someone in your company, you can mention this at the beginning of the email.

If no employee’s name can be found, please write “Dear Mr/Ms”.

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Be specific with the subject line. Surely you want your email to be noticed in the big mailbox. For example, you could write: “Apply for Internship at Company X: Nguyen Van A”. If requested from an employer, use the specific subject line they specify.

Write paragraph one

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Greet the recipient respectfully. On the first line, depending on the contact’s name, job title, and gender, start the email with “Dear Mr/Ms/Mrs/Mrs”. Don’t write “Hello An” or “Hello”. Use the same formal tone as you would when writing a professional letter.

If the person’s gender is unknown, greet the person with their full name. For example: “Dear Nguyen Van A”.

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Introduce yourself. Let the recipient know your name and employment/education status (Such as third year student at University X, majoring in biology). Describe how you came to know about this internship, whether online, in the press or through a contact. If there is a common connection, mention it as soon as possible. For example, you could write: [Program Director / Professor / etc], [title and name], suggested that I contact you.

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Mention a time when you can practice. State possible start and end times and whether these timelines have flexibility. For example, if you are able to do a spring semester internship and a full-time summer internship, also share this information. Specify the number of hours a week you can work.

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State your practice goals. Need an internship to get a certificate? If possible, point out that your primary pursuit is experience and that professional responsibilities and compensation are not so important. Write about the skills you hope to gain from this internship.

Write the second paragraph

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Discuss your qualifications and experience. In a few sentences, share information about your thesis, work experience, and any relevant skills you have. Show how your knowledge can benefit the company. Include information about employment, volunteering, and how those experiences have prepared you for the position. Emphasize how you can contribute to the organization. Employers need to believe that you can take on the tasks assigned to you. ^{[1] X Research Source}

Describe your work experience with strong verbs. Instead of writing: “I did a marketing internship for two years,” state, “As a marketing intern, I created fresh content, designed print and electronic brochures as well as managing mass media for an enterprise with fifty employees”.
Skills can include mass communication, event planning, or a myriad of other things.

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Refers to academic success or success in extracurricular activities. Write about your education. If you have held a leadership role, describe your mission and/or accomplishments. Did you direct a committee? Have you ever coached a team? Keep these explanations brief so as not to distract the reader’s attention.

Instead of using adjectives to describe yourself, give specific examples that show your qualities. For example, instead of saying “I am an ambitious student”, write “I have consistently remained in the top 10 percent of my class”.

Write the ending

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State when you will be in touch again. Discuss when and how you will contact the employer to update the status of your application. Include contact information, such as your name, email address, phone number, and also when you can be reached. You can write: You can contact me by phone and email. In case it is not convenient for you to reply, I will contact you again [next Monday].

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End email. Thank you for taking the time to look through your information. End with a cordial greeting, such as “I sincerely thank you.” If you have ever spoken to the person in person or on the phone, you can use a greeting like “Sincerely.” Don’t use “Thank you” or simply “Goodbye” to end a formal letter. Use your full name when signing, for example Nguyen Van A instead of A.

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Consider attaching an email. Don’t include your resume when you actively send an internship email. Unless the company is looking for an intern, they probably won’t want to open your attachments, especially when there is a company policy on attachments. If the job request asks for a resume, attach the document in PDP format (instead of Word – with Word, formatting may be lost/adjusted when opened on another machine).

Some companies may state that they do not open email attachments. If so, incorporate your cover letter and resume in the body of the email. Make sure you use spacing to separate them, making it easy for recruiters to distinguish each document.

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Follow up as promised. If you don’t get a response from the company, email them again or better, give them a call. You can write: Dear Mr. Le A, my name is [name] and I am writing this email after emailing you last week about the internship position (fall). I would be grateful for the opportunity to discuss this position. My sincere thanks, Nguyen Van A.

Advice

Attaching a cover letter is formal because email is often an informal, informal method of communication. If you include a cover letter, the message in your email should be brief but formal, include the employer’s name, mention who you are, what position you are applying for, and that your resume and cover letter Your referral is attached in the email. Sign and provide your contact information.
Don’t make your email look like a sample email. Customize each email you send out so the company knows you’re not spreading your resume indiscriminately to find internships.

Steps

Preparing to write an email

Write paragraph one

Write the second paragraph

Write the ending

Advice

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