An employee has different stages of employment in an organization. S/he is first on internship, moves on to probation and the final stage is confirmation. In most organizations the stages have pre-determined time periods fixed for each stage. But there is always room for flexibility wherein the time period may be decreased or increased based on individual performance. The employment terms however of each stage differ from each other. These terms are toughest for an employee who is on internship and the most relaxed for the one who is already a confirmed employee. The reason for this is absolutely obvious, an intern is a new joiner and her/his loyalties to an organization have not been tested.
An Internship Letter is the first employment letter that is given to an employee confirming her/his selection in the organization but only as an intern. This letter is usually handed over to the employee when s/he reports in to the organization on her/his first day. The contents of the letter however are already discussed and negotiated between the employee and employer at the time of taking the decision to join.
DOS AND DON’T’S OF INTERNSHIP LETTER
- An Internship Letter should be given as soon as an employee decides to join an organization
- The letter should very clearly spell out the terms and conditions mutually agreed upon for joining the organization
- The letter should always be on the company letterhead
- It should be short and crisp but should include all the necessary information
- It should give details of joining date also on the letter to ensure that there is no ambiguity about it
- The Internship Letter should specify the time period for which the employee is likely to be an intern with the organization
- It should also inform the employee that if initiative is shown and performance is extraordinary, the period of internship may be reduced
- The letter should always be typed to give it the official look
- The letter is offering a job to an employee and not doing anyone a favor so the tone should not be bossy
- The designation at which the employee is joining up should also be mentioned in the letter
- Even though the employee is joining as an intern, the language used in the Internship Letter should not be demeaning for her/him
SAMPLE INTERNSHIP LETTER
_______________ (Name and address of employee)
Subject: Internship Letter for the post of __________
Dear Ms/Mr ____________
This is with reference to your application for the post of __________ and the subsequent round of interviews that we had with you on ________ (date) and _________ (date).
We are pleased to inform you that you have been selected to join our organization as ___________ (designation). Your joining date will be __________ (date). This is to clarify that as per our HR policy you will be on internship for a minimum of 6 months after which your performance will be evaluated. The status in the organization will be reviewed based on the evaluation done by your superiors.
The terms of employment have already been discussed between you and our HR department and the details are enclosed herewith for your reference.
For any queries or clarifications, please feel free to call the undersigned or any representative from our HR department and they will be glad to assist you.
Please also note that this offer holds true for 2 weeks from the date of the letter and if you fail to join us by then, this offer will be considered null and void.
We hope to have a long lasting professional relationship with you.
(Name of signing authority)