Like a regular employee in an organization, an internee also requires an acceptance letter that will confirm his place as an intern in a workplace. The letter is sent by someone from the higher management who is incharge of the department and is responsible for confirming internships and employments. Hence, while sending an internship confirmation letter it is important that the right choice has been made for appointing the intern and should be specified in the letter. The format and pattern of this letter is very much similar to other formal letters and the tone used is a polite that should make the reader feel easy and amused.
Getting Started: Sender’s Information
This is the opening of the letter in which the sender provides his/her name, designation, company’s name along with complete address and other contact details like phone number and email.
(City & Zip Code)
Although there is no hard and fast rule for where the date is to be mentioned but it is good to mention it between the sender and receiver’s information so as to keep the two segregated.
Receiver or Internee’s Information
(City & Zip Code)
This simply means addresses the receiver or internee in this case using Dear Mr. /Ms. /Mrs.
Body of the Letter
This serves as the main content of the letter in which the sender straight forwardly informs the individual that whether or not he has been considered for the internship. If the letter indicates acceptance then it may have two parts. The first part congratulates the intern for acceptance of his internship and the second part will have some directions regarding nature of his/her job.
Ending the Letter
Conclude the letter with a conventional statement followed by Valediction such as Yours Faithfully, Yours Truly or simply Regards followed by your signature, name, designation and name of the organization.