Internship Email Templates: Applications, Thank You Notes & Professional Development Communication

Making a Professional Impression as an Intern

Your emails as an intern or internship applicant may be the first professional writing anyone in your target industry sees from you. A well-crafted email can compensate for a thin resume. A sloppy one can undo a strong one.

The standard is simple: be clear, be brief, be professional, and be genuinely interested. You don't need to sound like a corporate robot. You need to sound like someone who respects the reader's time.

Internship Application Follow-Up Emails

Follow up on internship applications 7-10 business days after submitting. Reference the specific position and add a new piece of relevant information rather than just asking 'did you get my application?'

Example: 'Dear [Hiring Manager], I submitted my application for the [Internship Title] on [Date] and wanted to follow up. Since applying, I've [completed a relevant project, learned a relevant skill, or had a relevant experience] that I believe strengthens my candidacy. I'm particularly excited about [specific aspect of the role or company]. Would it be possible to schedule a brief conversation to discuss how my background aligns with your needs?'

If you don't hear back after a follow-up, one more attempt after two weeks is acceptable. After that, move on. Persistence is good; pestering is not.

Mentor and Supervisor Communication

When assigned a mentor or supervisor, send an introductory email within 24 hours. Express enthusiasm, ask about their communication preferences, and propose a regular meeting schedule.

Example: 'Hi [Mentor Name], I'm excited to be working with you this [semester/summer]. I've read about your work on [specific project or area] and look forward to learning from your experience. I'd love to set up a regular check-in — would weekly 30-minute meetings work for your schedule? Also, what's your preferred method for quick questions: email, Slack, or stopping by?'

Status updates to your supervisor should demonstrate initiative: 'Hi [Supervisor], Update on [project]: I've completed [tasks] and have a question about [specific issue]. I've researched [what you found] and think [your proposed approach] would work best. Does that align with what you had in mind, or should I consider a different direction?'

Asking for Projects and Responsibilities

If your workload is light, proactively ask for more: 'Hi [Supervisor], I've completed [current assignments] and have capacity for additional projects. I'm especially interested in [specific area related to the company's work]. Is there a project in that area where I could contribute, or a team member who could use support?'

When you want exposure to a different department: 'Hi [Supervisor], I've been learning a lot in [current department]. I'm also curious about [other department] and how [specific function] works here. Would it be appropriate for me to shadow someone there for a day, or attend one of their team meetings?'

Document your accomplishments as you go. Send yourself a weekly email summarizing what you learned and did. This becomes invaluable when updating your resume, requesting recommendations, or negotiating a return offer.

Thank You and Post-Internship Emails

Send individual thank-you emails to your supervisor, mentor, and key colleagues on your last day or within a week of completing your internship. Reference specific things you learned from each person.

Example: 'Dear [Supervisor], Thank you for an incredible experience at [Company]. Working on [specific project] taught me [specific skill or lesson] that I'll carry throughout my career. I particularly appreciated your [specific quality: patience, willingness to explain, trust in giving me real projects]. I'd love to stay in touch as I continue in [field]. My personal email is [email] and I'm on LinkedIn at [link].'

Follow up 3-6 months after your internship with a brief update: 'Hi [Contact], I hope you're doing well. I wanted to share that since my internship, I've [relevant update: started a new role, applied what I learned, achieved something related]. The experience at [Company] directly contributed to [specific outcome]. Hope to cross paths again soon.'

Return Offer and Conversion Communication

If you're hoping for a return offer, plant the seed early: ask your supervisor at the midpoint what skills or accomplishments would make you a strong candidate for a full-time position. Then work toward those benchmarks.

When you receive a return offer: 'Dear [HR/Manager], Thank you for extending the full-time [position] offer. I'm honored and excited about the opportunity to continue contributing to [Company]. I'd like to discuss [salary, start date, or any questions] before formally accepting. Could we schedule a call this week?'

If you need to decline a return offer, do it gracefully: 'Dear [Manager], Thank you for the generous offer. After careful consideration, I've decided to [accept another opportunity/pursue graduate school/take a different direction]. This was a difficult decision because I genuinely valued my time at [Company]. I hope we can stay connected and perhaps work together in the future.'