In today's digital world, using email to apply for an internship is increasingly common. If you see an internship ad or would like to inquire about possible experiences, send an email to the appropriate person. Make sure you write it in a formal tone, just as if it were a letter. Use the right greetings and take care of the grammar. Reread the text and wait for an answer.
Steps
Part 1 of 4: Preparing to Write the Email
Step 1. Open a professional email address
For business correspondence, use a professional and clear address. Avoid unnecessary nicknames, symbols and numbers. A variation of your name may be fine. Example: [email protected].
If your current email address is linked to a profile on a social network that has unprofessional content, create another one. Also, change the privacy settings of accounts opened on social networks
Step 2. Research the company
Before applying for an internship, find out about the company you would like to work for. Visit the website, read all the news and articles you find. If the company has an accessible product, such as an app or a social network, use it for a week to test it. Use your knowledge to write the letter. Potential employers appreciate applicants who are familiar with the company and who are able to concretely demonstrate their familiarity.
Step 3. Search for a contact person
It is useful to know someone who works in the company. Use social networks like LinkedIn and Facebook to research the company using keywords. If several people show up, check out the positions they hold. Pick one and politely ask her for a phone number or a personal meeting. Get advice on your internship application.
- With LinkedIn, you can see which contacts in your connection network are working in a certain company. Don't hesitate to ask your friend or former colleague to get in touch with someone. But try to be tactful and don't always fill the same person with requests.
- Some universities offer alumni online databases. Through these sites you can search for people who carry out certain professions or who work in a certain place. Former students who provide their contact details are often willing to receive emails or phone calls from those seeking information.
- When discussing the company with your contact person, explain that you are interested in an internship. Ask him to tell you about the company's organizational structure, work environment, goals, and so on.
Step 4. Find out who will be the recipient of the email
Does the internship announcement indicate the name of the contact person? If so, use this address and contact the person in question. If you do not have this information, call the company to ask who is in charge of the selection for internships. If you don't have a specific employee for this job, send the email to a manager in the company's human resources department. If, on the other hand, you are addressing any employee, at the beginning of the message you can explain that you have not found more specific information about it.
When you can't find an employee's name, address the letter by writing "To whom:"
Step 5. Be specific when writing the subject
You have to stand out among the thousands of emails received. For example, you could write: "Application for an internship at Company X: Maria Bianchi". If necessary, use the specific object requested by the employer.
Part 2 of 4: Write the First Paragraph
Step 1. Formally address the recipient
On the first line of the email, write: "Dear Doctor / Mr / Miss / Mrs Rossi" according to the name, title and gender of the referent. Don't write "Hey, Marco!" or "Hello". Use the same formality as you would for a business letter.
If you are unsure of the recipient's gender, address this person with their full name. For example, write: "Dear Andrea Rossi"
Step 2. Introduce yourself
The recipient must know your name and situation immediately (example: "I am in the third year of the Faculty of Biology at University X"). Explain how you learned about the internship (online, in a newspaper or through a contact person). If you have a mutual acquaintance, let us know as soon as possible. For example, you could write: "[Program director / My professor] [title and name] suggested that I contact you."
Step 3. Indicate your availability
Establish the starting date and the ending date as a guideline, then explain if you are flexible. For example, if you can do the internship during the second semester, then go on to a full-time summer internship, state that clearly. Specify how many hours per week you are willing to work.
Step 4. State the purpose of the internship
Do you need it for university credits? If applicable, explain that you are currently looking for an internship primarily to gain experience, and that you are therefore flexible with regards to job responsibilities and compensation. List the skills you hope to acquire through the internship.
Step 5. Explain why you admire the company
If you know or think that the company has certain aspects that it is proud of, name them. Instead, avoid referring to negative news. The tone of the email must be positive. For example, you might say, "[Company name] has an excellent reputation and I really appreciate the effort they put into [allocating resources to care for abandoned animals]."
Part 3 of 4: Writing the Second Paragraph
Step 1. Talk about your qualifications and experiences
Take advantage of the second paragraph to share information on study subjects, past work experience and other useful skills. Prove that your knowledge can benefit the company. Include information about the volunteer positions you have held, how they enriched you and prepared you for the role you aspire to. Emphasize the contribution you can make to the business. Your potential employer needs to be convinced that you can handle the tasks that will be assigned to you.
- Describe work experiences with verbs that express dynamism. Instead of writing "I was an intern in the marketing department for two years," he says, "As an intern in the marketing department, I created fresh content, designed digital and print brochures, managed the social networks of a company of 50 employees.".
- Skills can be numerous, including managing social networks and organizing events.
Step 2. Name your academic or extracurricular achievements
Talk about your college qualifications. If you have had leadership roles, describe your duties and / or goals. Have you headed a committee? Did you coach a team? Explanations need to be short, so you don't lose the reader's attention.
Instead of using adjectives to describe yourself, use concrete examples to demonstrate your qualities. For example, do not say "I am an ambitious student", prefer: "I have always kept the average of 30"
Part 4 of 4: Terminate the Email
Step 1. Indicate when you will contact the company
Explain when and how you will contact the employer to update you on the status of your application. List your details, i.e. name, email address, telephone number and reachability. You could write, "I can be reached by phone or email. If you can't contact me, I'll call you [next Monday]."
Step 2. Close the email
It is polite to thank the reader for taking the time to submit your application. Conclude politely, for example with "Yours sincerely". If you have spoken to the recipient over the phone or in person in the past, you could use "Greetings". Do not use "Thank you" or "See you", as they are not eligible for formal correspondence. Sign with your full name, for example "Maria Bianchi", not just "Maria".
Step 3. Decide whether to add attachments
If it's an unsolicited email, don't attach your resume. Unless the company is actually looking for interns, they are unlikely to open the copy of the CV, especially if the workplace has a specific regulation in this regard. If the ad requires a resume, attach the document in PDF (not in Word format, because the moment it is opened with another program, the formatting could be lost or altered).
Some employers specify not to open attachments. If so, include your cover letter and resume in the body of the email. Make sure you divide the sections so that it will be easier for the recipient to distinguish each document
Step 4. As promised, keep in touch
If the company does not respond, send another email or, preferably, call. You could write: "Dear Dr. Rossi, my name is [name]. I am writing to you again to find out if you can give me updates on my candidacy proposal for an internship in the fall. I would like to have the opportunity to discuss this. Thank you. Best regards, Maria Bianchi ".
Advice
- Attaching a cover letter gives a formal touch to communication, as emails tend to be perceived as an informal medium. If you attach it, the email message should be short but respectful, address your employer, explain who you are and what you are applying for, state that you have attached your resume and cover letter. Sign up and list your contact details.
- You shouldn't look like you've used the same email format for dozens of companies. Personalize all the ones you send, so that the company knows that you are not looking for an internship indiscriminately.
