Internship Guidebook Part 3: Correspondence Samples

Part 1: What Is An Internship?
Part 2: Internship Resources
Internships Main Page

Correspondence Samples

As described in Developing Necessary Tools, Step 3 of the Career Planning process, you will need to have an effective resume, along with other types of job correspondence. Each piece of communication you may need is described below: On the next few pages you will find examples of letters and resumes used by other students in the internship search process. Keep in mind that each letter and resume will be tailored to the specific internship being sought, so there would be definite differences for you when writing your letters and resume. The samples are designed to only assist you in getting started; Make an appointment with the counselors at Career Services for in-depth critiquing and assistance.

Remember: Always keep a copy of any correspondence you send. This will be useful to refer to as you advance through the internship search process.

Cover Letter

A cover letter is always mailed with the resume to the internship site. It informs the employer why you are sending the resume, expresses your interest and excitement for the position, and highlights your most outstanding qualifications. The cover letter can be a great place to sell yourself to the internship supervisor, and to show why your skills match well with the responsibilities of the intern position. For assistance in developing your cover letters, make an appointment with a peer counselor or use the Career Puzzle book on Job Search Correspondence.

Sample Cover Letter CMR 5555 {do NOT include your name} St. Lawrence University Canton, NY 13617 January 3, 2000 {hit return key twice} Mr. R.F. Furton President American Magazine 1356 Michigan Drive Boston, MA 20356 {hit return key twice} Dear Mr. Furton: {hit return key twice} I am writing in response to your internship opportunity posted Career Services website at St. Lawrence University. American Magazine is a leading publication in the political industry and is well known for its comprehensive articles and talented writers. The Editorial Assistant internship is of great interest to me, and matches my qualifications and abilities. I am currently enrolled in the English program at St. Lawrence, and will graduate in the spring of 2001. Serving as an assistant editor of Sidewaves, a student-run magazine here at SLU, has given me the skills needed to perform basic editorial functions, as well as has strengthened my desire to work in the publishing field. I have developed my communication and organization skills through my volunteer work with the Big Brother/Big Sister program, and am ready to apply these skills in the magazine industry. I would greatly appreciate the opportunity to discuss the Editorial Assistant internship. I can be reached at (315) 555-1212 to arrange a mutually convenient time to discuss the internship, or via e-mail at xxx@xxx.xxx.xxx. I look forward to hearing from you. Sincerely, {hit the return key FOUR times} Mary Smith Enc. (if your ONLY enclosure is your resume, list Resume; if you add anything else, list Enc.)

Follow-up letter or Telephone Call

This letter should follow the initial contact of the cover letter. With a follow-up letter, you are reiterating your interest in the internship, and politely reminding the employer of your qualifications. Many times you will not need to send a follow-up letter, as employers tend to respond in a timely fashion to internship requests. You may also consider using the telephone to follow-up with your resume instead of a letter.

Caution: This conversation could easily turn into a phone interview, so be prepared to answer questions about your skills and talents as well as to market yourself and your interest in this opportunity. Have your homework done first!

Thank you letter

This letter is written to thank an employer for an interview, or for consideration in the internship process. After each interview, a thank you letter should be sent within the week. As with all previous correspondence, this letter must be typed in a business letter format and sent using the same paper and envelopes you used for your resume.

Sample Thank You Letter CMR 5555 {do NOT include your name} St. Lawrence University Canton, NY 13617 March 15, 2000 {hit return key twice} Mr. R.F. Furton President American Magazine 1356 Michigan Drive Boston, MA 20356 {hit return key twice} Dear Mr. Furton: {hit return key twice} I would like to thank you and your staff for the opportunity to get to know more about you and American Magazine. I enjoyed learning about the new projects you are undertaking, and feel more confident than ever that an internship with American Magazine would be a wonderful fit for us both. As we discussed in our interview, I have performed editorial functions through Sidewaves Magazine. I was enthused to learn that American Magazine uses the same publishing software, which would enable me to begin projects immediately without spending time learning the software. I also feel that my background in volunteerism will assist me in coordinating sections of American Magazine's "Volunteers in America" special issue. Again, thank you for your time and consideration. I look forward to hearing from you in the near future. Sincerely, {hit the return key FOUR times} Mary Smith

Acceptance letter

These letters are used to accept an internship and are sent after a formal offer from an internship site. It is customary to send a letter even after a telephone conversation stating your decision. Again, follow traditional business letter format and use the same paper as you used for your resume.

Sample Acceptance Letter CMR 5555 {do NOT include your name} St. Lawrence University Canton, NY 13617 April 10, 2000 {hit return key twice} Mr. R.F. Furton President American Magazine 1356 Michigan Drive Boston, MA 20356 {hit return key twice} Dear Mr. Furton: {hit return key twice} I would like to officially accept the intern position with American Magazine for the summer of 2000. I am very excited to begin the position, and look forward to beginning what is sure to be a very rewarding experience. As we discussed by phone, the internship position will run from May 15th through August 15th of this year, with a compensation rate of $8.00/hr, 30 hrs. per week. I welcome the opportunity to learn about the publishing field from the group of very talented professionals at American Magazine. Feel free to contact me if there is any additional information I can provide. Sincerely, {hit the return key FOUR times} Mary Smith

Decline Letter

These letters are used to decline an internship and are sent after a formal offer from an internship site. It is customary to send a letter even after a telephone conversation stating your decision. For every internship you have applied to but will not be pursuing, it is necessary to send a decline letter. This will not only confirm your decision for the organization but will also demonstrate your knowledge of professional courtesy and respect for other candidates who may be applying for the same opportunity. Again, follow traditional business letter format and use the same paper as you used for your resume.

Sample Decline Letter CMR 5555 {do NOT include your name} St. Lawrence University Canton, NY 13617 April 15, 2000 {hit return key twice} Mr. John Smith Internship Coordinator Looking Up Magazine 1000 Anystreet Boston, MA 20356 {hit return key twice} Dear Mr. Smith: {hit return key twice} I am writing to decline your offer for a summer internship for the summer 2000 season. Recently, I accepted an Editorial Assistant internship with American Magazine and look forward to the opportunity to further develop my editorial abilities within the publishing industry. Looking Up Magazine is a tremendous publication for young people and I look forward to reading your future issues. I wish you much success with your company's internship search. Sincerely, {hit the return key FOUR times } Mary Smith

ABOUT THOSE RESUMES AND INTERVIEWS

Resume

Your resume is your strongest marketing tool in the search process. It will contain valuable information about your skills and experiences, formatted in a clear and concise fashion. Career Services has peer counselors who will help you design your own personal resume, or you can use the Career Puzzle book on Resumes. Keep in mind it will take more than one hour to craft a resume that is an effective presentation of all that you have to offer and many students see Career Services staff for two or more visits before they produce a version they are happy with. Also, you will probably need to revise your resume a bit for each application that you send out in order to promote your best strengths. Leave plenty of time for all of these revisions before you need to send out your first resume.

Interviews

Successful interviewing will also require practice and the utilization of strong communication skills. Career Services & Leadership Education encourages you to participate in a video taped mock interview prior to the actual interview. Call Career Services & Leadership Education at x5906 to schedule your mock interview. For additional information on preparing for interviews, pick up a Career Puzzle book on Interviewing Techniques.

When preparing for on-site interviews, don't forget to also consider the expenses involved. Along with an interview outfit, it may be necessary for you to pay for your travel and lodging expenses. Typically these are paid upfront by you, the candidate. Do not assume you will be reimbursed be the company. Be clear with your internship site what their policies are before you finalize your search arrangements.

CONCLUSION
Pursuing an internship is one of the most important steps you can take in your career development. Though the search for quality learning experiences has become quite competitive, Career Services & Leadership Education is prepared to assist you at every step of the process. Whether beginning your self-assessment or evaluating several offers, we welcome the opportunity to help you Put the Pieces Together.

We hope this guidebook has provided you with a solid introduction to your internship search process. If you have further questions about your individual search, please feel free to make an appointment with a professional staff member.