Internship Joining Letter Template for Germany

A Internship Joining Letter officially confirms your acceptance into an internship position at a German company. It outlines key details like your start date, department placement, working hours, and any compensation or benefits you'll receive during your Praktikum (internship period).

Under German labor laws (Arbeitsrecht), this document serves as a binding agreement between you and your employer, protecting both parties' interests. Many German firms, especially in sectors like engineering and finance, use these letters to comply with workplace regulations and establish clear expectations before the internship begins. Your letter should align with the Berufsbildungsgesetz (Vocational Training Act) if your internship is part of your studies.

Use an Internship Joining Letter immediately after a candidate accepts your internship offer in Germany. This formal document needs to be in place before the intern's first day, particularly for internships lasting longer than three months or those required by university programs (Pflichtpraktikum).

The timing matters because German employment law requires clear documentation of working relationships from the start. Send this letter at least two weeks before the internship begins, giving both parties time to review and sign it. For international interns requiring visas or work permits, having this letter ready early helps speed up administrative processes and ensures compliance with immigration requirements.

• Mandatory Internship Letter (Pflichtpraktikum): For university-required internships, includes details about academic requirements and supervision
• Voluntary Internship Letter (Freiwilliges Praktikum): Less formal structure, focuses on learning objectives and basic work terms
• International Intern Letter: Contains additional sections about visa requirements, language expectations, and cultural integration
• Dual Studies Letter (Duales Studium): Specifically designed for students in dual study programs, outlining both academic and practical components
• Research Internship Letter: Used in academic or research institutions, emphasizing project scope and intellectual property rights

• HR Departments: Draft and customize the letter according to German labor laws and company policies
• Legal Teams: Review and ensure compliance with Arbeitsrecht regulations and internship guidelines
• Interns: Review, sign, and retain a copy as proof of their employment terms and conditions
• Department Managers: Provide input on specific role requirements and approve final terms
• University Career Centers: Verify letter contents meet academic requirements for mandatory internships
• Works Council (Betriebsrat): Reviews terms to ensure alignment with workplace agreements and fair practices

• Basic Details: Collect intern's full name, address, contact information, and academic institution details
• Position Information: Define internship title, department, supervisor, and work location
• Duration Details: Specify start date, end date, working hours, and any flexibility arrangements
• Compensation Terms: Document monthly allowance, travel reimbursements, and other benefits
• Legal Requirements: Check if it's a mandatory internship (Pflichtpraktikum) requiring specific documentation
• Company Policies: Include relevant workplace rules, confidentiality agreements, and code of conduct
• Signatures Required: Prepare spaces for intern, HR representative, and department head signatures

• Parties' Information: Full legal names and addresses of both company and intern
• Internship Details: Position title, department, duration, and working hours per German labor standards
• Compensation Terms: Monthly allowance, benefits, and insurance coverage details
• Work Location: Specific workplace address and any remote work arrangements
• Data Protection: GDPR compliance statement and data handling procedures
• Confidentiality Clause: Terms regarding company information protection
• Termination Terms: Notice periods and conditions for ending the internship
• Applicable Law: Reference to German labor law (Arbeitsrecht) governance

An Internship Joining Letter differs significantly from an Internship Agreement in several key aspects, though both documents play important roles in German internship arrangements.

• Timing and Purpose: The Joining Letter serves as an initial welcome document confirming acceptance and basic terms, while an Internship Agreement is a comprehensive legal contract detailing all rights and obligations
• Legal Scope: Joining Letters primarily focus on start dates, department details, and basic arrangements, whereas Internship Agreements include detailed legal clauses about intellectual property, confidentiality, and dispute resolution
• Formality Level: Joining Letters maintain a more welcoming, informal tone, while Internship Agreements use strict legal language required for enforceability under German law
• Document Length: Joining Letters typically span 1-2 pages, but Internship Agreements often extend to 5+ pages covering all legal requirements under the Berufsbildungsgesetz