Internship Joining Letter Template for England and Wales

An Internship Joining Letter is the formal written agreement that kicks off your internship role with a company. It spells out the key details of your placement, including your start date, department assignment, working hours, and any compensation or benefits you'll receive during your time there.

In England and Wales, while not legally required, these letters help protect both parties by clearly documenting the internship terms. They typically include important details about confidentiality requirements, workplace policies, and the temporary nature of the role. Many organizations use them alongside their standard onboarding paperwork to ensure everyone's on the same page from day one.

Use an Internship Joining Letter when bringing new interns into your organization, ideally sending it at least two weeks before their start date. This document becomes especially important for paid internships, graduate placements, and programs lasting more than a month, as it establishes clear expectations from the beginning.

These letters prove particularly valuable when offering specialized training, handling sensitive company information, or integrating interns into client-facing roles. Many UK employers issue them alongside standard employment contracts to protect intellectual property rights and maintain professional standards. They're essential for regulated industries like financial services, healthcare, and legal practices where compliance requirements affect all staff members.

• Basic Internship Letters: Cover essential terms like start date, duration, and basic responsibilities - ideal for short-term placements
• Comprehensive Joining Letters: Include detailed sections on training, mentorship programs, and development goals - suited for graduate schemes
• Paid Internship Letters: Feature specific compensation details, benefits, and payment schedules - common in corporate settings
• Project-Based Letters: Focus on specific deliverables and project timelines - used in technical or creative industries
• Regulated Industry Letters: Include additional compliance requirements and confidentiality clauses - typical in finance and legal sectors

• HR Managers: Draft and customize the Internship Joining Letter, ensuring it aligns with company policies and legal requirements
• Legal Teams: Review and approve letter content, particularly for regulated industries or when handling sensitive information
• Department Heads: Provide input on role-specific duties and expectations for their intern placements
• Interns: Review, accept, and sign the letter before beginning their placement
• University Career Services: Often review letters for students in formal placement programs to ensure fair terms
• Line Managers: Help define daily responsibilities and oversee the intern's integration into the team

• Basic Details: Confirm intern's full name, contact information, start date, and placement duration
• Role Information: Gather department details, supervisor name, working hours, and key responsibilities
• Compensation Terms: Document any salary, expenses, or benefits offered during the internship
• Company Policies: Include references to relevant workplace policies, dress code, and conduct expectations
• Legal Requirements: Check confidentiality needs and intellectual property rights for your industry
• Internal Approval: Get sign-off from HR, department head, and legal team before sending to intern
• Document Format: Use our platform to generate a legally-sound letter that includes all required elements

• Parties' Details: Full names and addresses of both company and intern
• Position Details: Clear description of role, department, and reporting structure
• Duration Terms: Start date, end date, and any probation period details
• Working Hours: Specific schedule, including breaks and flexibility arrangements
• Compensation: Any payment terms, expenses, or benefits offered
• Confidentiality: Data protection and intellectual property clauses
• Company Policies: Reference to relevant workplace rules and procedures
• Termination Terms: Notice periods and conditions for ending the internship
• Signatures: Space for both parties to sign and date the agreement

While an Internship Joining Letter and an Employment Offer Letter may seem similar, they serve distinct purposes in UK employment law. The key differences affect how you should use each document.

• Duration and Commitment: Internship letters specifically address temporary, learning-focused placements, while employment offer letters establish permanent or fixed-term employment relationships
• Legal Protection: Employment offer letters carry stronger statutory rights and obligations under UK employment law, including minimum notice periods and unfair dismissal protection
• Benefits and Terms: Internship letters typically focus on learning objectives and basic compensation, while employment offers detail full benefit packages, pension schemes, and career progression
• Regulatory Requirements: Employment offers must comply with more stringent workplace regulations, whereas internship letters allow more flexibility in structuring the relationship