The Internship Hiring Letter is a crucial document used when extending formal offers to intern candidates in the United States. It serves as the primary documentation establishing the employment relationship between an organization and an intern, whether paid or unpaid. The document needs to comply with federal regulations, including the Fair Labor Standards Act (FLSA), Equal Employment Opportunity laws, and state-specific labor requirements. An Internship Hiring Letter typically includes essential information such as position details, duration, compensation, working conditions, and any academic credit arrangements. It's designed to protect both the employer and intern by clearly stating expectations and terms while ensuring compliance with relevant labor laws and educational requirements. The letter is particularly important in distinguishing internship relationships from regular employment and maintaining compliance with the Department of Labor's guidelines for internship programs.

1. Letterhead and Date: Company letterhead with full legal name, address, and current date

2. Recipient Address: Intern's full name and address

3. Salutation: Personal greeting to the intern

4. Opening Paragraph: Expression of pleasure in offering the internship position, including specific role/title

5. Position Details: Department, supervisor name, and brief description of role and responsibilities

6. Duration and Schedule: Start date, end date, and working hours/days

7. Compensation: Salary/stipend information (if paid) or clear statement if unpaid, payment schedule

8. Benefits: Any applicable benefits, such as transportation allowance or meal credits

9. Reporting Structure: Information about direct supervisor and reporting relationships

10. Conditions: Any conditions that must be met (background check, drug test, etc.)

11. At-Will Employment: Statement of at-will employment relationship (where applicable)

12. Confidentiality: Basic confidentiality requirements

13. Acceptance Instructions: How to accept the offer and by what deadline

14. Closing: Professional closing with contact information for questions

15. Signature Block: Space for company representative signature and intern's acceptance