A communication sent to a potential employer after submitting an application or attending an interview for a temporary work experience position. This message typically expresses continued interest in the opportunity and reiterates the sender’s qualifications. For example, an individual might send such a message within a week of their interview, thanking the interviewer for their time and briefly restating their key skills.
The significance of this act lies in its demonstration of proactive engagement and professional courtesy. It reinforces the applicant’s enthusiasm and helps them stay top-of-mind with the hiring manager. Historically, this practice reflects evolving standards of professional etiquette in the employment sector, adapting to increasingly competitive job markets where demonstrating initiative is highly valued. It allows a final opportunity to address any concerns and highlight particular strengths one last time.
The following discussion will delve into best practices for composing effective correspondence, exploring key elements, optimal timing, and strategies for tailoring the message to specific situations. Considerations will also be given to common mistakes to avoid and alternative approaches for maintaining professional communication throughout the internship application process.
1. Gratitude expression
In the context of an internship follow up email, expressing gratitude serves as a fundamental element, influencing the recipient’s perception of the sender’s professionalism and social intelligence. The inclusion of a sincere thank you for the interviewer’s time and consideration can act as a signal of respect. Its absence can potentially be interpreted as a lack of appreciation, negatively affecting the candidate’s overall image. For example, a simple “Thank you for the opportunity to discuss the marketing intern position” establishes a positive tone from the outset.
The cause-and-effect relationship is clear: expressing gratitude cultivates goodwill, reinforcing the candidate’s enthusiasm and sincerity. A follow-up message lacking this expression may be viewed as perfunctory or even entitled. A well-articulated expression, tailored to the specific conversation or insights gained during the interview, further demonstrates attentiveness and active listening skills. This small gesture can distinguish a candidate from others who send generic, impersonal messages. For instance, referencing a specific point discussed, such as “I particularly appreciated learning more about your upcoming social media campaign,” elevates the expression beyond a mere formality.
In summation, gratitude expression is not merely a polite addendum but a strategic component of the follow-up. It demonstrates emotional intelligence, reinforces the applicant’s interest, and subtly enhances the likelihood of a positive response. Failure to include this element represents a missed opportunity to make a favorable final impression. This contributes to a more memorable and positively regarded candidate profile in the hiring manager’s assessment.
2. Reinforce interest
Reinforcing interest within an internship follow up email serves to explicitly reaffirm the applicant’s commitment to the position and the organization. This element moves beyond mere politeness, functioning as a strategic communication to reiterate the candidate’s genuine enthusiasm and suitability for the role.
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Reiterating Alignment with Company Values
This involves explicitly stating how the applicant’s personal or professional values align with the organization’s mission or culture, as understood from research or direct interaction during the interview. For example, mentioning a shared commitment to sustainability or innovation. This demonstrates that the candidate has carefully considered the fit and is not simply seeking any internship. The implication is that a candidate who shares the organization’s values is more likely to be engaged and contribute positively.
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Highlighting Specific Aspects of the Role
This refers to referencing specific responsibilities or projects discussed during the interview that particularly resonated with the applicant. Stating, for example, “I am particularly excited about the prospect of contributing to the upcoming social media campaign” showcases focused interest. This signals that the applicant was attentive during the interview and has a clear understanding of what the role entails. The impact is that it portrays the candidate as proactive and engaged, not just passively seeking a position.
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Reaffirming Relevant Skills and Experiences
This entails briefly restating how the applicant’s skills and experiences directly address the needs outlined in the job description or discussed during the interview. This is not a comprehensive reiteration of the resume but a focused reminder of key qualifications. For example, “My experience with data analysis, as discussed, would allow me to efficiently contribute to the project.” This assures the hiring manager that the applicant possesses the requisite skills and has a clear understanding of how they can add value. This reinforcement counters any potential doubts and strengthens the candidate’s position.
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Expressing Enthusiasm for the Company
Communicating excitement about the opportunity to learn from and contribute to the company demonstrates a sincere desire to be part of their team. This could involve referencing recent company achievements, interesting projects, or aspects of the company culture that appeal to the candidate. The impact is an additional demonstration of interest, over and above other candidates.
In conclusion, reinforcing interest in the follow up email is a multifaceted approach that goes beyond a simple statement of enthusiasm. It is an opportunity to demonstrate alignment, highlight specific interests, and reassure the hiring manager of the candidate’s suitability, ultimately increasing the likelihood of securing the internship.
3. Highlight Skills
Within the context of an internship follow up email, strategically emphasizing relevant skills serves as a crucial element in solidifying the applicant’s candidacy. It offers a targeted opportunity to directly connect qualifications with the employer’s needs, reinforcing suitability for the role.
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Specificity and Relevance
Generic skill listing diminishes impact. The emphasis should be on skills directly relevant to the internship description or discussed during the interview. For example, instead of stating “Proficient in Microsoft Office,” an applicant might write, “My advanced Excel skills, particularly in data analysis, would directly benefit the market research project discussed.” This connects the skill to a specific task, demonstrating a clear understanding of the role’s requirements.
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Quantifiable Achievements
Whenever possible, quantify achievements related to the highlighted skills. Rather than stating “Strong communication skills,” an applicant could say, “My presentation skills, honed through delivering training sessions to groups of 20+ employees, improved team understanding of new software by 15%.” Quantifiable achievements provide concrete evidence of skill proficiency and its positive impact. Without concrete evidence, skills claims may be seen as unsubstantiated.
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Tailoring to Company Needs
Researching the company and understanding its current projects or challenges allows for tailoring the skills highlighted. If the company emphasizes innovation, an applicant with experience in brainstorming and implementing new ideas should explicitly mention this, framing it as an asset that aligns with the company’s culture. This demonstrates proactive thinking and a commitment to contributing to the company’s specific goals.
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Balance and Conciseness
While highlighting skills is important, the follow-up email should remain concise. Select two to three of the most relevant skills to emphasize, rather than providing an exhaustive list. A brief, focused message is more likely to be read thoroughly. Prioritizing the most critical skills ensures the message remains impactful and avoids overwhelming the recipient.
In summary, effective highlighting of skills within the internship follow up email requires specificity, quantification, tailoring to the company’s needs, and concise presentation. These elements collectively contribute to a compelling message that reinforces the applicant’s suitability and increases the likelihood of a positive outcome.
4. Address Concerns
The inclusion of opportunities to address concerns within a follow-up communication represents a strategic component of the internship application process. Such concerns may arise during the interview process itself, or may be inferred from the job description and company research. Ignoring perceived reservations or potential doubts can leave unanswered questions lingering in the employer’s mind, thereby reducing the applicant’s chances of success. For example, if an interviewer expressed reservations about the applicant’s lack of direct experience with a particular software, the follow-up could address this by highlighting transferable skills or demonstrating a proactive commitment to learning the software quickly.
Effectively addressing concerns requires careful listening and analytical skills during the initial interview. Identifying any hesitations or doubts expressed by the interviewer allows the applicant to tailor the follow-up message to directly alleviate those specific anxieties. This might involve providing additional context, offering concrete examples of past successes, or demonstrating a willingness to learn new skills. For instance, if concerns were raised about the candidate’s ability to manage multiple projects, the follow-up email could highlight past experiences where the candidate successfully juggled competing deadlines and priorities, providing specific outcomes and metrics to support the claim. It also provide the candidate to highlight how their experience aligns with the company values.
In conclusion, proactively addressing concerns in a follow-up email demonstrates initiative, attentiveness, and a genuine desire to secure the internship. It is not merely about providing additional information but about demonstrating a capacity to understand and respond to the employer’s specific needs and anxieties. Failure to address these concerns effectively represents a missed opportunity to solidify the applicant’s position and increase the likelihood of a positive outcome.
5. Professional tone
The maintenance of a professional tone within an internship follow up email is a critical determinant of its efficacy. A formal and respectful demeanor signals seriousness and commitment, increasing the likelihood of a positive response from the potential employer. The cause-and-effect relationship is direct: unprofessional language or an overly casual approach can undermine the applicant’s credibility and perceived suitability, regardless of qualifications. A professional tone demonstrates respect for the recipient’s time and position, conveying the applicant’s understanding of workplace etiquette. For example, avoiding slang, maintaining proper grammar and spelling, and using a formal closing such as “Sincerely” all contribute to this impression. The absence of such elements can convey a lack of attention to detail or a disregard for professional norms.
The practical application of a professional tone extends beyond mere formality. It also encompasses clarity, conciseness, and a focus on the specific skills and experiences relevant to the internship. While enthusiasm is important, it must be tempered with a measured and business-like approach. For instance, rather than expressing excitement in an overly effusive manner, an applicant could demonstrate passion by clearly articulating how their skills and experience align with the company’s needs and goals. Such demonstration of alignment requires careful thought, as opposed to emotional responses.
In summary, the adherence to a professional tone within the internship follow up email is not simply a matter of stylistic preference but a strategic necessity. It shapes the employer’s perception of the applicant’s professionalism, competence, and suitability for the role. Maintaining such a tone, therefore, represents a crucial investment in the applicant’s prospects, facilitating the likelihood of securing the desired internship. Challenges in this area might involve striking a balance between enthusiasm and formality, or tailoring the tone to the specific industry or company culture. However, the underlying principle of professionalism remains paramount.
6. Strategic timing
The timing of a follow-up communication is paramount. Sending a message too early may appear presumptuous, while delaying it excessively can diminish its impact. A calibrated approach to timing maximizes the applicant’s chances of reinforcing a positive impression.
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Post-Interview Promptness
An immediate follow-up, within 24-48 hours after the interview, is generally advisable. This timeframe demonstrates enthusiasm while the interview is still fresh in the interviewer’s mind. The message reinforces key qualifications discussed and reiterates interest before a decision is made. An example would be sending the message the next morning.
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Consideration of Application Deadlines
If application deadlines are explicitly stated, the follow-up should occur before the decision date. This ensures the message reaches the hiring manager before they finalize their selection. Sending a follow up on the day before the closing date or on the closing date itself can ensure that the candidate is in their mind.
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Response to Interviewer Guidance
Interviewers sometimes provide explicit instructions regarding follow-up timing. Adhering to these instructions demonstrates respect for their process. For example, if an interviewer requests a follow-up in one week, adhering to that timeline is crucial. Requesting more information and sending a follow up can also be beneficial.
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Avoiding Over-Communication
Frequent or repetitive follow-up messages can be perceived as intrusive. Maintaining a balance between demonstrating interest and respecting the interviewer’s time is essential. Refrain from sending multiple messages within a short timeframe unless explicitly invited to do so. This can put the interviewer off the candidate.
The deliberate consideration of strategic timing, therefore, directly influences the effectiveness of the communication. The goal is to strike a balance between demonstrating enthusiasm and respecting the employer’s decision-making process. The follow-up should enhance, not hinder, the applicant’s prospects.
7. Concise content
The principle of concise content is particularly relevant to the composition of an internship follow up email. Given the volume of communications hiring managers receive, brevity ensures the message is read and its core message understood, maximizing impact.
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Directness of Purpose
Conciseness necessitates a direct approach, eliminating superfluous language. Each sentence must contribute to the overall objective: reaffirming interest, highlighting qualifications, and expressing gratitude. An example of directness would be stating “My skills in data analysis align with the requirements outlined in the project description,” instead of a longer, more circuitous statement. This clarity of purpose ensures the message resonates effectively.
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Elimination of Redundancy
Redundant phrasing dilutes the impact of a follow up message. Concise content requires eliminating repetitive information. A succinct summary of skills avoids unnecessary repetition of details already present in the application materials. For instance, if a resume details proficiency in specific software, the follow-up should not reiterate a comprehensive list but rather highlight its relevance to the internship’s specific tasks. A more effective strategy is to demonstrate the skills.
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Focus on Key Information
Effective conciseness demands prioritization. The message should focus on the most pertinent information, excluding irrelevant details. Highlighting two or three key skills or experiences most directly aligned with the internship requirements is more effective than providing a comprehensive overview. For example, if the internship requires strong communication skills, focus on instances where communication proficiency led to tangible results. This increases the chances of resonating with the interviewer.
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Strategic Use of Formatting
While the email should be text-based, strategic formatting enhances readability. Breaking the text into short paragraphs, utilizing bullet points (sparingly), and employing strong verbs can improve comprehension. This ensures the message is easily digestible, especially when the recipient is reviewing numerous applications. However, the priority should remain on the economy and effectiveness of language, rather than relying solely on visual cues.
In conclusion, the application of concise content principles to the internship follow up email ensures that the message is impactful and easily digestible. Prioritizing directness, eliminating redundancy, focusing on key information, and strategically using formatting enhances the message’s effectiveness, thereby increasing the applicant’s chances of securing the internship.
8. Proofread carefully
Meticulous review and correction of written material is critical to professional communication, and it is especially important in the context of an internship follow up email. Errors detract from the message’s intent and can undermine the applicant’s credibility.
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Grammatical Accuracy
Correct grammar is essential for conveying professionalism and attention to detail. Grammatical errors can signal carelessness or a lack of competence. For example, using incorrect verb tenses or subject-verb agreement can create a negative impression. Proper grammar enhances clarity and ensures the message is understood as intended.
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Spelling Precision
Accurate spelling is fundamental to effective communication. Misspelled words can be interpreted as a sign of negligence or inadequate writing skills. The use of spell-check tools is advisable, but manual review is also necessary to catch errors that automated systems may miss, such as misused homophones (e.g., “there,” “their,” and “they’re”). Over-reliance on automated tools can cause more problems for applicants.
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Punctuation Correctness
Proper punctuation enhances the clarity and flow of the message. Incorrect or missing punctuation can lead to misinterpretations. Commas, semicolons, and apostrophes must be used accurately to convey the intended meaning. Attention to punctuation demonstrates a command of written language and enhances the overall impression of professionalism.
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Formatting Consistency
Consistent formatting contributes to the readability and visual appeal of the email. Inconsistencies in font styles, spacing, or indentation can distract the reader and undermine the message’s impact. Maintaining a uniform and professional formatting style demonstrates attention to detail and reinforces the applicant’s commitment to quality.
In summary, thorough proofreading is an indispensable step in crafting an effective internship follow up email. Attention to grammar, spelling, punctuation, and formatting collectively contributes to a polished and professional message that enhances the applicant’s prospects. Conversely, oversights in these areas can detract from the message and negatively impact the employer’s perception of the candidate.
Frequently Asked Questions
This section addresses common inquiries regarding post-application communication in the context of internship opportunities.
Question 1: What is the optimal length for such a message?
The communication should adhere to brevity, ideally ranging from three to five concise sentences. Excessively lengthy messages risk being overlooked or disregarded amidst the recipient’s obligations.
Question 2: Should the message be personalized, or is a template acceptable?
Personalization is paramount. Generic templates lack authenticity and fail to demonstrate genuine interest in the specific opportunity or organization. Tailoring the message to reflect the interview and the organization’s values demonstrates engagement and attentiveness.
Question 3: What if no response is received?
A lack of response does not necessarily indicate rejection. Hiring managers often manage numerous applications simultaneously. If a specified timeline for a decision has passed, a single, polite inquiry can be made. However, persistent follow-ups are not advisable.
Question 4: Is it appropriate to inquire about the status of the application in the message?
While expressing continued interest is encouraged, directly demanding information about the application’s status may be perceived as presumptuous. The primary focus should remain on reiterating qualifications and expressing gratitude for the opportunity.
Question 5: What are some common mistakes to avoid?
Common pitfalls include grammatical errors, generic templates, overly familiar language, aggressive or entitled tone, and excessively lengthy messages. Thorough proofreading and adherence to professional etiquette are essential.
Question 6: Should references be included in the follow-up?
Unless explicitly requested, references should not be included in the follow-up message. References are typically provided during the application process or upon request by the hiring manager.
The key takeaway is that a well-crafted and appropriately timed communication can serve as a valuable tool in reinforcing a positive impression and increasing the likelihood of securing an internship opportunity.
The subsequent section will explore alternate means for follow-up outreach.
internship follow up email Tips
Following these guidelines can increase the effectiveness and impact, improving the prospect of securing an internship.
Tip 1: Utilize a Professional Email Address: A serious, professional-sounding email address (e.g., firstname.lastname@email.com) projects credibility. Avoid using nicknames or informal addresses.
Tip 2: Personalize the Subject Line: A subject line that references the specific internship position and interview date helps the email stand out and immediately informs the recipient of its relevance.
Tip 3: Reiterate Key Qualifications Briefly: Instead of repeating the entire resume, highlight two or three skills or experiences directly relevant to the internship description, reinforcing suitability.
Tip 4: Express Genuine Enthusiasm for the Company’s Work: Research the company and mention a specific project or initiative that interests the applicant, showcasing genuine interest and engagement.
Tip 5: Quantify Achievements Whenever Possible: Instead of simply stating “strong communication skills,” provide quantifiable examples of how communication skills led to tangible results in previous experiences.
Tip 6: Proofread Thoroughly Before Sending: Grammatical errors and typos detract from credibility. Carefully review the message or use a reliable grammar-checking tool before sending.
Tip 7: Maintain a Polite and Professional Tone: An assertive but respectful tone communicates confidence without being overly demanding or entitled. Avoid using slang or overly casual language.
Adhering to these best practices enhances the likelihood of a positive response, demonstrating professionalism and a genuine interest in the internship.
The discussion now moves to concluding remarks, summarizing the core principles.
Conclusion
This exploration has detailed the multifaceted nature of internship follow up email, emphasizing key elements such as expressing gratitude, reinforcing interest, highlighting relevant skills, addressing potential concerns, and maintaining a consistently professional tone. Strategic timing and concise content are crucial to maximizing its impact. It also explores tips to have effective follow up.
The practice, when executed thoughtfully and diligently, enhances an applicant’s prospects within the competitive internship landscape. Its significance lies not only in reinforcing interest but in demonstrating attention to detail, initiative, and professionalism, which are qualities highly valued by prospective employers. Therefore, mastering the art of such professional correspondence is an invaluable asset for any individual pursuing internship opportunities and career growth.
