Internship offer letter format: sample, joining letter and what universities check
An internship offer letter is the company’s written confirmation that it has taken you on as an intern. This page gives a plain internship offer letter format you can compare against, a joining letter format, and the details university internship offices in Pakistan look for before they accept a placement.
Many departments ask to see this letter before your first day. At the University of the Punjab, the Department of Software Engineering asks for an approval form or the host’s acceptance letter before the internship starts, and the Institute of Administrative Sciences lists the offer letter among the documents it checks. A weak letter can hold up your approval, so it is worth getting right.
Offer letter, joining letter, NOC: which is which
Students often mix these up. Each one is written by a different person and proves a different thing.
| Document | Written by | When | What it proves |
|---|---|---|---|
| Request letter or NOC | Your university | Before you apply | Your department allows you to intern. See university internship letter and NOC. |
| Application letter | You | When you apply | You are asking for a place. See application letter format. |
| Offer letter | The company | Before you start | The company has accepted you, for a set role and dates. |
| Joining letter | You or the company | On or after day one | You actually started on the stated date. |
| Completion certificate | The company | At the end | You finished, with dates and work done. See certificate format. |
Internship offer letter format (sample text)
This is a generic sample. Replace everything in square brackets. A real letter goes on the company’s own letterhead, not on a blank page.
[Company letterhead: registered name, full postal address, website, phone]
Date: [DD Month YYYY]
Ref: [letter number]
To: [Student full name]
[Programme, e.g. BS Computer Science], [Semester], [University name]
Registration no. [roll number]
Subject: Offer of internship
Dear [Student name],
We are pleased to offer you an internship as [role, e.g. Web Development Intern] at [Company name]. Your internship will run from [start date] to [end date], [number] weeks in total, for about [hours] hours a week. You will work [onsite at our office in City / remotely / in a hybrid pattern].
Your site supervisor will be [supervisor name], [designation], who can be reached at [name@companydomain.com]. Your work will include [two or three specific tasks or the project name].
[One honest line on money: “This internship carries a monthly stipend of …” or “This internship is unpaid.” or “This is a fee-based training internship; the fee terms are attached.”]
On completion you will receive a certificate stating your dates and the work you did. We will complete any evaluation forms your university sends us.
Please confirm your acceptance by [date].
[Signature]
[Name], [Designation]
[Company stamp]
What a good offer letter includes
- Letterhead with the registered company name, a full postal address, a working website and a landline or business phone.
- Registration details where your department asks for them. CUST’s computing department has reportedly asked for the company’s SECP number and FBR NTN on the letter; check with your department.
- A date of issue and a reference number, so the letter can be traced.
- Your details: full name, programme, semester, university and registration number.
- Role and work: a track or project, not just “intern”.
- Exact start and end dates, total weeks and weekly hours. Most programmes need six to eight continuous weeks; see university internship requirements.
- Mode and place: onsite, remote or hybrid, and the city.
- A named site supervisor with a designation and an official company email address. IBA Karachi asks for an official email rather than a Gmail address.
- Money, stated honestly: stipend, unpaid or fee-based.
- Signature, name, designation and company stamp.
What university internship offices check at the start
Rules differ by university and by department. These are examples from published policies; your own handbook decides.
| University or body | What they ask for before or at the start |
|---|---|
| HEC guidelines | Terms of reference agreed before the internship begins; the host works with the university internship office. |
| PU Software Engineering | Approval form or host acceptance letter before starting; software work only. |
| PU-IAS | Offer letter, later an attested certificate and supervisor evaluation. |
| IBA Karachi | A new or unknown firm needs prior approval: website, address, project, supervisor and dates. |
| NUML | An internship you find yourself must be approved by the Placement Centre, with terms of reference set in advance. |
| CUST (computing) | Registered host; SECP number and NTN reportedly required on the letter. Check with your department. |
Internship joining letter format
“Joining letter” is used in two ways. Some departments want a short joining report from you, confirming that you started. Others want the company to confirm your joining date. Both are simple.
To: The Internship Coordinator, [Department], [University]
Subject: Joining report for internship
I have joined [Company name], [City], as [role] on [date], under the supervision of [supervisor name, designation, official email]. The internship will end on [date]. The offer letter is attached.
[Your name], [registration no.], [date]
[Company letterhead]
This is to confirm that [student name], [programme], [university], joined [Company name] as [role] on [date]. The internship is scheduled to end on [date].
[Signature, name, designation, stamp]
Red flags in an offer letter
- No postal address, or an address that does not match the website.
- A supervisor reachable only on a personal Gmail or a mobile number.
- No dates, or dates that have already passed (a backdated letter).
- A letter offered “urgently” or for a payment, with no actual work behind it.
Internship offices verify. IBA, for example, contacts supervisors and asks for official email addresses. A letter that cannot be traced back to real supervised work can get the whole internship rejected. If you are checking a company before you accept, the steps on how to verify an internship certificate work just as well for offer letters.
How Ezitech issues offer letters
Ezitech Software House is a software house in Rawalpindi, founded in 2015, registered with the Pakistan Software Export Board, with an NTN from FBR. The office is at #304-G, Amna Plaza, Main Peshawar Road, Rawalpindi.
- Every intern gets an offer letter before starting, with the track and the internship dates.
- Internships run onsite in Rawalpindi or remotely, for one, two or three months. A named mentor reviews your work every week.
- Your university’s internship office can have its own login to our University Portal. From there it downloads your offer letter and certificate directly, and sees your tasks and check-ins.
- If your department has its own acceptance or joining form, the office can upload it there and we fill and sign it. You do not have to carry papers back and forth.
- We do not issue letters without the internship, and we do not backdate them.
If your department does not accept fully remote work, choose onsite or hybrid. See online internships for which departments accept what. Programme details and the fee are on the fee and refund policy page.
Need an internship your department will accept?
Apply for a supervised internship with an offer letter, a named mentor, and documents your internship office can check.
Questions
What is an internship offer letter?
It is a letter from the company, on its letterhead, confirming that you have been accepted as an intern. It states your role, start and end dates, place of work, supervisor and any stipend or fee, and it is signed and stamped.
Is an internship offer letter the same as a joining letter?
No. The offer letter comes before you start and says the company has accepted you. A joining letter confirms that you actually started on a given date. Some departments want it from you, others from the company.
What should an internship offer letter from a company to a student include?
Letterhead with a registered name, address and website, a date and reference number, your name and university, the role, exact dates and weekly hours, onsite or remote, a named supervisor with an official email, the money terms, and a signature and stamp.
Does my university need the offer letter before I start?
Often, yes. The University of the Punjab Software Engineering department asks for an approval form or acceptance letter before the start, and IBA Karachi wants details of a new firm approved first. Check your own handbook.
Is an offer letter for a remote internship accepted?
It depends on the department. Some accept remote work with prior approval, while others, such as some computing and management programmes, do not accept a fully online internship. Ask your internship office before you accept.
Can I get an internship offer letter without doing the internship?
Some sellers offer this, but universities check letters with supervisors and evaluation forms, and an untraceable letter can get the internship rejected. Ezitech does not issue letters without the internship.