Washinton Program Email Templates

Email Templates

Utilize the following email templates as a resource when corresponding with organizations in Washington, D.C. Emails should convey any relevant information in a concise, professional manner. Click each email template dropdown to see an example email. Please note that subject lines are not provided in these examples.

  • Accept Internship Offer
  • Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    Thank you for the opportunity to intern with (INSERT Organization) this coming (INSERT Quarter). I am very happy to accept your offer and I look forward to working with you. I will be arriving in Washington, D.C. on (INSERT Month/Date) and will be available to begin the internship (INSERT Month/Date).

     

    Please let me know if there is any additional information you need or paperwork I am required to complete prior to my arrival in Washington, D.C. 

     

    Thank you, 

     

    (INSERT Full Name)

  • Application Submission
  • Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    My name is (INSERT FULL NAME) and I am currently a junior attending the University of California, Davis. I am participating in the UCDC program and will be residing in DC from (INSERT DATES)

     

    Please accept my application for the (INSERT Quarter, Year) internship position with (INSERT ORGANIZATION). I have attached the requested application documents to this message, including my resume, cover letter, list of references, and writing sample. I will be in Washington, D.C. in the (INSERT QUARTER) as a participant in the UC Davis Washington Program. Thanks for your consideration and I look forward to hearing from you soon.

     

    Sincerely, 

     

    (INSERT Full Name)

  • Application Follow-Up
  • Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    My name is (INSERT Full Name) and I am a (INSERT sophomore/junior/senior) attending the University of California, Davis. I submitted an application for the (INSERT internship position) with (INSERT Organization) during the (INSERT Quarter). I am writing to verify that you have received all of my materials required for the application. 

     

    If possible, I was also hoping to learn when you expect to start reviewing applications and selecting your interns for the (INSERT Quarter)

     

    Thank you for your time. 

     

    Respectfully, 

     

    (INSERT Full Name)

  • Asking About Internship Availability
  • Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    My name is (INSERT Full Name) and I am currently a junior attending the University of California, Davis. I will be in Washington, D.C. in the (INSERT QUARTER) as a participant in the UC Davis Washington Program. I will be available to intern from Month XX to Month XX. 

     

    I am writing to inquire if (INSERT Organization) will be offering internships this coming (INSERT Quarter) and if so, how to apply. Thank you for your time and I look forward to hearing from you soon.

     

    Sincerely, 

     

    (INSERT Full Name)

  • Confirm Interview
  • Confirm Interview Invitation:

    Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    Thank you for your response. I look forward to speaking with you on (INSERT Date and Time)

     

    I will call you at (INSERT Direct Phone Number)

     

    [OR] 

     

    Again, you can contact me on my phone at (INSERT Phone Number)

     

    Have a great day. 

     

    Sincerely, 

     

    (INSERT Full Name)

  • Decline Internship Offer
  • Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    Thank you for your time and consideration in my application and offering me (INSERT internship position) with (INSERT Organization) during the (INSERT Quarter). Regrettably, I am writing to decline your offer. I wish (INSERT Organization) the best in its endeavors to find the ideal candidate for the position. 

     

    Respectfully, 

     

    (INSERT Full Name)

  • Interview Invitation
  • Accept the Interview:

    Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    Thank you for the opportunity to interview with you (or INSERT Organization). I am excited to learn more about (INSERT Organization) and to discuss my qualifications and experiences.

     

    I am available during the following times for an interview:

     

    Monday, Nov 19th 

    9:00am–Noon EST (6:00‐9:00am PST) 

     

    Tuesday, Nov 20th 

    10:00am – 2:00pm EST (7:00‐11:00am PST) 

     

    My phone number is (INSERT Phone Number). I look forward to speaking with you soon.

     

    Sincerely, 

     

    (INSERT Full Name)

  • Interview Follow-Up
  • Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    I enjoyed speaking with you on (INSERT DATE) and learning more about the opportunity to intern as the (INSERT internship position) with (INSERT Organization). I am writing to you today to check in regarding your application review process. I am still very interested in the position, and would be happy to provide any further materials to assist you in the revision process. 

     

    Thank you again for your time and consideration. I look forward to hearing from you soon. 

     

    Sincerely, 

     

    (INSERT Full Name) 

  • Politely Turn Down an Interview Invitation
  • Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    Thank you for your offer to interview me for the (INSERT internship position). Unfortunately, I have decided to follow a different professional path at this time. I appreciate your time and consideration while reviewing my application. I enjoyed speaking with you and learning about (INSERT Organization)

     

    Thank you again for your consideration.

     

    Sincerely, 

     

    (INSERT Full Name)

  • Request More Information
  • NOTE: Always try to call the organization to talk to them rather than sending this message.

    Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    Thank you for the offer for the (INSERT internship position) with (INSERT Organization) during the (INSERT Quarter). To help me make an informed decision, can we arrange a time to further discuss the details of the internship position? Below are times I am available: 

     

    Monday, Nov 19th 

    9:00am–Noon EST (6:00‐9:00am PST) 

     

    Tuesday, Nov 20th 

    10:00am – 2:00pm EST (7:00‐11:00am PST) 

     

    If these times do not work for your schedule, please let me know a time that would work best to speak with you soon.

     

    Thank you again for the offer and I look forward to hearing from you. 

     

    Sincerely, 

     

    (INSERT Full Name)

  • Request Time to Make Decision
  • Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    Thank you for your offer for the (INSERT internship position) with (INSERT Organization) during (INSERT Quarter). I am very excited about this potential opportunity. When would you need to have my final decision? 

     

    Sincerely,

     

    (INSERT Full Name)

  • Thank You After Interview
  • Dear Ms. Smith [OR] Dear Internship Coordinator:

     

    Thank you again for interviewing me for the (INSERT internship position) on (INSERT Date). I enjoyed learning more about (INSERT Organization) and how I could contribute as an intern. Please let me know if you have any further questions about my application and I look forward to hearing from you soon. 

     

    Sincerely, 

     

    (INSERT Full Name)