Using Email Templates for Professional Correspondence in Washington, D.C.
Need help writing polished, professional emails? We’ve got you covered! Below, you'll find a collection of email templates to help you communicate effectively with organizations in Washington, D.C.
These templates serve as a strong foundation—feel free to tailor them to match your voice and specific needs. Simply click on a dropdown to view an example email.
- Accept Internship Offer
Subject: Acceptance of Internship Offer
Dear [Ms. Smith] [OR] [Internship Coordinator],
I am thrilled to accept the opportunity to intern with [INSERT Organization] this coming [INSERT Quarter]. Thank you for this exciting opportunity—I look forward to contributing to your team and gaining valuable experience.
I will be arriving in Washington, D.C. on [INSERT Month/Date] and will be available to begin my internship on [INSERT Month/Date]. As I prepare for the internship, I would appreciate any details regarding the dress code, office protocols, or transportation recommendations to ensure a smooth transition.
Please let me know if there are any additional forms or requirements I need to complete before my arrival. I appreciate your time and support, and I look forward to working with you and your team.
Thank you,
(INSERT Full Name)
- Application Submission
Subject: Application for [Quarter, Year] [Internship Position] at [Organization]
Dear [Ms. Smith] [OR] [Internship Coordinator],
My name is [INSERT FULL NAME], and I am a junior at the University of California, Davis. I am participating in the UCDC program and will be residing in Washington, D.C., from [INSERT DATES].
I am excited to submit my application for the [INSERT QUARTER, YEAR] [INSERT POSITION] at [INSERT ORGANIZATION]. Attached to this email, you will find my resume, cover letter, list of references, and writing sample, as per the application requirements. I am available to work from [INSERT START DATE] to [INSERT END DATE].Thank you for your time and consideration. I look forward to the opportunity to contribute to your team and hope to hear from you soon. Please feel free to reach out if any additional materials are required.
Sincerely,
(INSERT Full Name)
- Application Follow-Up
Subject: Follow-Up on [Quarter, Year] [Internship Position] Application
Dear [Ms. Smith] [OR] [Internship Coordinator],
My name is [INSERT FULL NAME], and I am a [INSERT sophomore/junior/senior] at the University of California, Davis. I recently submitted my application for the [INSERT INTERNSHIP POSITION] with [INSERT ORGANIZATION] for [INSERT QUARTER] and wanted to follow up to confirm that all my application materials have been received.
Additionally, I would appreciate any information on the timeline for reviewing applications and selecting interns for [INSERT QUARTER]. Please let me know if there is anything else I can provide to support my application.
Thank you for your time and consideration. I look forward to your response.
Sincerely,
(INSERT Full Name)
- Asking About Internship Availability
Subject: Inquiring About Internship Availability
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
My name is [INSERT FULL NAME], and I am a junior at the University of California, Davis. I will be in Washington, D.C., during [INSERT QUARTER] as a participant in the UC Davis Washington Program. I am available to intern from [INSERT START DATE] to [INSERT END DATE] and would love the opportunity to work with your team.
I am reaching out to inquire whether [INSERT ORGANIZATION] will be offering internships during [INSERT QUARTER] and, if so, how to apply. I am particularly interested in this opportunity because [briefly explain what draws you to the organization, such as its mission, projects, or impact]. I believe working with your team would be an invaluable learning experience and an excellent opportunity to contribute meaningfully.
Thank you for your time and consideration. I look forward to your response.
Sincerely,
(INSERT Full Name)
- Inquiring About Interning for a Researcher
Subject: Inquiry About Research Internship Opportunity
Dear [Dr./Professor Last Name],My name is [INSERT FULL NAME], and I am a junior at the University of California, Davis. As a participant in the UC Davis Washington Program, I will be in Washington, D.C., during [INSERT QUARTER] and am eager to explore opportunities to contribute to ongoing research.
I am particularly interested in your work on [INSERT SPECIFIC TOPIC OR PROJECT], as I admire your research on [MENTION A SPECIFIC PAPER OR AREA OF STUDY]. My background in [INSERT RELEVANT FIELD] has equipped me with [MENTION 2-3 KEY SKILLS, such as data analysis, literature review, lab techniques, or policy research], and my experience with [INSERT SPECIFIC RELEVANT EXPERIENCE] has strengthened my ability to [DESCRIBE A RELEVANT TASK OR RESPONSIBILITY]. I am eager to apply these skills while learning from your expertise.
I have attached my resume, cover letter, and references for your review. I am available to intern from [INSERT START DATE] to [INSERT END DATE] and would love the opportunity to discuss how I can contribute to your research. Please let me know if there is a time that works for you to connect.
Thank you for your time and consideration—I look forward to hearing from you.
Sincerely,
(INSERT Full Name)- Confirm Interview
Subject: Confirmation of Interview Invitation
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
Thank you for your response. I appreciate the opportunity to interview for [INSERT INTERNSHIP POSITION] and look forward to speaking with you on [INSERT DATE AND TIME].
I will call you at [INSERT DIRECT PHONE NUMBER].
[OR]
You can reach me at [INSERT PHONE NUMBER] at the scheduled time.
Please let me know if there are any additional details I should prepare for ahead of our conversation. I appreciate your time and look forward to our discussion.
Have a great day.
Sincerely,
(INSERT Full Name)
- Decline Internship Offer
Subject: Declining Internship Offer – [INSERT INTERNSHIP POSITION]
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
Thank you for considering my application and for offering me the [INSERT INTERNSHIP POSITION] with [INSERT ORGANIZATION] for [INSERT QUARTER]. I sincerely appreciate the opportunity and the time you’ve taken throughout the selection process.
After careful consideration, I regret to inform you that I must decline the offer at this time. This was not an easy decision, and I am grateful for the opportunity to have been considered. I wish [INSERT ORGANIZATION] continued success in finding the ideal candidate and in its ongoing work.
Thank you again for your time and consideration. I hope our paths may cross again in the future.
Respectfully,
(INSERT Full Name)
- Interview Invitation
Subject: Availability for Interview – [INSERT INTERNSHIP POSITION]
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
Thank you for the opportunity to interview with [INSERT ORGANIZATION]. I am excited to learn more about your team and to discuss how my qualifications and experiences align with the role.
I am available for an interview at the following times:
Monday, November 19: 9:00 AM – 12:00 PM EST (6:00 – 9:00 AM PST)
Tuesday, November 20: 10:00 AM – 2:00 PM EST (7:00 – 11:00 AM PST)
Please let me know which time works best for you. I can be reached at [INSERT PHONE NUMBER] if you need any further information. I look forward to speaking with you soon.
Best regards,
[INSERT FULL NAME]- Interview Follow-Up
Subject: Interview Follow-up – [INSERT INTERNSHIP POSITION]
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
Subject: Withdrawal from Interview Consideration – [INSERT INTERNSHIP POSITION]
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
Thank you for the opportunity to interview for the [INSERT INTERNSHIP POSITION] at [INSERT ORGANIZATION]. I sincerely appreciate your time and consideration throughout the application process.
After careful thought, I have decided to pursue a different professional path at this time and must respectfully withdraw my application. I truly enjoyed our conversation and learning more about [INSERT ORGANIZATION], and I appreciate the opportunity to be considered.
Thank you again for your consideration.
Sincerely,
(INSERT Full Name)
- Requesting a New Interview (in Case of Emergencies)
Subject: Apology & Request to Reschedule Interview – [INSERT INTERNSHIP POSITION]
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
Please accept my sincerest apologies for missing my interview with [INSERT ORGANIZATION] on [INSERT DATE, TIME]. Unfortunately, an unforeseen emergency prevented me from attending, and I regret any inconvenience this may have caused. A position with your organization would be invaluable to me, as I am eager to contribute my [INSERT RELEVANT SKILLS] and gain hands-on experience in [INSERT FIELD/INDUSTRY]. My background in [MENTION RELEVANT EXPERIENCE OR COURSEWORK] has prepared me well for this role, and I am excited about the possibility of bringing my skills to your team.
Please let me know if there is any availability for a rescheduled interview at your convenience. Thank you for your time and consideration—I greatly appreciate it and look forward to hearing from you.
Sincerely,[INSERT FULL NAME]
- Request More Information
Subject: Request for more information – [INSERT INTERNSHIP POSITION]
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
Thank you for offering me the [INSERT INTERNSHIP POSITION] with [INSERT ORGANIZATION] for [INSERT QUARTER]. I appreciate the opportunity and would love to discuss the details of the role further to make an informed decision.
I am available at the following days and times for a conversation:
Monday, November 19: 9:00 AM – 12:00 PM EST (6:00 – 9:00 AM PST)
Tuesday, November 20: 10:00 AM – 2:00 PM EST (7:00 – 11:00 AM PST)
If these times do not work for you, please let me know your availability, and I would be happy to adjust accordingly. I look forward to our conversation and appreciate your time.
Thank you again for the offer and I look forward to hearing from you.
Sincerely,
(INSERT Full Name)
- Networking Email
Subject: Request for Career Advice
Dear Ms. Smith:
My name is [INSERT NAME], and I am a [INSERT SCHOOL YEAR] at the University of California, Davis. I am currently participating in the UCDC program and interning with [INSERT ORGANIZATION]. [INSERT REFERENCE NAME] recommended that I reach out to you, as they believe you would be a great resource in helping me gather career insights.
I am currently studying [INSERT MAJOR] and am exploring potential career paths in [INSERT MULTIPLE CAREER FIELDS] or considering graduate school. I would greatly appreciate any advice you may have about these fields and would love to learn more about your professional journey and the work you do on a daily basis.
If you are available, I would be grateful for the opportunity to connect at a time that is most convenient for you. Please let me know your availability, and I would be happy to accommodate. Thank you for your time and consideration—I look forward to speaking with you.
Sincerely,
(INSERT Full Name)- Receiving an offer when you need time to decide
Subject: Inquiry About Decision Deadline – [INSERT INTERNSHIP POSITION]
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
Thank you for offering me the [INSERT INTERNSHIP POSITION] with [INSERT ORGANIZATION] for [INSERT QUARTER]. I truly appreciate the opportunity and am very excited about the possibility of joining your team.
Could you kindly let me know the deadline by which you need my final decision? I want to ensure I meet any necessary timelines
I appreciate your time and look forward to your response.
Sincerely,
(INSERT Full Name)
- Request More Time to Make Decision
Subject: Request for Additional Time to Confirm Internship Decision
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
Thank you for offering me the [INSERT INTERNSHIP POSITION] with [INSERT ORGANIZATION] for [INSERT QUARTER]. I truly appreciate the opportunity and am very excited about the possibility of contributing to your team.
Thank you for your time,I am writing to inquire whether it would be possible to have additional time to make my final decision. Would it be acceptable for me to provide my response by [INSERT SPECIFIC DATE]? I want to ensure I make a well-informed choice while also respecting your timeline.
I appreciate your time and consideration and look forward to your response.
Best regards,
[INSERT FULL NAME]- Thank You After Interview
Subject: Follow-Up and Requested Documents – [INSERT INTERNSHIP POSITION]
Dear [Ms. Smith] [OR] Dear Internship Coordinator,
Thank you again for taking the time to interview me for the [INSERT INTERNSHIP POSITION] on [INSERT DATE]. I enjoyed learning more about [INSERT ORGANIZATION] and the exciting work being done there. Our conversation reinforced my enthusiasm for this opportunity, and I am confident that my [INSERT SPECIFIC SKILLS OR EXPERIENCE] make me a strong fit for the role. I am eager to contribute to your team and gain valuable experience through this internship.
As requested, I have attached [INSERT DOCUMENT NAME] to this email. Please let me know if you need any additional information or have any further questions regarding my application. I look forward to hearing from you soon.
Sincerely,
(INSERT Full Name)
- Email Signature Line
- We encourage you to include these at the end of your emails so that employers can quickly find how to contact you if need be. Having an email signature will also help you appear more professional!
[Full name]
University of California, Davis
B.A./B.S. [Major]
[Phone number]