When you decide to make an internship offer to a Silicon Valley Program student, the next step is really between your company and the intern. Most companies create an employment agreement that sets out a number of key issues:
- Name of Intern
- Title or Role
- Brief Description of Duties
- Department Intern Will be Working In
- Name of Supervisor with Title (contact information is preferable)
- Office Location
- Internship Location
- Amount and Frequency of Compensation
- Duration of Internship (start and end date)
- At-Will Status
Most companies also have employees sign a standard non-disclosure agreement, either as part of the agreement, or as a complementary document. Here is a sample letter that might be useful. All material in [brackets] is intended to be edited:
[Date]
[Intern Name]
[Intern Address]
[Intern City, State, ZIP]
Dear [Intern Name]:
[Company Name] is pleased to offer you the position of [department name] intern reporting to [Name of Supervisor], [Supervisor’s Title]. We are excited about the possibility of you interning with us for the [Fall 2023] semester from [Monday, September 11 through Friday, December 8, 2023].
You will be expected to work at [location/work hours] for approximately 35-40 hours per week, barring scheduled academic commitments. Your pay rate will be [$X.XX per hour/week/month], less applicable taxes and standard deductions as required by law. Overtime pay will be consistent with applicable law and regulations, and must be approved in advance by your supervisor.
Your key responsibilities will include:
As an intern at [Company Name], you will be required to follow all company policies, especially those that prohibit any employee from bringing with them from any prior employer any proprietary information, trade secrets, proprietary materials, or processes of such former employers.
You will be required to sign the Employment Eligibility Verification (Form I-9). On your first day of work, please bring with you all of the documents that establish your identity and employment eligibility.
You should be aware that your employment at [Company Name] is part of an internship program and is expected to last no longer than the dates indicated above. Nothing herein, however, modifies your status as an express “at-will” employee. Under “at-will” employment, you are free to resign at any time, for any reason, with or without cause or notice. Similarly, the Company is free to conclude its employment with you at any time. The “at-will” employment status cannot be modified or amended except by written agreement signed by both you and a representative of the Company.
Unless otherwise notified by the Company, this offer for an internship is effective for [X business days] from the date of this letter. If the terms of this letter are satisfactory to you, please sign and return a copy of this letter to [Company Representative Name, Title, Email]
We look forward to having you join us at [Company Name].
Sincerely,
[Company Representative Name and Title]
[Company Address]
ACCEPTED AND AGREED TO BY
______________________________________________
[Intern Name]
ON
______________________________________________.
[Date]
cc: [Supervisor’s Name]
Nereida Moussa, Silicon Valley Program
Ron LaPierre, Randall Lewis Center for Innovation and Entrepreneurship
Please do not construe this as legal advice; it is intended to provide a framework. You are welcome to use any form you wish. If you have any further questions, please don’t hesitate to contact the SVP program director.