First Time Hiring Interns? Need Help with Offer Letters and Legal Guidelines?

Hi all, I hope you are doing well. I had a question regarding the offer letter format for trainees and interns. This is the first time we are hiring trainees and interns, and I am not very sure how to create their offer letter. Can someone help me with the process they follow while hiring trainees and interns? Also, which labor laws govern their stipend and other benefits? I appreciate all the help I can get.

Dear,

Please review the following suggestions, which are based on my knowledge. I hope it helps.

Offer Letter for Trainees and Interns

You can specify in your offer letter:

"We would like to inform you that you have been selected for a (for example, sales and marketing trainee position/Intern in HR Department) in our company for (duration - for example, six months/one year). During the training period, you will be required to undertake all the duties and responsibilities assigned to you by your supervisor.

You will be paid a (STIPEND) per month/year as a (POSITION) and shall be subject to review upon completing the training period."

You shall not be eligible for any other monetary benefits during this period. (This clause can vary from company to company)

Basic Details to Include

Apart from this, mention the basic details like:

- Date
- Address
- Subject
- Terms and conditions as per your company which you want your trainees to follow
- Start date
- Hours of work/timings
- Holidays (if applicable)

Thank you, Surabhi, for the information. Can the terms and conditions we have for our employees be included in this offer letter for trainees? Along with adherence to IT and confidentiality policies, can I also mention appraisals, termination details, etc.?

Yes, you can include that. You can get an appointment letter/agreement signed by trainees consisting of all the necessary details. It is always good and safe to have written proof of confidential policies, termination rules, and other important details for future reference and better clarification. Still, I would request other seniors to give their advice on the same.