This page contains the authoritative European Diplomats internship email templates.
The wording of each applicable template must be reproduced verbatim when used for an internship email reply.
Only the following may be changed:
Clearly identified placeholders such as XXXXXXXX.
Explicitly permitted alternatives within a template.
Recipient names where required.
Verified account details, dates or other factual information specifically identified as a variable.
The subject line where a template specifies one.
Do not paraphrase, shorten, improve, rewrite or otherwise modify the template body.
Do not invent:
Applicant suitability.
Interview or practical-task outcomes.
Warnings.
Offers.
Terminations.
Availability.
Account details.
Attachments.
Educational eligibility.
Any other factual outcome not established by the correspondence or authorised information available.
If the appropriate template cannot be identified reliably, refer the email for manual review rather than improvising.
For Outlook drafts, preserve all paragraph spacing. There must be a full blank line between the greeting, substantive paragraphs, lists and sign-off.
1. APPLICATION AND ELIGIBILITY
Template 1.1 – General or Remote Internship Enquiry
Use when
Use this template when an applicant makes a general internship enquiry or applies for a remote internship and the standard internship conditions need to be explained.
Template
Dear Internship Applicant,
Thank you for your email and your interest in doing your internship with us.
Please note that:
We have different start dates available depending on your availability, interests and skillset, and would be grateful to know when you would like to start and finish – please let us know your ideal dates.
The internship is unpaid and fully remote, and must form a part of your external skill acquisition efforts whilst you are undertaking a formally recognised academic course (for which you will need to provide evidence).
We prefer candidates who can dedicate at least 20hr/week over the course of a 3-6 month internship.
If the above suits you and you would like to proceed with the application process, please find attached a pre-interview practical task. Candidates who successfully complete the task will be invited for an internship interview, after which the most suitable candidates will be selected for the role. Please note that we would like to hear your own words and not just AI. Feel free to use AI, but we want to see original thinking and original language.
Depending on whether you have applied for a general internship or a social media and marketing internship, please choose one task to download and complete from the following links:
Use this template when an applicant is specifically enquiring about or applying for an internship based in Tallinn.
Template
Dear Internship Applicant,
Thank you for your email and your interest in doing your internship with us.
Please note that:
The internship is unpaid and based at our co-working space from our sister company www.fraqmented.com based at Pikk 7, 10123 Tallinn.
We have different start dates available depending on your availability, interests and skillset, and would be grateful to know when you would like to start and finish – please let us know your ideal dates.
The internship is unpaid and fully remote, and must form a part of your academic course (for which you will need to provide evidence).
We prefer candidates who can dedicate at least 20hr/week over the course of a 3-6 month internship.
If the above suits you and you would like to proceed with the application process, please find attached a pre-interview practical task. Candidates who successfully complete the task will be invited for an internship interview, after which the most suitable candidates will be selected for the role.
Depending on whether you have applied for a general internship or a social media and marketing internship, please choose one task to download and complete from the following links:
Use only when it has been explicitly established that the applicant is unsuitable and the application should not proceed.
Template
Dear Internship Applicant,
Thank you for your interest in our internship programme and for taking the time to apply.
After careful consideration, we regret to inform you that we will not be moving forward with your application, as we are looking for candidates whose profile aligns more closely with our current needs.
We truly appreciate your effort and interest, and we wish you all the best in your future endeavours.
Best regards, Alistair.
Template 1.4 – Unsuitable Due to Legislation
Use when
Use only when it has been established that the applicant’s unpaid internship does not form part of a recognised educational programme and the relevant German legal restriction therefore applies.
Template
Dear Internship Applicant,
Thank you for your interest in our internship programme and for taking the time to apply.
I am really sorry to have to inform you that under current German legislation if your internship is unpaid, it needs to be part of a recognised educational programme.
AsI understand it, you are telling us that this is not the case in your situation, which disappointingly means we shall not be able to proceed with your application.
Pleasedo correct me if I have misunderstood.
Best regards, Alistair.
Template 1.5 – Re-submit Application or Report
Use when
Use only when the applicant has been asked to re-submit because of one of the following:
Report grammar or writing-quality problems.
Report appears to have been written almost entirely with AI.
Application appears to have been written almost entirely with AI.
Use only the relevant passage. Do not include the unused alternatives or the separator markers.
Opening
Dear Internship Applicant,
Many thanks for your confirmation of availability.
Option A – Report Grammar
Whilst your Report looks interesting, it contains several grammatical errors. And some concepts which are unclear. We would expect work at European Diplomats to be of the highest quality. You didn’t use a grammar or spell checker – something which is a very basic step nowadays before submitting written work.
Option B – Report AI
Whilst your Report looks interesting, it appears that you have written it almost 100% with AI. Therefore, you have tried to bypass the task which shows a lack of understanding of what we are looking for in this internship. We would expect work at European Diplomats to be of the highest quality.
Option C – Application AI
Many thanks for your Application.
Whilst your Application looks interesting, it appears that you have written it almost 100% with AI. Therefore, you have tried to bypass the task of applying with thought which shows a lack of understanding of what we are looking for in this internship. We would expect work at European Diplomats to be of the highest quality.
As such, please would you kindly decide whether you wish to re-submit the Application – after which we will make a final decision on your suitability – or let us know if you feel this internship is not well enough aligned to your profile.
Closing for Report Options
As such, please would you kindly decide whether you wish to re-submit the Report – after which we will make a final decision on your suitability – or let us know if you feel this internship is not well enough aligned to your profile.
Many thanks once more and in either case, we wish you the best of luck once more.
Kind regards, Alistair.
2. PRE-INTERVIEW TASK
Template 2.1 – Pre-Interview Task Passed
Use when
Use only when the practical task has explicitly been assessed as passed and the applicant should be invited to interview.
Template
Dear Internship Applicant,
Thank you for sending me back your completed Pre-Interview Task.
We would like to invite you to an internship interview. Please book a 30-minute slot at your preferred time using this link:
Before booking, please make sure that you have provided us with evidence of your educational institution’s need for you to do an internship.
Best wishes, Alistair.
Template 2.2 – Pre-Interview Task Failed
Use when
Use only when the practical task has explicitly been assessed as unsuccessful.
Template
Dear Internship Applicant,
Thank you for taking the time to complete the practical task and for your interest in our internship programme.
After reviewing your work, we regret to inform you that we will not be moving forward with your application, as we are looking for candidates whose skills and experience align more closely with our current needs.
We truly appreciate your effort and wish you the best of luck in your future endeavours.
Best regards, Alistair.
3. INTERVIEW OUTCOME
Template 3.1 – Interview Passed and Internship Offer
Use when
Use only when the applicant has explicitly passed the interview and an internship offer has been authorised.
Template
Dear Internship Applicant,
Thank you for taking the time to interview with us. We were impressed with your skills and enthusiasm, and we would like to offer you an internship position at European Diplomats.
If you are still interested in this opportunity, please let us know, so we can start discussing the exact details of your internship.
Looking forward to your response!
Best wishes, Alistair.
Template 3.2 – Interview Unsuccessful
Use when
Use only when the applicant has explicitly been assessed as unsuccessful following interview.
Template
Dear Internship Applicant,
Thank you for taking the time to interview with us.
After careful consideration, we regret to inform you that we will not be moving forward with your application, as we are looking for candidates whose skills and experience align more closely with our current needs.
We truly appreciate your effort and wish you the best of luck in your future endeavours.
Best wishes, Alistair.
4. CONFIRMING INTERNSHIP ARRANGEMENTS
Template 4 – Confirm Start, End and Working Details
Use when
Use when an internship has progressed sufficiently for the applicant to confirm educational approval, approximate working pattern, weekly hours, and start and end dates.
Choose only one of the two opening sentences according to the context.
Opening Option A – Internship Approaching
Dear Internship Applicant,
It is almost time for you to start in our team!
Opening Option B – Proposed Arrangement Appears Workable
Dear Internship Applicant,
Thanks for your message. This sounds like it can work for us!
Remainder of Template
Please kindly confirm in writing that your academic institution agrees to you doing an Internship with us, if you haven’t already given us this information. This is often a formal form that the institution provides or simply a letter between you, them and us.
What approximate weekly working pattern and total number of hours per week can you commit to? And could you please specify (at least for now your best guess) the start and end dates of your proposed internship at European Diplomats?
Looking forward to your reply, all the best once more, Alistair.
Use when the relevant internship details have been confirmed and the applicant should now complete the onboarding acknowledgement.
Template
Hi again,
Thank you for confirming all of your details so far!
So that I can set up all your software accounts, please would you first read through the following Agreement and sign and return it – in any digital way easiest for you:
Use only when the signed forms have explicitly been reviewed and confirmed as satisfactory.
Template
Hi again,
These signed forms are all great thank you.
Please simply get in touch with us again the week before your start date and we will set up all your accounts!
Looking forward to welcoming you into our small team!
Best wishes, Alistair.
6. FIRST-WEEK WELCOME
Template 6 – Account Details and Welcome
Use when
Use when the intern or volunteer is starting and the required Microsoft account information has been verified.
Do not use this template unless the account details are actually available.
Replace only the XXXXXXXXXXXXXXXXXXXXX placeholder with the verified authorised Microsoft account details.
Template
Hi again and…
Welcome to your first week at European Diplomats as an Intern/Volunteer!
I am attaching a Checklist of your on-boarding tasks which you should please work through on your first day, and complete together with my help as your main contact for your time with us – please bring it to your first 1-1 with me:
I have created a Microsoft Account for you with the following details:
XXXXXXXXXXXXXXXXXXXXX
And I have added you to our Project Management suite, Asana.
Please login to both platforms and familiarise yourself with our various channels (Asana is for all project and task communications, MS Teams for general discussions).
Please also book an introductory 1-1 with me by checking my availability in Microsoft Outlook and choosing a mutually convenient time for a 30min chat. You can book over my focus time and non-meeting/travel time. No need to ask me, just propose a slot or two. And remember to check your time zone and give the meeting a clear title such as ‘YourName / Alistair introductory’ as we have too many meetings called ‘Meeting’!
You can also make use of our Onboarding Chatbot for all basic questions here:
Please refer back to the Chatbot whenever you have an operational question throughout your time with us, as we keep it updated.
We have given you access to our Microsoft OneDrive (our server file system) – please check that this works on your device, and read through our ED Manual which explains how we ensure high quality work at European Diplomats (we call ourselves ED internally, but not externally). We save and share and collaborate on all documents on OneDrive to maintain their confidentiality, and don’t use personal GoogleDrives or anything similar.
Really looking forward to seeing you at our Weekly Team Scrum (please check your Outlook calendar for the invite and make sure you know all about time zones, because our little team is based across several – and note that attendance at Scrum is essential for a smooth-running internship or voluntary time with us) 😊
All the best and a big welcome! Alistair.
7. PERFORMANCE AND COMMITMENT WARNINGS
Template 7A – Availability or Communication Warning
Subject
Important: Internship Commitment Review
Use when
Use only when a formal availability or communication warning has explicitly been authorised.
Replace XXXXXXXX with the verified recipient name.
Template
Dear XXXXXXXX,
We are reaching out as we have not been able to get in touch with you for several days across our usual communication channels. We understand that you may be balancing other commitments; however, sustained unavailability without prior notice is making it difficult for us to proceed with projects that rely on team-wide collaboration.
At European Diplomats, we greatly value independent ownership and proactive communication. These are essential qualities in our team environment, especially in a fully remote setup. Your recent absence has unfortunately begun to affect our internal workflows and team reliability.
We would like to kindly offer this message as a formal warning, rather than a termination notice at this stage. However, we must be clear: unless there is a tangible improvement in availability and communication over the next 5 working days, we may have no choice but to terminate the internship in line with the terms outlined in your agreement.
That said, we do want to acknowledge the positive contribution you have made when present. Your energy and input have been appreciated, and we hope we can continue working together under improved circumstances.
Please let us know your current situation and how you wish to proceed by replying to this email within the next 3 days.
Warm regards, Alistair.
Template 7B – Work Quality or Originality Warning
Subject
Important: Internship Performance Review
Use when
Use only when a formal warning concerning work quality, originality or strategic contribution has explicitly been authorised.
Replace XXXXXXXX with the verified recipient name.
Template
Dear XXXXXXXX,
We are writing to formally raise concerns about the quality and consistency of your strategic contributions, particularly in relation to business development campaigns and stakeholder mapping activities. While we appreciate your engagement and participation in meetings, the recent level of analytical input and initiative has not met the standard required to move our work forward effectively.
At European Diplomats, we expect interns to demonstrate independent thinking, attention to strategic detail, and a proactive approach to complex assignments. This includes thoughtful mapping of relevant stakeholders, well-targeted outreach strategies, and the ability to generate campaign ideas that are both pragmatic and grounded in insight. Unfortunately, your recent work has too often relied on superficial content or what could be described as “AI sludge” – generic, low-effort outputs that do not add meaningful value or demonstrate a clear grasp of the task at hand. This is not acceptable in our working environment.
This message serves as a formal warning rather than a termination notice. However, unless there is a tangible and sustained improvement in the depth, originality, and strategic relevance of your contributions over the next 5 working days, we will have to consider ending the internship in line with your agreement.
We acknowledge the positive energy and perspective you’ve brought to the team so far, and we remain open to continuing the internship if a shift in quality and ownership is clearly demonstrated.
Please reply to this email within 3 days to confirm receipt, share your current situation, and outline how you plan to address the concerns raised.
Warm regards, Alistair
8. TERMINATION
Template 8 – Termination of Internship
Subject
Termination of Internship
Use when
Use only when involuntary termination has explicitly been authorised because of unreachability, unreliability or the circumstances described in the template.
Replace XXXXXXXXX with the verified recipient name.
Template
Hello XXXXXXXXX,
Hope all is well with you – we have not been able to be in touch with you for many days now on many of our principal channels.
We understand that this is probably due to your other commitments you have.
Unfortunately, we feel that in the current situation it would be most reasonable for the company to terminate the internship with you because we have not been able to rely on you for the past few weeks and this has been negatively impacting our workflows. Please consider this as the termination notice of your internship.
However, we are very grateful for the work you have done so far – when present, you have been a productive and cheerful team member who brings a positive and amicable energy to the team. Thank you so much for your contribution!
With best wishes, Alistair.
Template 8.1 – Voluntary Early Termination
Subject
Voluntary Early Termination of Internship
Use when
Use when the intern has themselves decided to finish the internship early.
Replace:
The first XXXXXXXXX with the verified recipient name.
The second XXXXXXXXX with verified contextual wording explaining the situation.
Template
Hello XXXXXXXXX,
Of course we completely understand XXXXXXXXX. Please simply hand-off your current tasks with a brief explanation to another member of the team, make sure you have saved all your work documents on our MS OneDrive, and let me know your last day with us. Sorry to see you go, but we very much wish you all the best with your future.
With best wishes, Alistair.
9. REFERENCES AND DEPARTURE
Template 9.1 – Personalise Your Reference
Use when
Use when an intern has requested a reference and needs to provide their principal achievements and complete their remaining handover.
Template
Hi again,
Of course, I will be happy to write a reference letter for you.
Regarding your remaining tasks on Asana, simply make sure to hand them off to the colleague you think best placed to take them over, each one individually. And try to either give them plenty of detail in your hand-over note when you assign it to them on Asana or set-up a meeting with the person involved.
Please, would you list the top 3-5 things which you are proudest of during your internship, which you personally started and brought to completion satisfactorily. Write them out as you would like to see them described on your Reference Letter, and I’ll add to these.
Also, don’t forget to join our European Diplomats Alumni Group! Sign-up here for free to network with your past/future colleagues! https://www.linkedin.com/groups/10170045/
And feel free to invite anyone missing!
Thank you so much for all your amazing work once more!
All the very best, Alistair.
Template 9.2 – Emailing Completed Reference
Subject
Reference Letter
Use when
Use only when the correct completed reference letter is available and can be attached to the draft.
If the correct reference cannot be verified and attached, refer for manual review instead of creating the draft.
Template
Hi again,
Please find attached your reference letter!
Also, don’t forget to join our European Diplomats Alumni Group if you haven’t already – we want to stay in touch! https://www.linkedin.com/groups/10170045/ And please say hi on the group once you have joined.
Thank you again for all your hard work!
All the very best, Alistair.
AUTOMATION SELECTION RULES
When processing an internship email:
Read the incoming email and relevant earlier messages in the conversation.
Read relevant attachments where necessary.
Identify whether one of the template triggers above is explicitly satisfied.
Do not infer a positive or negative applicant outcome merely from tone, stage or circumstances.
Do not assume an applicant has passed a task or interview unless that outcome is explicitly established.
Do not issue a warning or termination unless specifically authorised.
Do not claim an attachment is included unless the correct attachment is actually attached to the draft.
Do not insert Microsoft account details unless verified authorised details are available.
Where a template contains alternatives, use only the applicable alternative and omit the unused wording.
Replace placeholders only with verified information.
Reproduce the applicable template wording exactly.
Preserve visible paragraph spacing in the saved Outlook draft.
Save as draft only. Never send automatically.
If Outlook collapses a threaded reply into one continuous block, create a normal Outlook draft addressed to the original sender with the same RE: subject and the exact template text using explicit blank lines.
Re-open the final saved draft and verify that the paragraph spacing remains visible.
If any material fact, trigger, placeholder, attachment or outcome is unclear, stop and refer for manual review rather than improvising.
