Proven email templates that get responses. Learn how to write cold emails for internships, request referrals, follow up professionally, and handle job offers with confidence.
Back in 2023, when I was a third-year Information Technology student at MIT Chennai, I faced a challenge that almost every Indian student knows too well: the dreaded internship hunt. I had a decent CGPA, some project experience, and a whole lot of enthusiasm — but absolutely no idea how to approach companies that weren't visiting our campus for placements.
I remember spending an entire weekend writing what I thought was the perfect cold email. I must have rewritten it fifteen times, asked three friends for feedback, and finally sent it out to about fifty companies. The result? Zero responses. Not even a rejection — just complete silence. It felt like I was throwing messages into a void.
That experience stuck with me. When I finally did figure out what works — through months of trial and error, talking to recruiters, and analyzing hundreds of successful cold emails — I realized something important: most students are making the same mistakes I made. They're sending generic emails, using formal language that sounds robotic, and completely missing what hiring managers actually want to read.
This guide exists because I wish someone had given me these templates when I was struggling. Every single email here has been tested by real students who landed real internships at companies like TCS, Infosys, startups in Bangalore's tech scene, and even international companies. I've personally refined these templates based on feedback from over 200 students in our community who've shared what worked for them.
Whether you're a first-year student just starting to explore opportunities, or a final-year student anxious about placements, these templates will save you the months of frustration I went through. Just remember: templates are starting points, not copy-paste solutions. The magic happens when you personalize them with your genuine voice and specific details about the company you're reaching out to.
Let me tell you about Priya (name changed for privacy), a computer science student from a Tier-2 college in Tamil Nadu. When she first reached out to me through Sproutern, she was frustrated. She had applied to over 100 internships through Internshala and LinkedIn, but kept getting rejected or, worse, completely ignored.
Her original cold emails looked something like this: "Respected Sir/Madam, I am writing to express my interest in an internship opportunity at your esteemed organization. I am a hardworking and dedicated student with good communication skills..." Sound familiar? This is exactly the kind of generic email that gets deleted within seconds.
We worked together to completely rewrite her approach. Instead of the formal, impersonal tone, we focused on specificity. We researched what each company was actually working on, found out the names of hiring managers through LinkedIn, and crafted emails that showed genuine knowledge and enthusiasm about their work.
The transformation was remarkable. Within three weeks of using the templates in this guide (modified for her background), Priya received responses from seven companies. She eventually landed an internship at a fintech startup in Bangalore that wasn't even advertising for interns — they created a position for her because her email impressed the CTO so much.
"The biggest lesson I learned was that cold emailing isn't about begging for opportunities — it's about showing companies the value you can bring to them. Once I shifted my mindset and used Premkumar's templates, everything changed." — Priya, now a Software Engineer at a Series B startup
Priya's story isn't unique. I've seen this transformation happen dozens of times with students who approach cold emailing strategically. The templates below are the exact frameworks that have helped students like her break through the noise and land opportunities they never thought possible.
There are thousands of email templates available on the internet. So why should you trust the ones on Sproutern? Here's what sets our approach apart, based on real research and feedback from the Indian job market:
Most email templates you'll find online are written for the US or European job markets. The Indian professional culture is different — we have different expectations around formality, hierarchy, and communication style. Our templates are specifically crafted and tested for companies hiring in India, whether they're MNCs, Indian startups, or government organizations.
Each template includes estimated response rates based on data collected from our community of over 5,000 students. When we say a template has a 15-20% response rate, that's not a guess — it's based on actual feedback from students who've used these exact frameworks to reach out to hiring managers across India.
Every element of our templates — from the subject line to the closing — is designed based on principles of persuasion psychology. We focus on reciprocity (offering value before asking), social proof (mentioning relevant credentials), and clarity (making it easy for busy recruiters to respond). These aren't just pretty words; they're strategic tools.
The job market evolves constantly. What worked in 2022 might feel outdated. Our templates are regularly updated based on changing trends, feedback from recruiters, and new research on email communication. As of December 2024, these templates reflect current hiring practices and communication preferences.
8.5%
Average cold email response rate
47%
Open rate with personalized subject
3x
Higher response with follow-ups
6am-10am
Best time to send emails
Cold emailing is one of the most underutilized strategies for landing internships. While most students only apply through job portals (where 250+ applications compete for each role), cold emails let you bypass the crowd and connect directly with decision-makers.
Most candidates never reach out directly. A well-crafted email immediately differentiates you.
70% of positions are filled before they're posted. Cold emails tap into this hidden job market.
Even if there's no immediate opportunity, you're building a valuable professional network.
Internship Application: [Role Name] - [Your Name]
Dear [Hiring Manager Name], I recently came across the work [Company Name] is doing in [Specific Field/Project], and I was particularly impressed by [Specific Detail]. I am a final-year [Major] student at [University Name] with experience in [Key Skill 1] and [Key Skill 2]. I have previously built [Project Name] which solved [Problem], and I would love to bring this expertise to your team as a [Role Name] intern. I have attached my resume for your review. Are you open for a brief 10-minute chat next week to discuss how I can contribute to [Company Name]? Best regards, [Your Name] [Portfolio Link] [Phone Number]
Excited About [Company]'s Mission - [Role] Intern
Hi [Founder/Hiring Manager Name], I've been following [Company Name] since your [recent milestone - funding round/product launch/feature], and I'm genuinely excited about how you're solving [specific problem]. I'm a [Year] year [Major] student passionate about [relevant field]. Last semester, I [relevant achievement/project]. I'd love to contribute to [Company Name] by: • [Specific way you can help #1] • [Specific way you can help #2] • [Specific way you can help #3] I'm flexible on compensation and timing - I'm more interested in learning from your team and contributing meaningfully. Would you have 15 minutes this week for a quick chat? Best, [Your Name] [Portfolio/GitHub Link]
N/A (LinkedIn Message)
Hi [Name], I've been following your work at [Company] and loved your recent post about [Topic]. I'm a student at [College] aspiring to be a [Role]. I noticed an opening for [Role Name] at [Company] and believe my background in [Skill] would be a great fit. If you're comfortable, would you be willing to refer me for this role? I've attached my resume for reference. No pressure at all, but I'd really appreciate your help! Thanks, [Your Name]
[University Name] Student Seeking Guidance on [Industry/Role]
Dear [Alumni Name], I'm [Your Name], a [Year] student at [University Name] studying [Major]. I found your profile while researching successful [University] alumni in [Industry], and your journey from [past role] to [current role] really inspired me. I'm currently exploring opportunities in [field/industry] and would be incredibly grateful for 15-20 minutes of your time to learn about: • Your experience transitioning from academia to [Industry] • Skills that helped you succeed at [Company] • Advice for someone starting their career in this field I completely understand if you're busy, but even a brief email response would be valuable. Thank you for considering! Best regards, [Your Name] [LinkedIn Profile] [Phone Number]
Using templates is just the start. To truly stand out, you need to understand the psychology behind effective cold emails and customize each message for maximum impact.
47% of recipients decide to open based on subject alone. Keep it specific, relevant, and under 50 characters.
Show you've done your research. Mention something specific about them or their company within the first sentence.
Clearly state what you bring to the table. Focus on how you can help them, not just what you want.
Make it easy to say yes. Ask for a specific, low-commitment action like a 15-minute call.
Include name, phone, and relevant links (LinkedIn, portfolio). Make it easy to verify who you are.
Your subject line determines whether your email gets opened or ignored. Here are proven formulas with real examples:
Best for: Campus-related outreach
Best for: Referral-based applications (highest open rate)
Best for: Informational interviews
Best for: Cold outreach showing research
80% of sales require 5 follow-ups, but 44% of salespeople give up after one. The same applies to job searching. Here's your follow-up timeline:
Send your personalized cold email during optimal hours (6-10 AM, Tue-Thu)
Brief, polite reminder. Add new value if possible (new project, achievement)
Final attempt. Consider trying a different channel (LinkedIn)
No response after 2-3 emails = focus on other opportunities. Reconnect in 3-6 months
Wait 5-7 business days before your first follow-up. If there's no response, wait another 5-7 days for a second follow-up. After two follow-ups with no response, it's best to move on. Some companies may take longer to respond during busy hiring seasons.
Yes, and it's often more effective! While you should still apply through official channels, a direct email to the hiring manager or recruiter can help your application stand out. Many positions are filled through networking and direct outreach.
Research shows that emails sent between 6 AM - 10 AM on Tuesday through Thursday have the highest open rates. Avoid sending emails on Mondays (people are catching up) and Fridays (people are winding down for the weekend).
Use LinkedIn to find the right person, then try tools like Hunter.io or Clearbit to find email formats. Common formats include [email protected], [email protected]. You can also try reaching out on LinkedIn first.
For initial outreach, it's better to include a link to your resume/portfolio rather than attaching files. Some email clients block attachments from unknown senders. However, when specifically asked or for formal applications, attach a PDF version.
If you've sent 2-3 follow-ups with no response, it's time to move on. The silence is usually a 'no' or they're not actively hiring. Keep them on your radar for future opportunities, but focus your energy on other prospects.
Research each company before writing. Mention their recent news, specific projects, or values that resonate with you. Reference their products or services. This takes more time but dramatically increases response rates from 2% to 15%+.
Yes, but approach it thoughtfully. First, engage with their content, then introduce yourself and explain why you're reaching out. Be specific about the role and make it easy for them by providing your resume. Always express that there's no pressure.
Customize the [Bracketed Text]! Recruiters spot generic emails immediately. Add a personalized sentence about why you like their specific company.
Use our Cold Email Generator to create personalized emails in seconds. Just input the company and role.
Track your emails using tools like Mailtrack or HubSpot to see open rates and optimize your approach.
A/B test your subject lines by sending two variations and seeing which gets more opens.
Use our free tools to create personalized cold emails, optimize your resume, and find internship opportunities.
