Cold emailing can be an incredibly effective way to land your dream internship. By directly reaching out to professionals and companies you don’t know, you can uncover hidden opportunities that match your skills and interests.
But cold emailing for an internship isn’t as simple as shooting off a few generic messages. To be successful, you need to approach it strategically and avoid common pitfalls.
This guide will teach you how to craft compelling cold emails, optimize your outreach, and ultimately secure interviews and job offers.
What Is Cold Emailing?
Cold emailing is the process of sending unsolicited emails to professionals or companies you have no prior relationship with. Your goal is to inquire about potential internship opportunities that may not be formally advertised.
It works by helping you expand your network and discover openings through direct outreach versus just applying to posted jobs. While cold emailing has low response rates overall, it can be highly effective if executed properly.
Step 1: Research Target Companies and Identify Contacts
Thorough research is the foundation of successful cold emailing. You need to identify the right companies to target and the specific professionals to contact within each one.
Compile a List of Target Companies
Start by making a list of companies that align with your interests, values, and career goals. Think about industries you want to experience in, company cultures that appeal to you, locations you prefer, etc.
Look for companies that seem to offer strong internship programs based on LinkedIn posts, reviews, news articles, and other sources. Prioritize smaller lists of your top choices rather than trying to contact every company.
Identify Relevant Professionals to Email
For each company, you want to identify and get contact information for 3-5 professionals to reach out to. Focus on those who are likely to be involved in hiring decisions.
Good roles to target are:
- HR/Recruiting personnel
- Department heads
- Senior managers
- Directors
- Founders at small companies
Search the company website and LinkedIn profiles to find relevant professionals and their roles.
Find Contact Email Addresses
The hardest part is getting accurate email addresses since these aren’t always public. Try methods like:
- Guessing common formats, i.e. [email protected]
- Using email verification tools to validate guesses
- Looking for emails listed on the company website
- Using LinkedIn InMail if you can’t find a direct email
For common formats, test permutations like:
Email finders and email verification tools like FindThatLead and Voila Norbert can automate testing of possible addresses.
Research the Company and Contacts
Before reaching out, learn as much as you can about each company and the professionals you’ll be emailing.
Understand the company’s:
- Culture and values
- Initiatives and projects
- Recent news and announcements
- Pain points and challenges
Research each individual on LinkedIn to spot:
- Work histories
- Education
- Shared connections
- Interests or groups
These details allow you to craft personalized, relevant messages that show you’ve done your homework.
Now let’s look at how to use this information to write effective cold emails.
Step 2: Craft Compelling, Personalized Cold Emails
With your research complete, it’s time to start crafting your messages. Each cold email needs to grab attention fast while establishing your value quickly.
Create a Strong, Relevant Subject Line
The subject line of a cold email is the first and sometimes only thing a recipient sees before deciding to open an email. Make yours compelling:
- Include keywords like the company, role, or referral
- Make it informative but also eye-catching and unique
- Avoid spam trigger words like “free” or “offer”
Examples:
- [University] Student Seeking PR Internship at [Company]
- Finance Major Interested in Analyst Role at [Financial Firm]
Structure the Email Body for Maximum Impact
Follow a concise cold email structure that focuses on key details:
Introduction - State who you are, your background/education, and purpose of contacting them. This establishes context upfront.
Why Interested - Explain why you’re interested in interning at the company specifically and how you discovered the opportunity. This shows initiative.
Skills & Qualifications - Highlight your academic achievements, relevant coursework, previous internships, special skills, industry knowledge, etc. This sells your value.
Request - Directly ask if they have availability for an intern. Offer to send a resume and suggest a brief call to discuss further. This makes a clear “ask”.
Conclusion - Thank them for their time and reiterate your interest. End with your contact information. This makes following up easy.
Personalize Each Email
Avoid mass sending generic, impersonal emails. Customize each one with specific details:
- Mention news, projects, or initiatives related to their work
- Spotlight any shared connections or experiences
- Demonstrate knowledge of the company’s values and culture
- Research the individual’s background if possible
This level of personalization makes you stand out and shows genuine interest in the company beyond just needing “any internship”.
Use the Proper Tone and Language
It’s important to strike the right tone in your emails. You want to balance:
- Professionalism - Be formal enough to show you’re serious. Use proper language, and formatting, and avoid typos.
- Enthusiasm - Sound excited about the company and opportunity. Flattery is ok, but avoid gushing excessively.
- Politeness - Come across as likable and easy to work with. Don’t sound entitled or make demands.
In terms of writing style, be direct, and concise, and avoid long-winded passages. Keep emails focused and scannable.
Proofread Thoroughly Before Sending
Sloppy mistakes make a terrible impression. Always carefully proofread emails to check for:
- Grammar and spelling errors
- Improperly formatted contact info
- Sending to the wrong recipient
- Forgetting attachments
Have someone else review emails too. Well-written messages reflect positively on you.
Follow Up if No Response
Don’t be discouraged by non-responses. Always follow up if you don’t hear back within 1 week. Send 2-3 follow-up emails spaced about a week apart.
Your follow-ups should:
- Politely remind them of who you are
- Reiterate your interest in the opportunity
- Offer to provide any additional info needed
Move on if you still get no reply after multiple follow-up attempts.
Now that you know how to craft effective cold emails, let’s look at how to optimize your outreach strategy.
Step 3: Optimize Your Cold Emailing Approach
Beyond writing good emails, you need to strategically optimize various factors to maximize your odds of getting positive responses.
Understand Typical Cold Email Response Rates
Expect low response rates since you are cold-contacting strangers without introductions. For every 100 cold emails you send, you may only get 1-2 positive replies and internship opportunities.
Don’t get discouraged. With persistence and the right strategy, you can overcome the low odds.
Send High Volumes of Personalized Emails
Because success rates are low, you need to cast a wide net. Identify at least 100-200 target companies and professionals to contact for the best results.
While it’s a numbers game, quality matters too. Always personalize and customize each email rather than blast out generic messages.
Prioritize Contacts With Strong Connections
When possible, prioritize outreach to any contacts at your target companies that you have a connection to, however minor. This significantly improves response rates:
- Family and friends - ~100% response rate
- Same school or organizations - ~60% response rate
- Same university - ~30% response rate
- No connection - ~10% response rate
Tools like LinkedIn and alumni databases can help you identify these stronger connections.
Carefully Consider Email Timing
When you send emails also impacts success rates. Avoid busy days like Mondays when inboxes are flooded. Late week and weekends tend to be bad times as well.
Tuesday through Thursday are typically best. Pay attention to the specific days/times that garner higher response rates.
Account for Company Size
Larger companies often have rigid application processes, so you may only hear back from HR. Smaller startups are more flexible but have fewer resources.
Tailor your outreach strategy and messaging based on company size and formality.
Use Email Tracking to Optimize
Email tracking tools like Yesware and Streak allow you to see open and click rates. Use these insights to refine things like:
- Subject line wording
- Email content and structure
- Follow-up timing and frequency
Now let’s look at common mistakes to avoid in order to further boost your success.
Step 4: Avoid Common Cold Email Pitfalls
Many factors can sabotage your response rates if not handled properly. Here are key mistakes to avoid:
Don’t Send Impersonal, Generic Emails
Personalize each email with specific details on the recipient and company. Generic templates that could be sent to anyone often won’t even get opened.
Avoid Aggressive, Pushy Language
Be persistent but also patient and respectful. Don’t demand or place pressure on recipients. Sound confident but not arrogant.
Don’t Overshare Unnecessary Details
Be concise and get to the point fast. Avoid rambling or including irrelevant personal details and stories.
Always Proofread Carefully
Typos, grammar issues and improperly formatted contact info looks unprofessional. Poor writing suggests lack of attention to detail.
Follow Up Politely If No Response
If you don’t hear back, follow up politely – not aggressively. Briefly re-state your interest but avoid badgering them.
Get Started with Cold Emailing!
Cold emailing is a numbers game, but with a strategic approach you can absolutely land internships at coveted companies that align with your goals and interests.
The keys are thorough research, stellar writing, systematic tracking, and continuously optimizing your process.
Don’t get discouraged by non-responses and keep persevering. With practice, cold emailing can become your secret weapon for launching your career through high-impact internships.
Start researching target companies and professionals today. Begin crafting and sending your first cold emails using the templates and guidelines provided.
The more personalized emails you can send, the better your odds at landing interviews and ultimately securing that dream opportunity.
FAQs
What is the best day of the week to send cold emails for internships?
Tuesday through Thursday tend to be the optimal days for cold emailing, as Mondays and Fridays often get overlooked. Send during business hours for best results.
How many cold emails should I send when trying to get an internship?
To overcome low response rates, aim to send at least 100-200 personalized cold emails as part of an internship search. The more quality emails you craft, the better your odds.
How long should I wait before following up on an internship cold email?
Follow up within 1 week if you receive no response to an initial email. Wait about a week between each follow-up attempt, sending 2-3 before moving on.
Is cold emailing effective for bigger companies vs small startups?
Larger companies have more rigid processes, so cold emailing may only reach HR. Small startups are more flexible yet have fewer resources to dedicate.
What makes a cold email subject line effective for internships?
Compelling subject lines for cold emails include keywords like the role, company, or referral details. Make it eye-catching but relevant.
