Sample Emails for Externships
These are samples of previous emails sent to Hosts. Please feel free to use this template by filling in the blanks for your specific Host. Then, email this to your Host. Be sure to copy us on all your emails at CDOExtern@Kenyon.edu. Thanks!
Remember, DO NOT contact your Host before you have completed the waiver form and reserved your sponsor's name!
Initial Email
Dear Ms/Mr. Host Name:I am writing to ask for your participation in our Kenyon College Extern Program, a program designed to help students learn about occupations in which they are interested. This program allows a student to spend 3-5 days during one of the college breaks at the place of employment of an alumnus/alumna, parent, or friend of the College who is in an occupation which interests the student.
As a Class Year year student considering a major in Major, I _____ (Make this a very detailed, compelling paragraph explaining why you would want to shadow this person.)
If allowed this opportunity, I would like to extern with you during one of the following weeks: (You can do your externship either the last week of winter break, or one of the two weeks of spring break. If only one of these weeks would work for you, put that in your email. But, if you could do any of the three, put all of them in your email, giving the Sponsor more options.) All these weeks occur while Kenyon is on break.
The benefits of participating in the program as an Extern are educational. There is no pay and no academic credit involved. I would be responsible for transportation, housing and meals.
People who have served as Extern Hosts in the past have arranged for this 3-5 day shadowing event in a variety of different ways depending upon their occupations and preferences. Sometimes a Host only spends a short time each day speaking with his/her Extern, and then arranges appointments for the Extern to talk to other people in their field. Depending on the nature of your work, I could observe you (or others) as you work; be given a small project to complete or assist with; or be allowed to sit in on meetings/appointments. Anytime shadowing you -- in whatever way will suit you best -- would be wonderful!
I appreciate your considering my request and look forward to hearing from you. If you have any questions, please don't hesitate to contact me directly. My email address is Email address and my cell phone number is Cell number with area code. If you choose to host me, I will contact you soon to begin getting acquainted and making plans for the externship.
Again, thank you for considering the Extern Program.
Sincerely,
Your Name
Received a yes?
Hello Host Name!
Thank you so much for agreeing to sponsor me as an Extern for the week of Week and year! I am thrilled about this shadowing opportunity!
I will be arriving at Organization Name, Address on First Day of Externship. I will contact you again closer to my externship date, but should you need to contact me for anything before this time, please don't hesitate to contact me via email or by phoning my cell number at Your Cell Number.
Once again, thank you so very much for hosting me for the Extern Program!
Your Name
Received a no?
Hello Host Name!
Thank you so much for considering Kenyon's Extern Program. I completely understand your not being able to serve as my Extern Host this year.
But, again, thanks for considering the Program!
Sincerely,
Your Name
Sample Phone Conversation
Your first follow-up call should take place about 2-3 days after your Host has received your email.
Your dialog with your Host could go something like this:
Hello. May I speak with Host Name please? (If asked for your name -- say "Your Full Name calling from Kenyon College.")
When your Host answers, say....Hello Mr./Mrs. Host Last Name. This is Your Name calling from Kenyon College. Did you receive an email I sent you regarding our Kenyon College Extern Program?
If your Host did receive your email -- Do you have some time to talk with me about it? I'd love to have the opportunity to shadow you over Spring/Winter break and wondered if this might be a possibility for me? (Remember, your Host might not have a concrete answer at this time, so don't pressure them. Tell them you'll call again in the next week to check again.)
If your Host did not receive your email -- tell them a little bit about the program (looking at your email you sent them) and ask if they have some time to talk with you about it now.
If you need to leave a message for Your Host -- Leave a message for your Host, leaving your name and cell phone number so that the Host can call you back directly.