Internship ProgramBroker Tool Kit

Everything you need to apply for, prepare for, and manage your intern program!

On behalf of the Pennsylvania Association of Realtors® we welcome you to the PAR internship program. Within this Tool Kit, you will find everything a broker or office manager needs to create and sustain a successful intern/broker experience.

As a program participant, your brokerage will be widely recognized on the Penn State campus as well as through PAR channels. That exposure helps to elevate professionalism within our industry, enhance the PAR brand, and communicate the high standards expected of our association. From a business perspective, the internship program affords you, a PAR broker, a competitive edge on recruitment, and earns you a degreed agent with experience in your internal operation, if so desired.

Questions? We’re here to help. Contact our Program Coordinator, Laurie Brown, at lbrown@PARealtor.org or 800.555.3390.

Track your program’s progress with our easy-to-use, color-coded timeline.

PHASE ONEGet a good start by thinking through the multiple, yet easy-to-implement, facets of an internship program at your brokerage. Everything you need is right here—from the official FAQ to the five steps that will ensure your program is a great success.

» Intern Program FAQ » Creating and Managing a Successful Internship Program

PHASE TWOIt’s time for those action steps! Creating a job description is as easy as 1-2-3 with PAR’s sample descriptions to get you started. Download any of our four templates to customize an intern job description that meets your particular needs.

Then complete Phase Two by completing our simple, online enrollment form by November 13, 2014.

» Suggested Tasks & Curriculum » Creating a Job Description » Complete the enrollment form by November 13, 2014

PHASE THREECongratulations! You’ve learned everything there is to know about creating an internship program at your brokerage. Now it’s time to review resumes submitted by interested applicants, schedule and conduct interviews, and make an offer to your chosen candidate. In this section, we offer a few tools that will help you complete those steps, including:

» A Sample Offer Letter (ready for your customization) » Suggestions on Orienting and Training Your Intern » A Valuable, “Ten Concerns of Interns” Checklist

How many student interns can a brokerage hire?As many as you want, although PAR recommends starting out small to ensure your operation is ready to take on the responsibility of developing and managing the program.

What is the difference between an internship and a co-op?An internship is a one-semester experience. A co-op is a two-semester experience, usually spring/summer or summer/fall.

Are brokers required to pay the intern(s)?The U.S. Fair Labor Standards Act (FLSA), which applies to all companies that have at least two employees directly engaged in interstate commerce and annual sales of at least $500,000.00, severely restricts an employer’s ability to use unpaid interns or trainees. It does not limit an employer’s ability to hire paid interns (see Fact Sheet #71, U.S. Dept. of Labor ).

You don’t have to pay interns who qualify as learners/trainees. The U.S. Department of Labor has outlined six criteria for determining trainee status:

» Interns cannot displace regular employees. » Interns are not guaranteed a job at the end of the internship (though

you may decide at the conclusion of the experience to hire them). » Interns must receive training from your organization, even if it

somewhat impedes the work. » Interns must get hands-on experience with equipment and processes

used in your industry. » Interns’ training must primarily benefit them, not the organization.

That said, paid interns make ideal workers—hungry to learn, eager to make a good impression, and willing to perform a multitude of tasks. The relatively small amount of money employers spend on intern wages and benefits is a good investment. PAR recommends compensating the intern to the best of your ability. It’s a competitive market and the most talented candidates will expect to be paid for their contributions.

How many weeks will the intern work?Length of employment can determined by the broker but internships typically last for an entire semester, typically 10-12 weeks during the spring, summer, or fall terms; part time or full time. The intern and the broker can manage work schedules and the number of hours per week spent on the internship.

PHASE ONE

INTERN PROGRAM FAQ

Is the program credit bearing?No. At this time, PAR’s internship program is based on a “for experience” platform.

I’m a busy professional. Who will supervise the intern?The student should be assigned to a specific staff member to whom the intern is directly responsible. This relationship should remain flexible so that the student will have the opportunity to get to know and work with other staff members.

Is there a required set of tasks or experiences the intern must complete?The intern should attend various activities as an observer, and should become involved in productive learning activities; i.e., activities productive to both the intern and the firm. A suggested curriculum, tasks and job descriptions can be found in the Broker Tool Kit (included in this package).

What is PAR’s role in the program?The Pennsylvania Association of Realtors® (PAR) is your intermediary during the application process as well as a provider of resources to assist you in developing a successful intern program at your brokerage. We will keep you up to speed on application submission dates, send you links to the online application, and then allow the college/university or student to communicate with you directly for next steps in the hiring process. PAR will also create and manage the online Broker Tool Kit to ensure the forms and information you need are always at hand. Moreover, PAR will work with participating brokerages to manage the sign-on bonus program.

At the conclusion of your intern’s assignment, PAR will ask you to complete an evaluation of the program, and ask your intern to evaluate his/her experience.

How does the sign-on bonus work?Interns who successfully complete the program and who are hired as a licensed Realtor® by a PAR broker will receive a $500 sign-on bonus within 30 days of their his/her date. The sign-on bonus is available for up to 18 months following completion of the internship. Additionally, each year the Educational Foundation will award two $500 scholarships to hired interns based on evaluations and recommendations from the broker.

 

CREATE AND SUCCESSFULLY MANAGE YOUR INTERNSHIP PROGRAM

Design an internship program that meets your needs.As varied as organizations are in age, size, industry and product, so too are their internship activities. How do you know what kind of program will work best for you? Designing an internship program to meet your needs is as easy as five steps.

STEP 1: SET GOALS• What does your brokerage hope to achieve from the program?• Is your brokerage growing quickly and having difficulty finding new

agents?• Are you financially unable to compensate the intern to his/

her expectations but can provide an interesting and rewarding experience?

• Are you searching for agents with management potential?

STEP 2: WRITE A PLANCarefully plan and write out your internship program and goals.

Managers, mentors, interns, and university career centers are all going to be reading what you write about the internship. Draft a job description that clearly explains the job’s duties. Do you want someone for a specific project? What about general support around the workplace? How about giving the intern a taste of everything your company does? Structure the internship ahead of time so that you can be sure to meet your goals and not find yourself floundering partway through.

Things to think about:

• Will you pay the intern? Wages vary widely; be sure yours are competitive.

• Where will you put the intern? Do you have adequate workspace for them? Will you help make parking arrangements, living arrangements, etc.?

• What sort of academic background and experience do you want in an intern? Decide on standards for quality beforehand.

• Who will have the primary responsibility for the intern? • What will the intern be doing? Be as specific as possible. Interns,

like others in the process of learning, need structure so they don’t become lost or bored.

Plan a program beyond the work you give your interns.Will there be special training programs, performance reviews, social events? Keep in mind that your interns are walking advertisements for your company. If they have a good experience working for you, they’re likely to tell their friends. A bad internship, by contrast, can only hurt your chances of attracting good students.

An important part of your plan should be the assignment of a mentor or supervisor. This person doesn’t have to be a teacher per se, but should be selected because he or she likes to teach or train and has the resources to do it. If the person you select has never mentored an intern before, give him or her some basic training in mentoring.

Create an intern job description.A comprehensive job description will help your brokerage and the intern fully understand the expectations placed upon both your intern and his/her supervisor, as well as provide a mechanism by which to shape the intern’s daily experiences and track his/her progress and performance.

In most cases, particularly with college students, the job description is a broker’s first point of contact with a potential intern. Therefore, painting a full picture of the wealth of experience your intern will earn over the course of the program, making it not only comprehensive but also appealing, will earn your internship favor over the many options available to the student.

PAR has created a set of templated job descriptions for the four primary areas of our industry: real estate intern, brokerage intern, commercial real estate intern, and property management intern. These sample job descriptions can be downloaded and edited by brokers and office managers when creating their intern programs.

STEP 3: RECRUIT AN INTERNThe number‐one tip from those who have established programs is to get out there early! PAR’s internship program calls for early applications, that is, up to four months before the intern’s actual start date. Getting a jump-start on the process helps brokerages to attract the very best interns.

Remember to choose your interns just as carefully as you’d choose permanent employees. After all, they might be permanent employees someday. This is where the interview will come in handy. Is the intern truly motivated, or does he or she just want a job? Will the intern fit into your organization’s culture? Does he or she have the level of experience you need? With careful consideration of whom to hire at the beginning, you can avoid some of the most common pitfalls of internships.

Legal IssuesLast, but certainly not least, learn the legal implications of hiring interns. Just like other employees, they are subject to legal protections and regulations. Protect yourself and your intern by knowing the laws. What work can and can’t you assign? Refer to “Are Brokers Required to Pay the Intern” on your FAQ for more.

Workers’ and Unemployment CompensationWorkers’ compensation boards have found that interns contribute enough to a company to make them employees. It’s wise to cover interns under your workers’ compensation policy even though you aren’t required to do so. Student interns are generally not eligible for unemployment compensation at the end of the internship.

Keep In MindEven if a student is earning college credit for an internship with an organization, the student is still permitted, under the FLSA, to be compensated.

The employer should identify the specific terms and conditions of employment (e.g., the start and end dates of the internship; compensation; organizational and/or reporting relationships; principal duties, tasks or responsibilities; working conditions; confidentiality; and any other expectations of the employer. These should be discussed when recruiting an intern, and at their orientation, so there is no misunderstanding regarding these matters.

If an intern is harassed at your organization, and you don’t do anything about it, your organization opens itself to the risk of lawsuits. Take time to advise your interns of appropriate workplace behavior, the organization’s harassment policy, and complaint procedures.

STEP 4: MANAGE THE INTERNThe beginning days of the internship program are often its defining days. When you give them their first tasks, you’re signaling what can be expected in the future. If you give them nothing or very little to do, it sends a message that this job will be easy—and boring. Interns don’t want that; of course, neither do employers. The organization of your internship program will probably be the single most important influence on an intern’s impression of your brokerage, and thus the chances that he or she will come back. So how do you “plan for success?”

First, orient your intern to his or her new workplace. This might take the form of a conventional orientation program or merely a walk around the office. Give interns an overview of your brokerage; some companies give talks or hand out information about the company’s history, vision, and services. Explain who does what and what the intern’s duties will be. Making your intern at home is your first step to bringing him or her back.

Give your intern the resources he or she needs to do the job. That may sound obvious, but you’d be surprised at how many companies stick their interns out in an out-of-the-way room or transfer them from desk to desk. That sends a potent message you don’t want to send: Interns aren’t important; we don’t want you here. Give the intern a desk, point out the supply room.

Keep an eye on the intern. This doesn’t mean to watch their every move, but do make sure you know what’s happening with their daily tasks. Watch for signs that the intern is confused or bored. As often as silence means that an intern is busy, it also could mean that he or she is confused and shy about telling you so. See whether the intern is trying to do anything that requires someone else’s input. Paying attention early helps you head off problems and bad habits.

Give them lots of feedback! Especially if your interns have never done this kind of work before, they’ll want to know if their work is measuring up to your expectations. No matter what the level of experience, they need you, as a more experienced worker, to let them know if their work is officially “okay.” Periodically, examine what your intern has produced and make suggestions.

STEP 5: EVALUATE PROGRESS EVERY NOW AND THENRemember those goals you outlined before? A few weeks after the internship begins, it’s time to see how well you and your intern are meeting those goals. Each internship program’s evaluation process is different, depending on the college/university’s expectations and guidelines. Some companies have the intern evaluate the experience and the company as well.

Maintaining program popularity will require hard evidence that your brokerage is getting a return on its investment. Some companies have adopted a process of formal exit interviews. Through this process, brokers can determine if interns are leaving the company having had a good experience, and it provides valuable feedback to managers for program planning in the following year.

In addition to qualitative measures, a number of quantitative measures have also been adopted. Some common measures include the number of interns that become full-time employees; repeat requests for interns from managers; and growing numbers of intern applicants.

For a sample evaluation form, contact Program Coordinator Laurie Brown, lbrown@PARealtor.org

Create a job description for your internThe Pennsylvania Association of Realtors® has created a set of job description templates for the four primary areas of our industry: real estate intern, brokerage intern, commercial real estate intern, and property management intern. Copy/paste and edit the following sample job descriptions to customize an intern position that meets the unique needs of your brokerage.

Complete your online enrollment formCompleting this simple online form will notify PAR that you are ready to join us in this exciting endeavor! Just give us a few details about what type of intern best matches your brokerage’s needs and upload your customized job description. We will ensure your data is successfully transmitted to the Penn State Intern Program. From there, you will receive resumes from interested applicants via email (be sure to include your contact information on the job description and enrollment form).

PAR’s internship program enrollment form can be found atPARealtor.org/internship-program-broker-application

 

PHASE TWO

Being a Realtor®• Understanding Agency• Types of Representation• Code of Ethics: Realtor® v. Licensee• Licensing Requirements• Tools: MLS, Keys, e-Signatures,

Lockboxes, Signs• General Skills: Time Management,

Business Planning, Communication• Fair Housing Laws• Professional Image & Development• RESPA

Working with Clients• Agency Agreements• Safety • Distressed Properties• Residential Property Disclosure • Comparative Market Analysis • FSBO’s, HOA’s• Closing Costs• Lead Based Paint prior to 1978• Open Houses• Buyer/Seller Consultation• Net Sheets• Pricing Strategies• Marketing Plans

Negotiating Contracts• Negotiable Items: Price, Closing

Costs, Contingencies, Closing Date, Remediation & Repair, Possession, Deadlines, Personal Property

• Available Inspections• Offer v. Counter Offer Stages

Marketing• Social Media• Print Media• Networking: Sphere of Influence, Clubs,

YPN, Rotary• Niche Marketing• Referrals: Client to Agent & Agent to

Agent• Sponsorships

Loan Types/Financing• Prequalification v. Preapproval• Loan Types• Government funded loans v.

Conventional/In-house v. Alternative Financing

• PITI/Escrows• Appraisals and Potential Issues• Title Insurance

Getting to the Settlement Table• Importance and Implications of

Deadlines • Conduct/clear Inspections and

Contingencies • Selecting Hazard Insurance• Transferring Utilities• Walk Throughs• Reading the HUD-1 Settlement State-

ment• Day of Closing

 

SUGGESTED CURRICULUM FOR YOUR INTERN PROGRAM

SUGGESTED TASKS FOR YOUR INTERN

Assigned duties and responsibilities for interns vary from firm to firm. The following list is a sample of responsibilities performed by students serving as real estate interns, who are non-licensed and serving in a supportive role to a licensed Realtor®. Interns are legally prohibited from performing any functions that require a real estate license.

Assist mentor/supervisor with market analyses. Develop questionnaires; perform door-to-door and telephone surveys; assist in calculations and quantitative analysis; research necessary records and statistics.

Survey financing terms available. Contact lending institutions concerning loan availability, loan terms, and general data gathering. Also, contact public agencies (e.g., CHFA, FHA, VA) concerning government financing opportunities. Perform functions related to property management (assist associates at open houses, maintain records and clerical work on listings, bring comparable files up-to-date, or handle direct mail, etc.).

Participate in the mortgage loan process, including credit ratings; underwriting verifications; truth-in-lending reports; closing documents; packaging loans for the secondary mortgage market; and so forth.

Ride-along and observe during property inspections with appraiser or supervisor to gain experience in recognizing desirable and undesirable features. Accompanying the appraiser through all facets of an appraisal.

Perform “in-house” appraisal functions such as obtaining comparable sales data, cost and income figures, and assemble reports.

Observe the appraisal process on single-family residences, on both existing structures and those under construction.

Prepare portfolios (property briefs) of prospective properties to be provided to a sales agent after the agent has qualified the client.

Develop and maintain lists of “for sale by owner” properties for follow-up mailings and contact by the regular staff. Prepare advertising copy and news releases. Develop layouts, plans, sketches, and photography for other media.

Perform functions such as maintenance and update of records; post listings, sales, and trades and analyze MLS data for absorption rates. Assisting in the preparation of escrow papers and place entries into escrow accounts.

SAMPLE JOB DESCRIPTIONBrokerage Intern

Job Title BROKERAGE INTERNReports to BrokerLocation Harrisburg, PAStatus Full Time

We are currently seeking a junior-level professional as an intern to join our brokerage team in Harrisburg. This is an excellent opportunity for a motivated self-starter possessing strong sales skills, business acumen, and leadership potential. The intern will gain valuable experiences by supporting current brokers in attempts to retain and win business. We offer an extensive training and development program designed to equip employees with the skills required for future success in the real estate business.

Job Description • Support marketing and business development opportunities• Contribute to the preparation of proposals, presentations and reports• Manage or assist with special projects as needed• Input data into Client Relationship Management Tool and deal tracking tool • Acquiring building information, and creating floor-by-floor stacking plans• Maintaining prospect database and conducting ongoing corporate research.• Update and maintain sale and lease database• Conduct financial analysis of leases, acquisitions, and cost structures.• Gathering and organizing economic, demographic and real estate market data to present to

brokers• Tracking mergers and acquisitions, new leases, corporate activities and industry trends• Aid in prospecting by going through CPA books, law firm books, oil service companies books,

and develop a list of viable prospects.

Qualifications• Entering junior year, senior year, or Master’s program with an emphasis in real estate or

finance preferred.• Demonstrated proficiency with all applicable software packages, including word processing,

graphics, and spreadsheets• Excellent oral and written communication skills, good phone skills, organized, able to set

priorities and meet deadlines, able to multi task, carefully proofs own work.• Proven record of providing excellent customer service, both internal and external• Excellent interpersonal skills

• Ability to develop and maintain positive customer relationships.• Pro-actively anticipate upcoming projects and needs of supported managers by prioritizing,

communicating and balancing the work flow. • Effective time manager – Proven ability to consistently manage multiple projects with

accuracy and zero missed deadlines.• High energy; fast-paced and driven to succeed. Keen ability to work efficiently autonomously

or as a member of a team.• Organized - Creates, implements, and utilizes efficient systems and methods to maintain

a highly organized and neat workspace and office. Establishes and maintains records management systems that are easily understood and utilized, and that are compliant with all rules, laws, and regulations.

To ApplySubmit your resume, cover letter and salary expectations by (date) to the following via email:Name and TitleOffice NameOffice Physical AddressCity, State, ZipEmail Address

And check out our website:

SAMPLE JOB DESCRIPTIONCommercial Real Estate Intern

Job Title COMMERCIAL REAL ESTATE INTERN Reports to Office ManagerLocation Meadville, PAStatus Full Time

DescriptionAre you interested in the commercial real estate industry? Would you like to learn more about brokerage, development, and investment? (Name of company) provides comprehensive brokerage services such as apartment building sales, industrial and office sales, and leasing and property management. This internship will report to the office manager and broker.

Duties• Collect market data on rent and sales transaction• Inputting and organizing data in Salesforce• Researching online sources and in-house databases to source potential clients• Prepare proposals and marketing packages• Assist on corporate accounts• Assist in business development• Learn about investment properties

Qualifications• Currently pursuing BS/BA• Prefer GPA of 3.0 or higher• Prefer junior or senior but will consider other class levels• An interest in commercial real estate industry• Proficiency in MS Word, Excel, Adobe

To ApplySubmit your resume, cover letter and salary expectations by (date) to the following via email:Name and TitleOffice NameOffice Physical AddressCity, State, ZipEmail Address

And check out our website: 

SAMPLE JOB DESCRIPTIONProperty Management Intern

Job Title PROPERTY MANAGEMENT INTERN Reports to Property ManagerLocation ScrantonStatus Part time

Job SummaryUnder the direction of the Property Manager, the Intern will obtain knowledge for maximizing occupancy by generating traffic, scheduling appointments, securing rentals, promoting resident retention, and providing or coordinating exceptional customer service. The Intern participates in Company’s Mission, Values, and promotes the Vision of Excellence.

Essential Duties and Responsibilities

Leasing• Assist in leasing apartments, maintaining list of available apartments, responding to

telephone inquiries, qualifying prospects, showing apartments, preparing all move-in paperwork, and accurately inputting traffic numbers daily.

• Participate in follow-up with prospective residents; through telephone call within 24 hours, follow up card within 48 hours and repetition of same, if necessary.

• Assist with inspecting the apartment with the new resident, filling out move in inspection forms, reviewing all leasing paperwork and property rules.

• Obtain knowledge in the management of renewals, tracking lease expirations, recording notices to vacate and interviewing residents for reason, preparing lease expiration letters and renewal leases.

• Participate in collecting, processing, and reporting receipt of application fees, security deposits, rents, and other fees.

• Assist in accurately entering all prospect and resident data in MRI.

• Obtain knowledge to comply with all Fair Housing regulations, Tax Compliance regulations, and other laws as they relate to property specific guidelines and occupancy standards.

• Assist in inspecting market readies and models each morning and notifying service operations of any deficiencies in the “I Would Live Here” test.

Marketing• Obtain market knowledge with weekly telephone inquiries and bi-monthly physical market

shops.• Assist in reviewing collateral and advertising and make recommendations on market

strategies to Property Manager.

Customer Service• Assist in planning and preparation of resident functions.• Participate in walking the property for curb appeal and overall property appearance.• Obtain knowledge in recording and acting on resident service requests, ensuring excellent

customer service with same day or maximum 24 hour follow up.• Assist in answering the phone by third ring, and use courteous and professional

communication with all customers.• Assist with advising Property Manager of conditions at the community affecting the

resident’s safety and dissatisfaction or the property’s preservation.• Participate in emergency role-plays, preparation of resident functions, and community-

affiliated events.• Be the example and take accountability for all your actions. Know and adhere to Company’s

mission, vision, values, and policies.• Maintain professional dress and conduct at all times.• Perform other duties as required.

Minimum Experience/Training/EducationOne-year customer service work experience. Proficient computer skills. Excellent English communi-cation skills both verbal and written.

Machines/Equipment/Tools UsedSoftware: Word, Outlook, and Excel. MRI. Knowledge of personal computers, Internet applications, and accounting and property management software, printers, telephones, fax machine, photocopi-er.

Physical RequirementsRequires use of telephones and computers. Must be able to climb stairs when entering the proper-ty management office. Must be able to walk apartments and grounds including steps. Occasionally requires lifting 20 pounds or less.

Professional Expectations• Be professional at all times through quality of work, punctuality, attendance, and attitude.• Be dependable, make good judgment, and organized.• Display the initiative and ability to learn knowledge of the field.• Maintain a good working relationship with peers and demonstrate leadership qualities.

To ApplySubmit your resume, cover letter and salary expectations by (date) to the following via email:

SAMPLE JOB DESCRIPTIONReal Estate Intern

Job Title REAL ESTATE INTERN Reports to: Realtor®Location Philadelphia, PA Status: Full Time

Job DescriptionWe are currently seeking an intern to join our team in Philadelphia. This is an excellent opportunity for a motivated self-starter possessing strong sales skills, business acumen, and leadership poten-tial. We offer an extensive training and development program designed to equip employees with the skills required for future success in the real estate business.

Job Duties• Participate in market analyses. Develop questionnaires; perform door-to-door and

telephone surveys; assist in calculations and quantitative analysis; and research necessary records and statistics.

• Participate in the mortgage loan process, including credit ratings; underwriting verifications; truth-in-lending reports; closing documents; packaging loans for the secondary mortgage market; and so forth.

• Perform “in-house” appraisal functions such as obtaining comparable sales data, cost and income figures, and assembling reports for the appraisals.

• Prepare portfolios (property briefs) of prospective properties to be provided to a sales agent after the agent has qualified the client.

• Develop and maintain lists of “for sale by owner” properties for follow-up mailings and contact by the regular staff.

• Prepare advertising copy and news releases. Also, develop layouts, plans, sketches, and photography for other media. (In writing advertisements, the intern will learn the strategies and policies of the participating firm.)

• Perform maintenance and update of records; post listings, sales, and trades and analyze MLS data for absorption rates. Also, assist in the preparation of escrow papers and placing entries into escrow accounts.

QualificationsCurrently pursuing BS/BA with GPA of 3.0 or higherPrefer junior or senior but will consider other class levelsAn interest in commercial real estate industryProficiency in MS Word, Excel, Adobe

To ApplySubmit your resume, cover letter and salary expectations by (date) to the following via email:

 

Congratulations!You’ve learned everything there is to know about creating an internship program at your brokerage, including creating a job description, completing your online enrollment form, and paving the way for your intern’s first day on the job.

Now it’s time to review resumes submitted by interested applicants, schedule and conduct interviews, and make an offer to the candidate whose credentials most closely match the skills and characteristics you seek in an employee.

In this section, we offer a few tools that will help you complete those steps, including:

• A sample offer letter, download able so that you might customize it to suit your needs

• Suggestions on orienting and training your intern

• A valuable, “Ten Concerns of Interns” checklist to help ensure a successful experience for all 

PHASE THREE

SAMPLE OFFER LETTER

COMPANY LETTERHEAD

[DATE]

Dear [Intern Full Name]:

[COMPANY] is pleased to offer you an [TITLE] internship, beginning [DATE] and concluding on [DATE]. You will report directly to [SUPERVISOR’S NAME], located at [COMPANY ADDRESS].

For this position, your major duties include [DESCRIPTION OF DUTIES].

You will be compensated [RATE] per hour of work performed. You will be paid in accordance with [COMPANY] normal payroll practices and be subject to the usual, required withholding. Your schedule will be approximately [NUMBER OF HOURS] per week beginning [MM/DD/YY]. Additionally, students do not receive benefits as part of their internship program.

To indicate your acceptance of the [COMPANY] ‘s offer, please sign and date this letter in the space provided below and return it to the address indicated below. A duplicate original is enclosed for your records.

We hope that this offer will be favorably received and we look forward to working with you at [COMPANY].

Sincerely, [NAME][TITLE]

ACCEPTED AND AGREED:[Intern Full Name]

Signature: ________________________________

Date: ____________________________________

Prior to the First Day• Set up an organized work area

for the intern, including phone, voicemail, PC, email, and Internet access

• Outline work expectations for the duration of the internship.

• Prepare forms to be signed

First Day: Review Brokerage Structure• Company organization• Industry jargon• Specific work standards and

procedures• Reporting relationships• Access to the supervisors (days,

times)• Tasks that can be completed

without supervision• Safety regulations• Dress code, maintaining premises

and work stationThen:

• Take your intern on a tour of the office, introduce them to others, including his/her supervisor.

• Provide the intern with company information via marketing materials, annual reports, newsletters, an org chart, etc.

Key PointsUsing these tools to develop a

thorough orientation and training

plan ensures your intern settles

in smoothly, learns quickly, and

becomes a productive member of

your team.

Invest supervisory time to

establish an important bond with

interns and set a crucial tone for

the internship experience.

ORIENTING AND TRAINING INTERNSThe sooner your student interns understand what your organization does and how it operates, the sooner they can assume assigned responsibilities and become productive. You can help this process by providing the following kinds of information about your site:

• Encourage your intern to spend breaks in places where agents gather

• Schedule regular, one-on-one meetings with him/her

• Invite the intern to meetings

TEN CONCERNS OF INTERNS

1. Give us real work!Interns want to work and learn. An internship can help you get a job done that you couldn’t otherwise, right? If you’ve brought on an intern as a recruitment tool, then how will you be able to assess their abilities? It just makes sense to utilize your interns well.

2. Do what you say/say what you do. Be honest with your interns about what to expect. If the job requires stuffing some envelopes, then make that clear. But if you tell the intern they will be researching a project, and they spend 90% of their time doing “grunt work,” then bad feelings will develop. Honesty doesn’t cost you anything, and it will make the intern feel respected.

3. We like feedback. Remember that interns are students, and they may not have the business skills and experiences that you take for granted. If your intern makes an oversight, just pull him or her aside and explain how the situation should be handled in the future.

4. We want to be included too.Is there a staff meeting they can attend? Can they quietly tag along to that next project meeting or office luncheon? Include them in the daily life of your workplace.

5. Please explain. Give detailed explanations when assigning tasks. While the work may seem trivial and obvious to you, it may not be obvious to someone who’s never done it before. Patience and a few extra minutes at the beginning will pay off later when your intern can produce good work independently.

6. I want a mentor. Make sure that interns have a mentor or supervisor to provide guidance. Make it someone who truly likes to teach, and the experience will be even better.

7. A minute of your time, please.The best mentor in the world is useless if he or she won’t, spend the necessary time mentoring. As newcomers, interns may not speak up if they’re feeling ignored, so the burden of making sure they’re okay is on the mentor. They should schedule regular times to meet with the intern.

8. Be prepared. That wonderful day has arrived and the intern goes to start their internship only to learn that no one knew they were coming, and there is no place for them to work. Brief your staff of the student’s impending arrival, and help the intern get started on a positive note.

9. Um…I need a chair.It is amazing how many employers hire an intern and don’t think about the fact that they will need a desk, chair, phone, and a computer in order to do the task assigned. It isn’t fun or efficient to move an intern from desk to desk. If you want to get a job done, you need to supply the intern with the tools they need.

10. Show me the money (as best you can). While internships differ, and each industry has its own personality, remember that interns have expenses. Your organization may not be in a position to pay much, but anything can help.