Lesson 3 - Offer Job
How To Hire Interns For Your AI Startup📅 2025-03-17
Transcript
[00:00] I currently manage 13 unpaid interns at the company I manage bump UPS in today's video we're going to be going over offer letters which is the point at which during the interview process we found a candidate we like and want to offer them the position as you already know for me to actually show you how to hire unpaid interns this is a multi-part series therefore if you just found this video right now you found yourself on offer letter we already went over how to Source interns how to get them in interviews and now we're going over how to offer them the position if you want to see those videos description down below or welcome back if you're part of
[00:31] the longer form of this video where I just put them all together but for now we can say Avid in to interviews bye-bye let's go over everything we need to know about offer letters so as we saw with the interviewing part of this entire series we know we needed to make this Excel sheet or Google sheet of all the relevant intern data that's going through the vetting process and at the very end of this Google sheet here we had the column of offered so assuming this goes from n to Y which means yes this goes to the next phase here where Corbin here the candidate for row two
[01:03] gets offered the position so now we're on this part of the phas here let me just draw down the rest of the journey the intern will go through so right off the bat we'll have an intern here let's say the intern's name is Bob what we do is that Bob has already gone through the vetting process we like Bob Bob's good to go now the first phase here is give Bob the offer letter so we'll put o for offer letter I'm going to show you the email template we'll use and I'll also show you how to create an offer letter right now so once we send Bob the offer letter this is used by Bob for future
[01:35] employment for recognition of even working at the company this is like a nice little hey I did an internship program at bump UPS here you go you'll see what this PDF looks like pretty soon here but then after the offer letter is signed and good to go this leads to the next and Final Phase before you fully have onboarded a unpaid intern and that's going to be the big legal contract that is signed and we'll put that for L this is going to be a standalone legal contract that is pretty lengthy and goes over all the implications of hiring an employee with no pay or in other words an unpaid
[02:06] internship this video right here I'm going to put on my school Community therefore if you want to understand the implications of this legal contract and what it means for your company in particular check it out description down below lowo over be there we go for now though that'll be part of school and then the onboarded I'll put back on this YouTube series so you'll see that at the latter half of this video as well okay so now that we understand that that basically the first phase of implication here is the offer letter this first just gives us indication that the individual even wants to jump in this internship to
[02:36] begin with there is no reason to send the intern the big legal contract as the first phase here as they might not even sign the offer letter so once we know who we want to proceed with this is the email template this was already shared in a previous episode here so I'll make sure I share it again obviously phrase it however you want but typically you're going to want to put your company name position title the intern's full name and then reference all these different variables right so whatever the position name is frontend engineer reiterate your company name give a very specific deadline of when the document needs to
[03:07] be signed and returned it's going to be an attached PDF that we'll see here pretty soon and then the start date of the underlying internship the reason that you need to make these dates very clear is you don't want a potential candidate to sign when the internship already started like a week later like what's the point what's going on here so keep that clear keep that concise I also want to point out with all these different emails here there's a bunch of Nuance but for example here like the first email here for sending out like a Google form Link in theory you could create a template for a reminder for
[03:37] this Google form link which we did here same logic persists through every single email through this entire pipeline in theory you can set a reminder email here and for the offer letter here as well up to your discretion typically standard practice to as well is to create a rejection email this is very typical typically what we like to do is keep the candidates information for future internship opportunities all free description down below click the link good to go make sure you leave a like is free to go so once we send that though and we're going to be attaching the offer letter here let's jump into the offer letter itself so your legal
[04:09] contract which we'll go over in that other video is extremely important this is a non-negotiable you need this you can't just do an offer letter and say let's go let's get going there is implications to hiring someone internally on your team that's unpaid as an intern there's very clear laws around this this is state byst state but keep that in mind when it comes to the offer letter though it's a little bit more basic and kind of to the point so I idea is that you're going to be identifying the position they'll fulfill job responsibilities so you know when we created that job posting for LinkedIn all those little bullet points that could be the job responsibilities you
[04:40] put into your offer letter and then you want to give clear deadlines when it comes to the actual duration of the underly internship eg it will commence at XX 2025 January 17th 2025 and will end at XX 2025 May 25th 2025 whatever it may be furthermore you could be inclined here to give a general idea of the amount of hours that's going to be associated with the internship each week 10 to 20 hours each week Etc this is a requirement for some individuals that are coming from college institutions that need to see that in order for them
[05:10] to get maybe college credits for the class or whatever it may be enough of that how do we actually do this Corbin so what I suggest you to do is go to something like Cana here really nice easy sign up free and just type in offer letter and you're just going to be looking for offer letters that are just templates like this right you're not going to be using obviously the text within the actual offer letter you're looking for design here so for example I could click this and be like you know what I like this design so you hit customize template here and get going right so you put your brand here you put the your name your address of your company the website dates are extremely
[05:41] important put the dates when actually structuring your offer letter itself I'm going to leave a link to this in the description down below to be clear though these job offer letters that are found here are for like compensation oriented employment a salary just obviously ignore those parts but the idea here is very much you'll put your printed name your job title and your own signature as the owner of the company and then the intern itself would put their signature printed name and date so I'll make sure I leave this in the description down below just for underlying structuring of an offer letter but when actually designing these
[06:12] kind of offer letters what I suggest you to do is you're going to be making an offer letter per position so there'll be one for the front end backend or whatever your company's currently employing unpaid positions for social media marketing however may be there'll be a unique offer letter for each one each one will have its own set of variables the candidates name the actual date it's being sent in addition just make your life easy because of the fact that you the owner is going to have to sign every single one anyways you might as well just pre-fill a sign here and simply just like put your name like right there like just have your signature already there so you don't
[06:43] have to just sign every single one every single time you send out one so once you have your branding here and it's all good to go with those fundamental things I outlined earlier what I suggest you to do is within that Google Drive you're already creating within your company or one drive or whatever you're using for your company I suggest you to create create a new folder here and the new folder I suggest you to create is going to be that underlying class so let's just assume that we're doing interns 25 here signed legal I would granizos that you're currently employing for so e EG if you have the backend and
[07:15] the front end create two separate folders there and then within each folder put in the relevant signatures that you receive for each candidate so for example new folder this would be like the front end team and let's say we're employing three unpaid insance for the front end team each one signs back their offer letter download it put it in here this is also going to be the same folder you'll use for like the bigger legal contract that is signed later on so once you do that we're going to go ahead and create a new Google sheet here I'll make sure to leave this in description down below I'm going to explain a little bit of what's incurring
[07:46] in this Google sheet completely free added as a template this is going to be your intern roster so you're going to put in your months up here with a year the idea behind this is that your intern data this is going to be filled with a ton of different candidates right but not every single candidate is going to reach the end point of receiving that offer letter typically when you send an intern an offer letter I would say like 90% of the time they'll sign EG like they want to do the position therefore you can start creating an intern roster this might be jumping the step a little bit here so you might want to wait until they sign the big legal contract to
[08:17] apply them here but from our experience here if they sign the offer letter we're looking at like a 99% conversion rate on them actually wanting to do the job what's found in an intern roster is this is going to be a very useful Excel sheet longterm in your company so we're going to be putting the individual's name their role their original email that they went through the entire process with and then also their company email that we'll create later on right so this is going to be like Corbin xyz.com Corbin bump UPS this will be the company email that we'll use when signing them up in the onboarding phase for all the
[08:49] different things when it comes to project management communication we'll get more into that in the later episode next what we like doing is putting your LinkedIn URL just for reference again the 10 to 20 hours week 15 to 30 whatever it may be this is typically information that you got through the interview process the form process and everything like that is this is like a very general estimate for your company then we like putting our interview rating so when we had that oneon-one call what did we give them at the end of the rating 9 out of 10 8 out of 10 Etc and then the final rating will be after
[09:20] the entire program is finished what does it come out to were they a 10 out of 10 intern were they a 9 out of 10 intern for XYZ reason achievements is going to be a nice little comp that you keep for hey this intern did this for the company in the 12 weeks that was pretty cool additional is just additional notes that you may want to reference for that underlying individual this is very open to whatever you want to do as a company or what you want to track one possible column here could be time zone maybe you noticed that when you had interns that were in the same time zone as your
[09:50] company it just performed better because meeting schedules were better whatever it may be this is up to your discretion you're going to be building up these roster excels over time and just have something to look back to if possibly the intern were to reach out for a letter of recommendation or a future employer of that intern were to call you and be like hey how did Bob do was Bob good and then you have all this information to reference now the last piece of the puzzle here when it comes to this intern roster is just a little bit of color coding so as you saw our original Google sheet here we're doing
[10:20] like multiple positions right so we have position 1 2 3 4 and then you would have like a ton of data of all the underlying individuals that are applying playing for that position when dealing with the intern roster though because of the fact that we're dealing with you know reasonable size classes so for example us would be dealing with 13 unpaid interns we can put this all as one big roster and what we like to do is color coat depending on the position they're in so I just gave two examples here obviously add as many as you have but for example front end Position will color coat with like a yellow Hue and
[10:51] then the marketing position will color coat with a green Hue makes it easier to differentiate and identify like okay yeah yeah Corbin was a front end we're going to go this Google sheet also becomes very useful when you're giving access to a lot of stuff within your business now we run a software company so one of the things that we give access to is different repos within our GitHub also the slack Channel Firebase all this different stuff so for example frontend I know the front end is going to need to get access to our repo that's associated with our user interface therefore I can just do this command C copy all four
[11:21] emails paste over to get give access proceed really nice really easy that covers what you need to know about the offered letter process typic when we send out offer letters we're expecting a signature within 7 Days therefore the next video I'm going to do is going to be on legal contracts and as I said before this will be found on my school community and then the final lesson here will be on onboarding this is going to show you the different types of softwares we use to manage this many unpaid interns also introductory stuff like intro Tech meetings or intro company meetings where everyone's in a call without further Ado I'll see you in
[11:52] the next video we have sent offer letters to random videos that's my face I'll see you in the next video you