In a letter to the intern, it should not be mentioned that they will be absorbed into regular roles. Interns are students who are taking part in a program and are visiting your office as part of their curriculum. There can be misunderstandings regarding these engagements. The EPF/ESI authorities consider it as regular employment unless there is proof that they are interns taking part in their internship as part of their curriculum only. To ensure this, a letter from the head of the institution requesting for the intern to be taken on is required. This institution must be recognised by a statutory body, such as a University. The letter to the intern should include the company’s safety policy and the intern’s responsibilities in this regard. A sample letter may look like this: To [Name], Sub: Organisation Study/ Project/Internship Ref: Letter from your Institution No [Number] dated [Date] With reference to the above, we are pleased to inform you that you have been granted permission to carry out an internship in our establishment. Your assignment will last for two months, from 5th March, 2018 to 4th May 2018. Your study schedule will be determined by the company. During your project study with us, you must adhere to the rules and regulations of the company with respect to conduct, discipline and safety, and follow the instructions of the company’s officials. You should not reveal any material facts related to the organisation’s operations to anyone and must maintain absolute confidentiality of the departments’ operations. You are also informed that the company will not be liable for any compensation in the event of death or injury resulting in partial or total disablement caused to you during the course of your internship/project study with us. Best wishes. For [Company] (Manager-Training) Copy to: The Head, Academics, [Institution], [Location]