SIWES Acceptance Letter: Sample and What It Must Contain

Quick summary:

A SIWES acceptance letter is the letter a company gives you to confirm it has accepted you for industrial training. It should be on the company's letterhead, name you, your school and course, state your start date and duration, name the unit you will work in, and be signed by someone in HR or the training office. You take it to your school's SIWES unit, which uses it to approve your placement.

Getting a "yes" from a company is only half the job. Your school's SIWES unit will usually not approve the placement until you bring proof, and that proof is the acceptance letter.

Many companies, especially small ones, have never written one before. They will ask you, "What should we write?" This guide gives you the answer, plus a sample you can show them.

What is a SIWES acceptance letter?

It is a short official letter from the organisation to your school (or to you) that says:

• the company has accepted you for SIWES or Industrial Training (IT)
• when you will start, and for how long
• where you will work

Some schools call it a placement letter or letter of acceptance for industrial training. It is different from the introduction letter your school gives you before you apply. The introduction letter goes from your school to the company. The acceptance letter comes back from the company.

What the letter must contain

Check your school's SIWES handbook first, because a few schools have their own form. If yours does not, the letter should have:

1. Company letterhead with the address and, ideally, an RC number.
2. Date of the letter.
3. Addressee: usually "The SIWES Coordinator" or "The Director, SIWES Unit" of your school.
4. Your full name, matric number, course and level.
5. A clear sentence of acceptance, for example "We are pleased to accept the above-named student for the Students Industrial Work Experience Scheme."
6. Start date and duration (for example, six months from 5 January).
7. Department or unit you will work in.
8. Name of your industry-based supervisor, if they know it.
9. Signature, name and position of the person signing, plus the company stamp.

Leave out anything the company cannot promise, such as allowances, unless they actually offer one.

Sample SIWES acceptance letter

Here is a sample layout. Replace everything in square brackets.

You can also copy the text:

[Company letterhead]

[Date]

The SIWES Coordinator,
[Name of University or Polytechnic],
[Address].

Dear Sir/Madam,

ACCEPTANCE OF [STUDENT'S FULL NAME] FOR SIWES/INDUSTRIAL TRAINING

We are pleased to inform you that [Student's full name], matric number [number], a [level] student of the Department of [course], has been accepted for the Students Industrial Work Experience Scheme (SIWES) in our organisation.

The training will run for [duration], starting from [start date]. The student will be attached to our [department or unit], under the supervision of [supervisor's name and title].

We look forward to working with the student.

Yours faithfully,

[Signature and company stamp]
[Name]
[Position, e.g. HR Manager]

When the company says "write it yourself"

This is common. If they ask you to draft it:

• Type it neatly using the sample above.
• Use their exact company name and address.
• Do not add anything they did not agree to.
• Give it to them to print on their letterhead, sign and stamp. A letter you print yourself without their letterhead or stamp will usually be rejected.

What to do after you get the letter

1. Make copies. Keep one, give one to your SIWES unit, and keep a scan on your phone.
2. Submit it to your SIWES unit before the deadline your school gives.
3. Collect your logbook and forms. Your school will give you the logbook and the ITF forms. See SIWES forms explained.
4. Return the SCAF form if your school uses it. It confirms the employer and your start date.

Common problems

The company only accepted me verbally. Ask politely for the letter. Explain that your school needs it to approve the placement.

The letter has the wrong start date. Ask them to correct and re-sign it. A wrong date can cause problems when your SIWES unit checks your logbook.

I changed company after submitting the letter. Tell your SIWES unit at once and submit the new acceptance letter. Training at a place your school does not know about can cost you the whole programme.

The company is not real. Before you rely on a letter, make sure the company exists and has an address you can visit. Never pay anyone for an acceptance letter. See how to spot fake adverts.

Still looking for a company?

If you have not been accepted yet, start with your application letter and CV:

• How to write a SIWES placement request letter
• How to write a CV for SIWES

Then search the SIWES Finder by your course and state to find organisations that have taken students before.

Frequently Asked Questions (FAQs)

Who writes the SIWES acceptance letter?

The company that accepts you. In practice, HR or the training officer signs it. If they ask you to draft it, they still need to print it on their letterhead, sign and stamp it.

Is the acceptance letter the same as the introduction letter?

No. Your school gives you the introduction letter to take to companies. The company gives you the acceptance letter to take back to your school.

Does the acceptance letter need a stamp?

Most schools expect the company stamp or seal together with a signature. Check your school's handbook.

Can I submit a handwritten acceptance letter?

It is risky. Most SIWES units want a printed letter on the company's letterhead.

What if my company has no letterhead?

Small businesses sometimes do not. Ask them to write the full business name, address and CAC number at the top, then sign and stamp. Confirm with your SIWES unit that they will accept it.

Can I start before I submit the letter?

Some students do, but submit it as early as possible. Your school needs to know where you are training.