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An Internship Joining Letter is a formal agreement between a company and an intern in Belgium, marking the official start of their internship period. It outlines key details like the start date, duration, department placement, and any compensation or benefits the intern will receive during their placement.

Under Belgian employment law, this document helps protect both parties by clearly stating the learning objectives, supervision arrangements, and working conditions. It's particularly important for university students completing mandatory internships as part of their studies, as it ensures compliance with educational requirements while establishing clear expectations for everyone involved.

Use an Internship Joining Letter before any intern starts working at your Belgian organization. This document becomes essential when bringing on university students for mandatory internships, recent graduates seeking work experience, or participants in government-sponsored training programs.

The timing is crucial - issue it at least one week before the internship begins to comply with Belgian labor regulations. This gives both parties time to review terms, clarify expectations, and complete required paperwork for social security and insurance coverage. It's particularly important for internships lasting more than 60 days or involving any form of compensation.

• Educational Internship Letter: Used for university students completing mandatory academic internships, detailing learning objectives and academic credit requirements
• Professional Training Letter: Designed for career-transition programs, focusing on skill development and potential employment pathways
• Paid Internship Agreement: Contains additional clauses for compensation, benefits, and social security requirements under Belgian labor law
• Research Internship Letter: Specifically crafted for scientific or academic research positions, including intellectual property provisions
• Short-term Experience Letter: Simplified version for brief internships under 60 days, with basic terms and conditions

• Host Companies: Draft and issue the Internship Joining Letter, ensure compliance with Belgian labor laws, and provide supervision and training
• Interns: Review, negotiate if needed, and sign the letter before starting their placement
• Educational Institutions: Verify the letter meets academic requirements and approve internship arrangements for student credits
• HR Departments: Manage the documentation process and ensure proper registration with social security offices
• Internship Supervisors: Implement the terms outlined in the letter and oversee the intern's daily activities and development

• Basic Details: Collect intern's personal information, start date, duration, and department assignment
• Educational Requirements: Confirm academic institution's specific internship criteria and learning objectives
• Compensation Terms: Determine any stipend, benefits, or expense reimbursements to be offered
• Work Schedule: Define working hours, breaks, and any flexible arrangements
• Supervision Plan: Identify the designated supervisor and outline mentoring structure
• Legal Compliance: Check Belgian social security requirements and insurance coverage needs
• Documentation: Gather necessary permits, student status verification, and identity documents

• Party Information: Full legal names and addresses of the host company, intern, and educational institution
• Internship Details: Specific start/end dates, department, location, and working hours
• Learning Objectives: Clear description of skills to be developed and educational goals
• Compensation Terms: Any stipend, benefits, or expense reimbursement arrangements
• Supervision Structure: Named supervisor and reporting relationships
• Confidentiality Clause: Terms protecting company information and intellectual property
• Insurance Coverage: Workplace accident and liability insurance details
• Early Termination: Conditions and process for ending the internship prematurely

An Internship Joining Letter differs significantly from an Internship Agreement in several key aspects, though they're often confused in Belgian workplace settings.

• Timing and Purpose: The Joining Letter serves as an initial welcome document issued right after selection, while an Internship Agreement is a comprehensive legal contract signed before the internship begins
• Legal Scope: Joining Letters outline basic terms and confirm acceptance, whereas Internship Agreements contain detailed legal obligations, rights, and responsibilities
• Content Depth: Joining Letters typically cover essential details like start date and department, while Agreements include extensive terms about confidentiality, intellectual property, and dispute resolution
• Binding Nature: The Joining Letter is primarily informational, while the Agreement creates legally enforceable obligations under Belgian employment law