How to Write the Best Customer Service Representative Cover Letter

FT Contributor
Customer service concept map.
Reading Time: 4 minutes

The customer service industry is vast and varied, with work ranging from remote communication to intimate, face-to-face encounters. If you are thinking of getting into the customer service field, you’re going to want to equip yourself with two things before you start applying.

The first is a quality customer service resume that broadly demonstrates your customer service qualifications. The second is a good customer service representative cover letter.

What Makes a Customer Service Representative Cover Letter Unique

A customer service representative letter is often your primary opportunity to catch a hiring manager’s eye. With so much on the line, it’s crucial that you craft each cover letter with care.

Start by studying the job description itself. Before you write anything down, scrutinize the description of the position you’re applying for. Look for keywords such as “Empathetic,” “Tech-savvy,” or “Organized.”

In addition to these keywords, take some time to study the company you’re applying to. How did they get started? Where are they located? What products or services do they offer? What is their mission statement?

Consider broadening your search to cover the industry as a whole. If, for example, you’re applying to a hotel chain, conduct some research to better grasp the general state of the hospitality industry.

Once you’ve gathered keywords and any pieces of applicable information you can find, you can incorporate them into your cover letter as you write it. This will help you stand out as an exceptional candidate that is both well-informed and answers the particular needs of the company — which is exactly what a cover letter should aim to accomplish.

How to Organize a Customer Service Cover Letter

The goal of a cover letter is to demonstrate your unique qualifications and each letter should be hand-tailored to the position you’re applying for. However, you should still adhere to a general format:

Contact Information

Start your letter with both yours and the hiring manager’s basic information. This includes:

  • Your name.
  • Your address.
  • Your phone number.
  • Your email.

This should be followed by the date, after which you should include the recruiter’s information in the following order:

  • Their name.
  • Their position.
  • The name of the organization.
  • Their address.

A Greeting

While you can open a cover letter with a generic, “To Whom It May Concern,” this bland introduction should be avoided whenever possible.

Instead, do your best to track down the hiring manager or an equivalent representative from the company’s HR department and then address it specifically to them. This provides a sense of personalization and shows right off the bat that you’ve done your homework.

The Body of the Cover Letter

The body of the letter should be two or three paragraphs long. Make sure it’s concisely written with supporting paragraphs and do your best to include a few basic elements.

First, include a hook that is relevant to the application. Draw a connection between your past customer service experience and the job requirements, highlight a unique skill, or look for something else that will capture the reader, such as a brief anecdote.

Once you have the hiring manager’s attention, take the time to briefly outline any skills and experiences that show why you are exceptionally suited for the position.

  1. Skills: Resist the urge to simply rehash information listed on your resume. If you’re applying for a job as a telemarketer, for instance, highlight soft skills such as your impeccable manners on the phone or your ability to help customers who are upset. In addition, make sure to mention any hard skills that may be relevant, such as background knowledge, experience, or training you’ve undertaken on programs or software that may be required for the position.
  2. Experience: While you can put all relevant experience on your resume, look for instances in your past that uniquely suit you for the position and highlight these in your cover letter. If, for instance, you spent time working as a Verizon Wireless customer service rep, that may be worth pointing out if you’re applying for a customer service position with another cell phone company.

If you find you have more than four or five skills you’re attempting to squeeze into your letter, consider using a bullet-point list to organize them.

The Final Paragraph

Your last paragraph should bring your letter together. Close any points you’ve made and reiterate your knowledge of the company, its needs, and your ability to uniquely satisfy them.

The Close

When closing your letter, you can take the opportunity to re-emphasize your interest in the position with a brief, “I look forward to discussing my application further,” or, “I look forward to hearing from you.”

Finish the letter with a formal closing such as, “Sincerely,” or, “Cordially,” and then sign your name.

Customer Service Cover Letter Sample

If you’re still confused about where to start, don’t worry. We’ve created a template to help make the process as easy as possible. Simply copy and paste the text below and then replace it with your own information.

[Your name.]
[Phone number.]

[The date.]

[The hiring manager’s name.]
[The hiring manager’s position.]
[The name of the organization.]
[The organization’s address.]

Dear [Hiring manager’s name],

[Write the body of the letter. This should be two or three paragraphs long and should focus on soft skills, hard skills, technical skills, and experiences that are particularly relevant to the position you’re applying for. It should also incorporate keywords from the job posting itself and should include a hook to draw in the reader.]

[Write the final paragraph. This should summarize your qualifications and reiterate your knowledge of the company and its needs.]

[Write the closing. This can emphasize your interest in the position, which should be followed by, “Cordially,” “Sincerely,” or something similar.]

[Your written signature if you’re sending a physical copy, otherwise you can skip this part.]

[Your name.]

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