You’re a professional problem-solver with a knack for keeping customers happy.
As a customer service professional, you know just how important saying the right thing is, whether it’s face-to-face or by chat, email, or phone call.
Yet, when it comes to your cover letter, you’re stumped.
You just can’t seem to write one that conveys your expertise.
Don’t worry! We’ve got you covered.
In this article, we’re going to show you:
- What a Perfect Customer Service Cover Letter Looks Like
- 5 Steps to Writing the Best Customer Service Cover Letter
- 3 Essential Cover Letter Tips for Customer Service Workers
Let’s dive in!
Customer Service Cover Letter Example
5 Steps to Writing a Customer Service Cover Letter
You’ve seen what a great customer service cover letter looks like, and now it’s time to write your own.
All you have to do is follow these simple steps to nail it:
#1. Put Contact Information in the Header
You should always start your customer service cover letter with your contact information. This should be placed in your cover letter’s header, just like on your resume.
Here’s what you should include:
- First and Last Name. Your full name should always be at the top of the page.
- Professional Title. Match the professional title on your cover letter to the exact job you're applying for. The hiring manager is probably sifting through hundreds of applications for different positions, so when you’re clear about the exact position you’re writing about, it makes the process easier for everyone.
- Email Address. Choose an email address that’s both professional and simple, like some combination of your first and last name. The quirky email address you created in high school won’t do. (e.g.: firstname.lastname@example.org doesn’t belong on your cover letter, but email@example.com is fine.)
- Phone Number. Make sure the number you provide is accurate so that the hiring manager can easily reach you. If you’re applying for a job abroad, make sure to add the dial code in front of your phone number.
- Location. Your city and state or country are usually enough information. But if you’re applying for a remote job or looking to relocate, specify so on your customer service resume.
- Relevant links (optional). You can add links to any relevant websites or social media, such as your LinkedIn profile.
Once you’re ready with your own contact information, it’s time to add the hiring manager’s.
Here’s what you should list:
- Company Name. Write down the name of the company you’re applying to.
- Hiring Manager’s Name. If possible, write down the name of the hiring manager for the department you’re applying for. Check the job ad, the company’s website, and their LinkedIn page to find out who it is.
- Hiring Manager’s Title. If you find the hiring manager for this specific job ad, and you see they’re the head of the department, write that as their title instead of “Hiring Manager.”
- Location. The city and state or country are the most vital information here, especially for companies that operate globally. You can optionally add the exact street name and number of the company if you want to be more specific.
- Email address (optional). If possible, find the hiring manager’s email address and add it here.
- Date of Writing (optional). Add the exact date you wrote your cover letter for a professional touch.
#2. Address the Hiring Manager
After adding all the relevant contact information, you should specifically address your cover letter to the person who’ll be reading it.
And we don’t recommend using the generic “To Whom It May Concern."
The way you address your cover letter can leave a positive impression on the hiring manager—if you do it right, that is.
So first, do some research. Check the job listing, company website, or LinkedIn profile and find the hiring manager for the department you’re applying to. This way, you can find their name and email address.
Then address them formally. We recommend using Ms. or Mr., followed by their last name. But if you aren’t sure about their gender or marital status, you can just use their full name instead. For example:
- Dear Ms. Salgado
- Dear Juana Salgado
If you can’t find any information about the hiring manager or head of the customer service department, you can just address your letter to the department or the company in general:
- Dear Customer Service Department
- Dear Customer Service Hiring Team
- Dear Human Resources Team
- Dear Head of Customer Service
#3. Write an Eye-Catching Opening Statement
Hiring managers spend an average of seven seconds looking at a candidate’s application before deciding if it’s worth reading all the way through.
So making a good impression from the get-go is crucial to a successful customer service cover letter.
Your opening paragraph should always include your name and exactly why you’re interested in the role. Showing your passion for the industry or specific job is a great way to make hiring managers want to know more about you.
Researching the company goes a long way here. The more you know about the employer, the more you can highlight what a good culture fit you are for them. This shows the hiring manager you aren’t just randomly applying everywhere - you’re really interested in this specific position.
Depending on your level of experience, you can also start your cover letter with a notable achievement or the skills that make you a perfect fit for the role.
Just make sure this paragraph isn’t too detailed. What you want to do here is pique the hiring manager’s curiosity and get them to delve deeper into your cover letter’s details.
#4. Use the Cover Letter Body for the Details
The main body of your customer service cover letter is where you can go into detail about what really makes you a qualified candidate for the position.
The trick here is to not just repeat everything from your resume. This is the place to truly show off your professional skills and qualifications, so you have to really make this section count. Your job is to convince the hiring manager that you’re a better fit than the other applicants, so mention any achievements related to the field and use the job advertisement as a reference.
You can tailor your cover letter to the job advertisement by mentioning specific skills the company is looking for or how exactly you can contribute to their team. For example, if you’re applying for a tech-related customer service position, you should mention skills related to that instead of, say, your e-commerce experience.
Showing your knowledge about the company, their business model, or their industry can be a great plus. So, if you’re familiar with the company’s products or services, make sure to mention that on your cover letter to show them how and why you align with their mission statement or company culture.
Finally, remember to be enthusiastic. Specifically, try to convey your excitement for the role and how confident you are that you can contribute to their company with your specific skills and experience.
#5. Wrap It Up Professionally
Knowing how to end your cover letter is the cherry on top.
You want to make sure you’re leaving the hiring manager on a good note and that your conclusion won’t make them doubt everything you said so far.
The conclusion is where you should confidently recap why you’re a great fit for the role or summarize the skills that make you stand out from other candidates.
Then, after your conclusion, it’s time to include a call to action. Inviting the hiring manager to take action, such as discussing your application further, can leave a lasting impression and increase your chances of getting an interview.
Finally, make sure to sign off on your letter professionally. Choose an appropriate signature line, followed by your full name. Here’s what it looks like:
Please don’t hesitate to contact me at the provided email or phone number so that we may arrange an interview. I look forward to discussing my application in greater depth at your earliest convenience.
But if you think “Best wishes” is overused, here are some other lines you can choose from:
- Kind regards,
- Respectfully yours,
- Thank you for your consideration,
3 Essential Cover Letter Tips for Customer Service Workers
You now know the drill with writing cover letters, so we’ve got some specialized cover letter tips to take your customer service cover letter to the next level.
#1. Match Your Resume
In the customer service industry, consistency is key.
You want your cover letter’s formatting and layout to match your resume as much as possible; otherwise, you might look sloppy and disorganized.
Your text and contact information should be aligned neatly on the page, and the font styles and sizes should be consistent throughout. On top of that, you have to set the margins and line spacing, all while making sure your cover letter never spills over to page two.
Or Use A Cover Letter Template Instead
But why not just skip all the hassle?
Our professional templates are created in collaboration with HR professionals from around the world, making sure your application meets all industry standards and looks beautiful.
#2. Mention Skills And Other Keywords
While you can do a great job describing your enthusiasm for the role and how your experience makes you a great fit, none of that matters if your customer service cover letter doesn’t mention enough keywords.
If you’re familiar with popular customer service software like ZenDesk or have specific skills the job ad might be looking for, like troubleshooting, make sure to add them. The hiring manager is going to be even more impressed by how much you want the job if you mention the right customer service skills.
#3. Proofread The Final Draft
You can have the perfect cover letter and still get rejected because of one slip.
One of the biggest cover letter mistakes you can make is not proofreading your cover letter before sending it.
Almost any recruiter out there will reject an applicant with typos in their cover letter. That’s a huge risk to take just because you’re too lazy to proofread.
You worked hard to get to this final step, so don’t risk letting a typo ruin your chances of getting an interview.
And that’s all there is to writing a great customer service cover letter!
Hopefully, now you feel more confident, and you’ll land your next customer service gig in no time.
But before we finish this article, let’s recap everything we talked about so far:
- Your cover letter should have a header where the contact information is clearly visible. Make sure everything you list is factually correct, or else you might miss an opportunity.
- Researching the company goes a long way since you can personalize the letter according to their company culture and address the hiring manager by name for a stronger first impression.
- Match your cover letter to your resume so your application looks neat and professional. This also makes the hiring manager’s life easier since they can distinguish your application’s documents from the rest.
- Always proofread your cover letter before sending it. Sloppy grammar and spelling are some of the biggest mistakes that candidates can make, which gets their applications tossed into the ‘no’ pile.