Customer service or support services are essential to any company as they influence customer satisfaction. Customer loyalty is fostered by excellent customer service, which supports business expansion.
A cover letter is one of the documents that applicants will typically submit to the potential employer to apply for a job. A well-written customer service cover letter is one step toward getting an interview for the position. The letter is used to persuade the employers of your suitability for the position in their company. It is a supporting document and will thus accompany other job application documents, such as a resume.
Sending a cover letter will ordinarily give you an advantage over other applicants, as it allows you to show why you would be a good fit for the position and company. The letter is more detailed than a resume and will ideally expound on the qualifications listed in the resume or CV. This article will elaborate on what to include in a cover letter for a customer service position.
Components of a Cover Letter
Your customer service cover letter should give an informative narrative that showcases you as the most suitable candidate for the job. In addition, you must include specific information about your skills, experience, and other qualifications.
This information can be presented in the following sections:
Provide a professional header
The letter should have a professional header. This should include your name, complete address, and other details such as your phone number and email address, as well as that of the hiring manager. In addition, you should make sure to mention the date.
Address the hiring manager
Next, address the letter to a specific person in the company. You should include their name and job title. If you do not know the hiring manager’s name, you can address it to the “HR Manager.”
Write an engaging introduction
Your cover letter should engage the reader instantly. This can be done by stating why you are writing, how you came to know about the vacancy, and how you are suitable for this position.
Provide details in the body section
Your letter should be objective and provide specific reasons the hiring manager should consider interviewing you for the job. This section will mention your work history and the qualities that make you a suitable candidate for the customer service job. Additionally, it outlines how your skills, education, and experience in customer service (or similar professions) make you qualified for the job.
End with a firm conclusion
End your letter with a strong statement restating your suitability for the position and encouraging them to invite you to an interview. You should also include contact details, such as how to reach you, thank them for reviewing your application, and put your signatures.
What to Include in the Cover Letter?
The purpose of a customer service cover letter is to persuade the recruiter that you are the best candidate for the position. Your letter should provide clear, convincing evidence of your qualifications for the position you are applying for in order to convince your potential employer of your value to the organization.
Make an elevator pitch
Your goal in the opening sentence should be to seize the reader’s interest and convince them to keep reading. You can include an elevator pitch that summarizes who you are, why you are excited about the position, and how the job aligns with your professional or personal goals. This makes a great first impression and offers specific information that may be outside the purview of a conventional resume. Always write with the employer’s perspective in mind and think of what might be valuable to them.
Mention your experience
In the second paragraph, you can provide background on your professional experience. This should include examples of how you handled demanding customers and challenges at work. Mention instances from your work history and your functions in the respective roles.
Highlight your relevant skills
Next, you should highlight any skills you might possess that would be useful for the position. Examine the job description carefully and mention those skills that are relevant to the responsibilities listed. You should include both hard (technical) and soft (personal) skills. However, it is always best to prioritize soft skills in most cases for a client facing role. You can discuss relevant skills such as:
- Communication skills
- Organizational skills
- Critical thinking
- Interpersonal skills
- Public speaking
- Problem-solving skills
- COVID safety protocols – temperature checking, PPE (personal protective equipment) handling,
- Clerical skills – typing, MS Excel, basic math, Google Sheets, Google Docs
- Remote communication – Zoom, Google Meet, Microsoft Teams, Slack
Quantify your achievements
Achievements are a good indication of your contribution to your previous job positions. Therefore, you should give specific examples of how you have benefited clients or your employer in the past. You should provide details on how many customers were served per day, customer satisfaction ratings, or a similar metric. Using actual figures helps the employer determine your competency.
Call to action
The final paragraph should persuade the hiring manager to invite you for an interview and also express gratitude to the recruiter. You can include a CTA (call to action) and let them know you are available for an interview and if you intend to follow up. Thank the hiring manager for their time and attention before ending the letter.
Sample Customer Service Cover Letter
Dear [Name Here],
I am thrilled to submit my application for the Customer Service Representative position you advertised on Monster.com. Bellyfish Eateries is a fantastic company that has established itself as a leader in the fast-food and hospitality industries. This is why I would be excited to become part of your team. I believe that I am equipped and qualified to work for a business that highly values customer satisfaction and top-notch customer service.
I have ten years of customer service experience at a fast food outlet and retail store. My skills include organization, problem-solving, and communication. I am well-versed in using the telephone, email, and other avenues of communication to take care of customers. I also have experience with inventory management and working with demanding customers. As a frequent user of social media, I am highly suited to manage client concerns via any social media platform.
In my previous job, I improved the fast-food business’s customer approval rating from 3.0 to 4.7 stars across all social media and advertising platforms. I can handle clients from different backgrounds, as I grew up in New York City, a metropolitan city. I would be highly suitable for a job that requires dealing with a variety of clients because of this. I always believe in remaining professional, treating coworkers with respect, and being courteous and kind to everybody.
I sincerely hope you will give me serious consideration for the position because I am a person who works well with others, excels under pressure, successfully prioritizes tasks, and quickly adopts new systems and procedures. I am available for an interview; you can reach me at my given phone number.
Tips for Help
A cover letter is essential to the success of your application process. Use the letter as an opportunity to showcase your best self. You can incorporate the following writing tips to create a strong customer service cover letter:
Research the company
Find out as many facts about the company as possible; these may include the company’s vision, goals, and values, as well as its customer base and industry partners, and draft your letter to address their specific needs. You could, for instance, incorporate a personal narrative that aims to connect your abilities to their situation, whether it is a problem or a project they are working on. Most employers will be interested in a solution-oriented candidate who is also familiar with their company and initiatives.
Show your passion for the job
Customer service can be a demanding job. Employers typically look for candidates who can exhibit resilience, which frequently results from passion. Share your enthusiasm for the job to demonstrate that you are passionate about helping others and can withstand pressure. It shows the recruiter that you are interested in the position and have a positive attitude towards the profession and the company.
The letter provides you with an opportunity to clarify any doubts about your suitability for the job. Demonstrate confidence in your capabilities. Also, address the company’s needs by offering practical solutions. For example, describe how you meet a specific requirement in the job description.
Use a storytelling approach
It can be easier for the reader to interact with your cover letter if you use a storytelling technique to engage them. Use your letter to elaborate on your qualifications rather than restate them verbatim from your resume. Use examples from your experiences (both professional and personal) to show how your skills can be advantageous. In addition, you can use the narrative approach to make a connection with the recruiter and let them know more about you as a person.
Use data to support your facts
Figures and statistics are more convincing than general statements. They can serve as evidence for the details you provide about your prior experiences, accomplishments, talents, and skills. For example, you can mention the number of customers you served or the amount of money you saved for the company.
Proofread the letter
You should proofread your cover letter for grammar and spelling mistakes. Ensure you have included all the relevant information. Ask a friend, colleague, or family member to review the letter and determine if you have included all essential details correctly. An error-free letter illustrates attention to detail and professionalism.
Customer service is about the ability to connect with customers and help them with their problems and queries. The customer service cover letter expresses your ability to do this effectively and persuasively. The key to writing an effective letter is adapting it for the specific job. Ideally, it will include a brief description of your experience, achievements, education, and skills related to the position. The letter should focus on your strengths and highlight your suitability for the job. In addition, consider learning about the company. The more information you have about the organization and the employer, the simpler it will be for you to build a connection and show that you are knowledgeable about their industry.