Customer Service Cover Letter Samples (Guide with Examples)

Customer Service Cover Letter Samples (Guide & Examples)

When applying for a customer service job, the first step is to present your resume. The problem with simply presenting a resume is that all the other applicants would’ve done the same. If you want to increase your chances of getting hired, you should also attach a customer service cover letter. The customer service cover letter will enable you to contextualize background information by highlighting customer service skills and experiences that may be lacking in your resume.

Your customer service cover letter will also briefly highlight why you think you’re the perfect candidate. Proper analysis of the job listing will enable you to identify major qualifications that you should have as a candidate. You must understand how to compose and structure a compelling cover letter to help you stand out from the crowd. This article will explore how you can structure your customer service cover letter.

Skill to Mention in Cover Letter

It is essential to show the hiring manager that you have the skills required to be a great customer service representative. Your customer service cover letter should mainly contain your soft skills, which will enable you to fulfil your obligations.

 The following skills should be highlighted in your customer service cover letter:

  • Good communication skills, patience, interpersonal skills, and persuasive speaking show your ability to interact with customers.
  • You should also indicate your problem-solving skills, empathy, and active listening skills to help show your ability to assist a customer in need of your services.
  • Other crucial skills that should be indicated are your responsive, adaptive, critical thinking, and fast learning ability.
  • Your ability to be service-oriented and professional should also be indicated.
  • Lastly, indicate your clerical skills to help show that you have basic mathematical skills, typing skills and can use Microsoft Excel.

Structure of a Customer Service Cover Letter

Your customer service cover letter should be well structured to ensure that it effectively communicates that you are the perfect candidate. It will also help strengthen your resume, especially if you have little to no work experience. Therefore, you must have a clear understanding of the elements of a well-structured customer service cover letter.

The following is a guide on what to include in your cover letter:

Sender and recipient’s contact information

It would be best to indicate your contact information. The details should include your name, address, phone number, and email. You should then indicate the date and finally provide the contact details of the hiring manager. Ensure that the hiring manager’s details, including their name, title, and company name, should be provided in the customer service cover letter.

For example:

Mark Brown
55 Main street
New York, NY 16895
555-555-6758
[email protected]

June 30, 20xx

John smith
Employer
XYZ Company
345 Pilgrim Road
New York, NY 1111

Salutation 

Secondly, you should indicate a salutation that addresses the recipient of your letter by their last name. You can obtain the recipient’s name from the company website. You can also call the company to find out the recipient’s name. If you cannot identify the recipient, you can indicate a general greeting.

For example:

Dear Mr. Smith,

Or

To Whom It May Concern,

Make an elevator pitch

The beginning of your customer service cover letter should grab the reader’s attention. You can achieve this by indicating how you fit into the role. You should also indicate why you are excited about joining the company as a customer service representative and demonstrate how obtaining the position aligns with the goals you have set out for your career.

For example:

I’ve wanted to work for XYZ company for years, so I was extremely excited when I saw your job posting for a customer service representative. I believe that I have the skills and experience necessary to occupy the role. It is that my working with XYZ will enable me to further polish my career.

Highlight your customer service experience

Next, you should briefly highlight your experiences as a customer service representative. You should select experiences that demonstrate specific skills mentioned in the job posting. The information provided should show how you would put the skills mentioned into practice. You can also mention your volunteer experiences if you have little to no work experience,

For example:

I have six years of experience working as a customer service representative at Zin Tech. I have been responsible for taking calls from customers, responding to their concerns, and updating their accounts using Microsoft Excel. By exercising empathy and active listening, I have improved customer experience using my problem-solving skills.

Emphasize your soft and hard skills

You should also highlight your soft and hard skills to help show that you have what it takes to be a good customer service representative. You should review the job posting to identify if there are any specific skills mentioned that a candidate must possess. Include these skills in your letter and avoid reproducing your resume in your cover letter. You may also indicate that you are looking to develop specific skills by working at the company.

For example:

To perform well at my current job, I have had to learn and think on my feet. I have also had to practice patience, especially since I engage with customers. Therefore, I have decided to advance my education to help improve my skills. I believe that working at XYZ company will allow me to use this education to advance my career further.

Explain your accomplishments

You should then briefly explain your accomplishments and back them up using numbers or percentages. Indicating your accomplishments help show the hiring manager that you can yield results. You can also indicate any company award you have received, like employee of the year.

For example:

I have been awarded employee of the year for three consecutive years due to the positive feedback that the company has received from customers who engaged with me. I have also helped identify and resolve the most commonly mentioned issues presented by the customer. This has helped retain 60% of customers.

Provide examples of your achievements

You should also provide examples of the achievements you have explained. Your examples should provide a link between your experiences and skills. In addition, the examples will help show the value you could bring to the position.

For example:

One example of an issue that affected many of our customers was an operational problem in our tech that occurred last year. I was able to identify the cause of the issue as a hidden feature. I informed management, who were able to mitigate the problem before it caused further damage to customer trust in our products.

Show your passion for customer service

It is important to show the hiring manager that you care about your job by indicating a solid introduction, researching the company, and writing a genuine and persuasive letter. The hiring manager is likely to gravitate towards the candidate that shows genuine concern about the company and its customers. Therefore writing a letter that shows passion for the job will increase your chances of being selected.

For example:

The incident made me realize why I love this job so much. Being there when customers do not know what else to do and when they finally receive the help they need is immensely fulfilling. I could not imagine doing anything else.

Closing paragraph (say thank you)

You should conclude the customer service cover letter by expressing your gratitude for the hiring manager’s time and consideration. In addition, it would help to express that you are looking forward to the next stage in the hiring process. Finally, end the letter with your name and signature.

For example:

I believe that the indicated skills and experiences I have, make me a suitable candidate for the position. I hope to discuss my application further in person. Thank you for your time and consideration.

(Your Signature)

Mark Brown

Customer Service Cover Letter

The customer service cover letter template and samples given below:

Template

[Your Name]
[Address]
[Phone Number]
[Email]

 [Date]

 [Hiring Manager’s Name]
[Title]
[Company Name]
[Address]

Dear Mr., Ms., Mrs., Dr [Last Name],

In response to your job posting on [name of the medium], I am writing which indicate that you are looking to hire a customer service representative. I believe that my six years of experience as a highly dedicated and competent customer service representative at [name of current company] makes me a perfect fit for the job. Furthermore, working at [name of company] will enable me further to polish my career.

My time at [former company] has enabled me to hone my [ indicate and elaborate your customer service skills.]. These skills have helped me to deliver exceptional customer service to clients. Moreover, using these skill have also enabled me to cater to every type of customer. As a result, while working at [former company], I increased customer satisfaction by 40% in 2 years. July 4, 20xx

I believe the skills and experiences indicated qualify me for the position. I hope to discuss my application further in person. Thank you for your time and consideration.

Sincerely,

[Your Signature]

[Your Name]

Sample 01

Lisa May
55 Queens Road
Los Angeles, CA
555-875-5278
[email protected]

 January 3, 20xx

 Trevor Steadman
Employer
Rockwell LLC
781 Ranks Road
Los Angeles, CA

Dear Mr. Steadman,

I am writing this letter to you in response to your job posting in The Daily Mail, which indicated that you are looking to hire a customer service representative. I believe that my six years of experience as a highly dedicated and competent customer service representative at ICP tech makes me a perfect fit for the job. In addition, working at Rockwell LLC will enable me to further polish my career.

My time at ICP has enabled me to hone my communication and interpersonal skills. It has also allowed me to put my problem-solving skills to good use. These skills have enabled me to deliver exceptional customer service to clients. Using patience and listening skills has allowed me to cater to every type of customer. While at ICP, I increased customer satisfaction by 40% in 2 years.

I believe that my skills and experiences indicated qualify me for the position. I hope to discuss my application further in person. Thank you for your time and consideration.

Sincerely,

[Your Signature]

Lisa May

Sample 02

Tom McClure
333 Greenlight Street, California, CA 3333-333 444 444
[email protected]
Teresa Monroe

March 3, 20xx

Human Resource Manager
Goodlife Hospital
3333 Greenlight Rd.

Dear Mrs. Monroe,

I am writing this letter to apply for the open customer service representative post in your hospital. I have a strong belief I am the candidate you are looking for. My background in supporting patients during their medication process is something I always wanted. With over two years of experience, I have exactly what it take to bring your hospital one step closer to its objectives.

Having me as your customer service attendant at your hospital, you can be assured you have the best out of the best. I welcome any call for an interview in the future so that I can expound more on my qualifications. Thanks in advance.

Sincerely,

Tom Monroe

Sample 03

Nina Myers
5566 Saldon Courts
Mount View, TX 2323
(515) 688-3434

June 05, 20xx

Hiring Manager
Zion Hotels
413 Portmore Rd.
Colorado, CL 3434

Dear Sir/Madam,

I am seeking the position of the customer service representative at the Zion Hotels Colorado branch. I have heard a positive reputation about Zion Hotels, and therefore, I enclose my resume with this cover letter for consideration.

As a highly competent and professional hotelier, I will bring service-centered as well as a hardworking attitude to your hotel. In my current position, I maintain efficient and quality services to my customers. Therefore, if given a chance, I will ensure I contribute immensely to the growth of your hotel. I am highly optimistic and looking forward to your response.

Sincerely,

Nina Myers

Sample 04

Subject: Call Center Customer Service

Dear Miss Adrian,

I am responding will enthusiasm for your job posting on the daily newspaper for a call center customer service representative. I believe my extensive experience and skills will match perfectly for this job.

I am a highly motivated person with a workaholic attitude. Besides my hardworking, I am always keen on ensuring my clients are satisfied whatsoever. If given a chance, I can prove myself without any hassle.

I welcome the opportunity to learn more about the position and how I can contribute to the success of your firm. Feel free to contact me at [contact numbers] or [email address]. Thank you for your time.

Sincerely,

John Walkman

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    Tips

    When writing your customer service cover letter, there are a few practices that you should consider as discussed below. These practices play an essential role in making your letter more effective.

    Use quantifiable data

    It would be best to consider using quantifiable data when indicating your achievements. The data will provide specificity. It also helps make the details in the customer service cover letter more credible.

    Keep your letter concise

    You should write a one-page cover letter of three paragraphs to keep it concise. You can even include bullet points that highlight the details you would like the hiring manager to focus on. It is crucial to remember that the hiring manager is probably busy and will therefore appreciate a short letter.

    Spell check

    Once you finish writing the customer service cover letter, you should proofread it. Ensure that the cover letter is free from spelling and grammatical. It helps show that you’ve paid attention to details which is a crucial skill in customer service.

    Key Takeaways

    The Key Takeaways of a customer service representative include:

    • A customer service cover letter elaborates on skills and experiences that make you a perfect fit for the desired company. Your cover letter should be concise and compelling to help increase your chances of being selected.
    • You must ensure that you indicate skills relevant to the customer service position. Skills like good communication skills, problem-solving skills, and persuasiveness, among others, are required for you to fulfil your responsibilities as a customer service representative.
    • When crafting a compelling customer service cover letter, you must highlight your customer service experience and indicate your soft and hard skills. This will help show that you have what it takes to occupy the position.
    • It would help to consider using a customer service cover letter template to structure your information appropriately. You should also review a sample to help in the writing process.