Applications for a front desk receptionist job can be competitive. A cover letter can go a long way in convincing the hiring manager that you are the right candidate for the job. As a receptionist, you are expected to be the face and voice of the company to incoming guests, and therefore, making a good impression is vital when applying for the position.
A cover letter allows you to do just that by making a good impression on the recruiter. The letter should reflect a high level of professionalism to signify your capabilities if allowed to represent the company. It should be persuasive and highlight your strong skills as a receptionist. This article will discuss how to do that.
Free Sample Letters
Letter V/S Email Version
A receptionist cover letter can be sent as a hard copy or by email. This will usually depend on the application guidelines of the specific company you are applying to. A physical format outlines the following information in the following order: your details, date, company details, formal salutation, body, and a closing. The closing should include a handwritten signature.
The contents of an email version are outlined in the following order: subject line, salutation, body, and closing. The subject line should be structured so that the email can be sorted out from the multiple emails the recruiter will receive. Therefore, it must show the letter’s job title and include your name. The closing of an email version should include a complimentary close and contact information. Therefore, it doesn’t have to be signed.
How to Write a Front Desk Cover Letter
Creating an effective cover letter hinges on understanding what to include and where to place its components. While the will differ from one person and job to another, its structure will usually be consistent.
Below are the essential items to include in your cover letter for a front desk receptionist’s application:
Header
The first item on a letter is a header. A formal header introduces the sender and the recipient by indicating your name and contact details, the date, the recipient’s name, job title and contact details, the subject of the letter, and formal greetings to the recipient.
Introduction
After the salutation, a brief but informative introduction should be given. The introduction /should state the purpose of writing by identifying the job you are applying for. The letter should start with a solid introduction to capture the recruiter’s attention and persuade them to continue reading. Since recruiters will often look for someone who can engage with clients, a strong introduction is an excellent way to start.
Body
Next, you should provide a detailed body discussing your qualifications for the receptionist’s job and why you are a suitable candidate. The body section is your chance to market yourself to the recruiter.
Below is a guide on how to structure this section of your letter:
- Provide your brief educational background: You should start the section by briefly mentioning any relevant academic qualifications. Most companies will often require a high school diploma as the minimum, but applicants can have higher qualifications, especially for large companies.Â
- Highlight relevant experience: Afterward, you can outline any experience you’ve had as a receptionist or in any similar or related field. Consider using examples to illustrate how any experience contributed to your job as a receptionist. You can consult the job description to provide experiences that align with the responsibilities you’ll take up if hired.
- Highlight your front desk/receptionist skills: The cover letter should then mention your most vital receptionist skills and illustrate how they would benefit the company.
Some of the responsibilities of a front desk position include:Â
- Greeting clients
- Receiving and directing visitors
- Answering phone lines
- Sorting and distributing mail and documents
- Filing
- Fill in for administrative staff
- Facilitating communications between staff and clients
Therefore, any skills that show your competency in performing the mentioned tasks can be given. You shouldn’t just list the skills; you should provide context by giving experiences where you utilized the skills. For example, a good receptionist will have both soft and hard (technical) skills. Examples of soft skills include written and spoken communication skills, organizational skills, time management skills, multitasking, social skills, teamwork, and etiquette. Examples of technical skills include familiarity with database/spreadsheet software, such as Google Drive and MS Office, internet competency, data entry, calendar and scheduling, customer relationship management software, etc.
- Explain relevant achievements: A cover letter allows you to mention one or two achievements you’ve had in your previous employment or career. You can use numbers to quantify achievements. For example, you can pick a highlight of your previous job or a difficult task you undertook. Tying your achievement with one or two skills and relating it to the company’s vision and mission can go a long way in getting the recruiter’s attention.   Â
- Explain why you want to work here: The letter should also show why you chose the specific company. This may require some research to determine critical aspects of the company that you can tailor your letter based on. For example, you can state that you would like to be part of their vision and mission or have the same values as the company.
- Write about what you can do: To finalize this section, discuss in brief what you bring to the company. You can choose to focus on the critical responsibility in the job description and mention how you are suitable to take up that responsibility.
Conclusion
The last item is the conclusion. An appropriate conclusion will have a call-to-action statement, sign-off, and your signature. Your call-to-action statement includes a thank you statement and a request for an interview or contact. You should sign the letter by hand if you are sending a physical copy.
Front Desk Cover Letter
Template
[Your name]
[Street address]
[City, state, zip code]
[Phone number]
[Date]
[Name of recruiter]
[Company Name]
[Street address]
[City, state, zip code]
[Subject line]
[Salutation]
I want to apply for the [position] at [company name] as advertised on [channel of ad] on [date of job listing].
I have [academic qualification] and thus have adequate training in [mention the training field]. I’ve been a [previous employment title] for [duration]. Throughout my professional experience, I’ve acquired the following skills: [mention skills]. This experience has helped me become more proficient in the responsibilities listed in the job description]. Using my expertise, I could [mention an achievement and quantify success].
I believe I’ll be a worthwhile asset to your company because I have a background in the [mention the specific field] industry through my previous work as a [job title]. In addition, I can confidently operate [receptionist software] like the one used in your organization. As a result, I may require little to no training on how to use the software, thus making me a more suitable contender for the position.
I can interview for the opening. Please do not hesitate to contact me with any questions. I’d be delighted to answer any questions in person.
Sincerely,
[Your Signature]
Sample 01
Dear Ms. Johnson,
I am writing to express my keen interest in the Front Desk Receptionist position at Prestige Hotel Group, as advertised on your website. With a strong background in customer service and a commitment to creating a welcoming environment for all guests, I am excited about the opportunity to contribute to the renowned hospitality of the Prestige Hotel Group.
In my previous role at City Inn, I honed my skills in guest relations, problem-solving, and multitasking, often managing a busy front desk while ensuring each guest felt personally attended to. My experience has taught me the importance of patience, a friendly demeanor, and efficiency, which are qualities I understand are paramount at Prestige Hotel Group.
What excites me most about the opportunity at Prestige Hotel Group is your commitment to providing a unique and luxurious experience for every guest. I am particularly impressed by your initiatives in [mention any specific initiative of the company you admire], and I am eager to contribute to these efforts.
I am confident that my proactive approach and ability to quickly adapt to new systems and procedures would make me a valuable asset to your team. I look forward to the opportunity to further discuss how my skills and experiences align with the needs of your hotel.
Thank you for considering my application. I am eager to bring my passion for customer service to Prestige Hotel Group and contribute to your team’s ongoing success.
Sincerely,
Jessica Clarke
Sample 02
Dear Mr. Anderson,
I am writing to apply for the Front Desk Receptionist position at Bright Futures Consulting, as listed on [where you found the job posting]. With a solid background in administrative support and front office management, I am excited about the opportunity to bring my skills and enthusiasm to your dynamic team.
During my tenure at Summit Solutions, I developed proficiency in handling diverse administrative tasks, including managing incoming calls, scheduling appointments, and maintaining office organization. My ability to communicate effectively and maintain a welcoming atmosphere has been key to my success in creating a positive first impression for clients and visitors.
I am particularly drawn to the innovative and collaborative work environment at Bright Futures Consulting. I am impressed by your firm’s dedication to diversity and inclusion, and I am enthusiastic about the prospect of supporting such a forward-thinking team.
My strong organizational skills and attention to detail, combined with my ability to work effectively under pressure, make me an ideal candidate for this role. I am keen to leverage these abilities to support the day-to-day operations of Bright Futures Consulting.
Thank you for considering my application. I am looking forward to the possibility of contributing to your team and am eager to discuss how my experience and skills can be an asset to your office.
Warm regards,
Daniel Martinez
Sample 03
Subject: Application for Front Desk Receptionist Position – Sarah Jennings
Dear Mr. David Green,
I hope this email finds you well. I am writing to express my interest in the Front Desk Receptionist position at Elite Corporate Services, as recently advertised. With a strong background in customer service and administrative roles, I am enthusiastic about the opportunity to bring my skills and positive energy to your team.
In my previous role at Downtown Business Hub, I was responsible for managing a busy front desk, handling a high volume of calls, scheduling appointments, and providing administrative support to a team of 30 staff members. My ability to multitask, along with a friendly and professional demeanor, ensured smooth and efficient office operations, and I received a commendation for my exceptional customer service skills.
What draws me to Elite Corporate Services is your reputation for excellence in client services and your commitment to fostering a welcoming and efficient work environment. I am excited about the prospect of being part of a company that values high standards and a proactive approach.
I am adept at using various office management software and am quick to learn new systems. I believe that my proactive approach, attention to detail, and ability to work under pressure make me a great fit for the Front Desk Receptionist role at your company.
I have attached my resume for your review and would be delighted to discuss how my experience and skills could contribute to the success of Elite Corporate Services. Thank you for considering my application. I am looking forward to the possibility of joining your esteemed team.
Best regards,
Sarah Jennings
[555-123-4567]
Perfect formatting tips
Since a cover letter is a formal document, it should use formal formatting. For example, it should use an 11 to 12-point font size of a formal font like Times New Roman, Calibri, or Arial and should have a spacing of 1.00 to 1.15 with one-inch margins on all four borders. Also, its contents should be aligned to the left throughout.
Analysis
In this section, we’ll analyze these sample cover letters. Discover how these examples can guide you in expressing your qualifications and enthusiasm effectively for the position:
- Professional Tone and Clear Intent: The sample letters open with a professional greeting and a clear statement of intent. This sets a respectful and formal tone, which is crucial for a role that involves significant interaction with clients and guests.
- Relevant Experience and Skills:Â Each sample letter emphasizes the applicant’s experience and skills relevant to the role. For instance, they highlight experience in guest relations, problem-solving, multitasking, administrative tasks, and managing busy front desks. These skills directly relate to the demands of a receptionist’s position.
- Alignment with Company Values and Goals: The sample letters demonstrate that the applicants have an awareness of the specific company they are applying to and align their interests and values with those of the company. For instance, references are made to the company’s commitment to hospitality, diversity, inclusion, and client services. This shows research has been done about the company and a genuine interest in being part of its culture and contributing to its goals.
- Specific Achievements and Commendations: The applicants have provided specific examples of achievements, such as receiving commendations for exceptional customer service or successfully managing a team’s administrative needs. This not only demonstrates competence but also provides tangible evidence of the ability to excel in the role.
- Soft Skills: The applicants have emphasized soft skills like communication, a friendly demeanor, organizational skills, and the ability to work under pressure in each letter. These are critical for a receptionist, who often serves as the first point of contact in a company and needs to manage various tasks simultaneously while maintaining a positive attitude.
- Adaptability and Willingness to Learn: The candidates have expressed a strong emphasis on the capacity to seamlessly adapt to new systems and procedures, coupled with a keen enthusiasm for learning, in each letter. This attribute holds particular significance in roles that encompass diverse tasks and require proficiency in various technologies or software.
- In summary, these cover letters are effective because they combine professionalism, relevant skills and experiences, alignment with company values, specific achievements, essential soft skills, adaptability, and a personalized approach.
Do’s and Don’ts
It would be best to follow some specific writing techniques. The do’s and don’ts for crafting a cover letter for a receptionist position have been discussed below:
Do’s
When applying for the front desk position, you will always try to create a lasting impression on the recruiter. The following are different things you can keep in mind to boost your chances of selection:
- Follow the directions: Before writing the cover letter, always review the job advertisement and get familiar with the requirements. Employers will have guidelines and requirements listed in the job posting. You should ensure that you meet the requirements and follow the guidelines. When submitting your application, make sure all the requested materials are available.
- Use keywords: It is advisable to use keywords from the job listing. This can include skills or qualifications listed as mandatory for the position. The recruiter should be able to identify several keywords when skimming your cover letter.
- Prove your skills by giving relevant examples: You should use examples to demonstrate your skills rather than listing them as you did in your resume. In short, tie your skills to your experiences rather than simply mentioning the skills.Â
- Use logical format: Organizational skills are highly valued candidates for a receptionist’s job. The best way to demonstrate these skills is when structuring or organizing a cover letter. Arrange the information in the letter in a logical format—it can be chronological or functional. This means each component should be positioned in the right place. Also, use professional fonts and colors to make it legible.
- Use active words: You should use active or transitional words to create a flow of information. The recruiter shouldn’t feel like they are reading an array of statements listed together. Instead, the letter should be more of a narrative that shows how suitable an applicant is for the position. This often requires transitional words and phrases and rationally arranging the contents of the letter from one piece of information to the next.Â
- Get to the point: Always be straightforward. Prioritize important information and leave out any unnecessary details.
- Edit the letter if needed: You should go through the letter before printing or sending it. Then, make revisions until you are sure it is error-free.
Don’ts
If you want your cover letter to stand out, there are several things you can avoid. They include:
- Mentioning physical characteristics: You should not mention any physical qualities when discussing your suitability. Instead, only focus on your professional capabilities.
- Giving details of strange habits: The letter should not mention your odd habits or hobbies. As much as you want to be unique, this is not the way. Instead, only include habits and interests that are relevant to the job.
- Discussing private matters: You should only include professional details. Any private details, such as financial struggles, should not be included.
- Using lousy grammar: A cover letter should use grammatically correct language. Also, keep the tone professional.
- Including personal information: Do not include any personal information like a social security number or bank account number.
- Too much focus on education and experience: You should not focus too much on education and experience qualifications. Instead, focus on your skills more. The recruiter will be more interested in how well you can complete your duties and responsibilities.
Tip for Best action verbs
Examples of action verbs you can use to explain your capabilities include organized, coordinated, represented, arranged, communicated, responded, clarified, solved, maintained, and resolved.
Conclusion
A cover letter is a way for applicants to communicate their interest in the job and highlight skills and experience that make them suitable receptionists for the company they are applying for. Therefore, it marks the first interaction between you and the recruiter. It would be best if you always aimed to make a good impression through your application, and a cover letter is the right avenue to do that.
The letter should be professionally written, as it becomes part of your employee record if you get hired. Writing one will not be a complicated and frustrating step if you follow the guidelines provided in this article.
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