Applications for a front desk receptionist job can be competitive. A front desk 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 receptionist 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. A robust front desk cover letter should be persuasive and highlight your strong receptionist skills. This article will discuss how to do that.
Letter v/s Email Version
A receptionist cover letter can be sent as a hard copy or email. This will usually be dependent 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?
Knowing what and where to include components of a front desk cover letter is essential in crafting a solid cover letter. While the specifics of each cover letter will differ from one person and job to another, its structure will usually be consistent.
Below are the essential items to input in your cover letter for a front desk application:
Header
The first item on a receptionist cover 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 job and why you are a suitable candidate. The body of the front desk cover letter 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 body 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.
Highlight relevant experience: Afterward, in your receptionist cover letter, 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 receptionist 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:
- 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 soft skills and hard (technical) skills. Examples of soft skills for a front desk position 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, MS Office, internet competency, data entry, calendar and scheduling, customer relationship management software, etc.
Explain relevant achievements: A front desk 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.
Explain why you want to work here: The receptionist cover 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 of the letter, 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 on a receptionist cover letter is the conclusion. An appropriate conclusion will have a call-to-action statement, signoff, 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 if you are sending a physical letter.
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 [responsibilities listed in the job description]. Using my expertise, I was able to [mention an achievement and quantify success].
I believe I’ll be a worthwhile asset to your company because I have a background in the [metion 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 be hesitant to contact me for queries. I’d be delighted to answer any questions necessary in person.
Sincerely,
[Your Signature]
Sample 01
Ashley Hayes
123 Brighton Avenue
Castle Rock, MI 2074
2429 2030 0940
1/01/20xx
Mark Gonzalez
HR Manager,
Highlands Water Company
289 Industrial Park Rd
Lebanon, MI 2074
Sub: Cover Letter for the Application of the Receptionist Position
Dear Mr. Gonzalez,
I am submitting this letter in response to a job posting you posted on your company website on 26/12/20xx. I want to apply for the receptionist position at Highlands Water Company. It would be an honor to use my customer relationship skills to represent your company.
I have a bachelor’s degree in communication skills and community service. I have incorporated my academic qualifications into my work by handling customer issues in my previous employment, thus making work easier for senior and internal staff members. As a result, I have accumulated valuable experience as a receptionist in different companies throughout my ten years.
I have strong written and verbal communication skills that help me engage with customers and visitors effectively. I can prepare important documents like newsletters, customer care emails, meeting agendas, and other administrative documents through my written communication skills. In addition, I am a well-organized person with experience in Intuit Quickbooks, Microsoft Access, and Microsoft Office.
I’m a highly professional receptionist. I’ve managed to get “Employee of the Year” twice in two companies due to my dedication to my work and effectiveness in performing my duties and responsibilities.
Working at Highlands Water Company would be my pleasure. I am always delighted to work for companies that serve a greater purpose like yours – providing clean water to the community. I firmly believe I’m the right person to represent your company’s core values.
I look forward to hearing from you. I can present myself for an interview if needed. So kindly do not hesitate to reach out.
Yours Sincerely,
Ashley Hayes
Sample 02
Dear Ms. Precious
I write this letter to express my interest in your front office clerk vacancy in your hospital. I came across the listing in our local daily newspaper on March 10th, 20xx. In the past three years, I have served as the receptionist at Jack Enterprises.
In my task as a receptionist, I was tasked with organizing meetings in the organization, meeting customers and other visitors, processing cash and credit card payments besides issuing receipts, and passing out messages in and out of the organization.
This opportunity has enabled me to sharpen my interpersonal, communication, organizational, and problem-solving skills. When my boss was away, I was also responsible for the smooth running of the organization. I believe my skills, training, and experience will be a great asset to your organization.
I look forward to a meeting where we can discuss your goals, expectations, and demands for this job. Please feel free to contact me at your convenience.
Best regards,
Anita Mitchell
Front Desk Cover Letter (Word Format)
Sample 03
Subject: Front desk clerk application
Dear Mr. Pat,
I was extremely excited to come across your job listing for a new front office clerk at Sarova Stanley Hotels and Resort. My dream has been to be part of the success story of your group of Hotels. I have been a receptionist at Blue Spa Hotels for the last seven years.Over the years, I have gained many skills that make me the best candidate for this position. At Blue Spa Hotels, I have to handle hotel reservation systems and client invoicing.
For three consecutive years, I have earned the award of the best customer service attendant. I am also proud to have scoped other prestigious awards in the hotel industry that include:
99.01% customer happiness rating in the past year
Outstanding service award for Blue Spa Hotel years 2018
Team member award for the year 2014
I believe these few achievements are proof of my exemplary customer service. My job is to ensure travelers enjoy their stay away from home. This is what I will bring into Sarova Stanley hotels.
I will appreciate a meeting where we can talk more about what I can offer and your expectations for this role. I am available via phone and email. I look forward to meeting you in a few days.
Thank you.
Sincerely,
Angela Sanchez
Perfect formatting tips:
Since a receptionist’s cover letter is a formal document, it should use formal formatting properties. For example, it should use an 11 to 12 pt font size of a formal font type 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.
Free Sample Letter
Get free sample letters given below:
Do’s and Don’ts
It would be best to write an exceptional front desk cover letter or avoid specific writing techniques. The do’s and don’ts of 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 while writing your letter 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 experiences rather than simply mentioning the skills.
Use logical format: Organizational skills are highly valued in a person applying for a receptionist job. The best way to demonstrate these skills is when structuring or organizing a cover letter. Arrange information in the front desk cover 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.
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 receptionist’s cover letter before printing or sending it. Then, make revisions until you are sure the letter is error-free.
Don’ts
If you want your cover letter to stand out, there are several things you can avoid including in your letter. 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 limit your front desk cover letter to your professional details. Any private details such as financial struggles should not be included.
Using lousy grammar: A receptionist’s cover letter should use grammatically correct language. Also, keep the tone professional.
Including personal information: The letter should not outline any personal information like social security number or bank account number.
Too much focusing 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: 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 front desk cover letter is a way for job applicants to communicate their interest in a receptionist 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 in your application, and a cover letter is a right avenue to do that.
The letter should be professionally written as it becomes part of your employee record if you get hired. Writing a receptionist cover letter will not be a complicated and frustrating step if you will write by following the guidelines provided in this article.
