Write a Successful Customer Service Cover Letter
Ready to find out how a spectacular customer service cover letter can help you stand out from the crowd? Then read on!
In today’s globalized and ultra-competitive marketspace, brands worldwide have quickly realized just how important excellent customer service is. While gaining new customers is vital in the early stages, holding onto the customers you have makes a business sustainable in the long run.
That’s why there’s an increasing international demand for customer service reps, team leads, and managers – even despite the rise of technologies like customer service chatbots! Customers need that person-to-person engagement to really feel heard, and it takes a human being to understand and anticipate another’s needs.
That said, there are also a lot of job hunters out there competing for those positions. Hiring managers are often flooded with applications and resumes after a job is posted. That’s where an attention-grabbing, highly professional customer service cover letter can set you apart.
The purpose of a great customer service cover letter
There are a number of advantages to submitting an eye-catching customer service cover letter along with your resume:
#1. It indicates that you took the time and effort to customize your application, rather than just sending a generic resume. Adding a cover letter immediately shows that you’re willing to go that extra mile – exactly what employers are looking for in a customer service rep.
#2. It gives you a unique opportunity to tailor your application to the specific requirements of the advertised role.
#3. It makes your application more polished and professional overall.
#4. It instantly helps you stand out from other applicants who just sent through their resumes on their own.
#5. It’s a great place to point out any experience or qualifications you have, which are pertinent to this particular role.
Most of all, though, your cover letter gives you a chance to convince the reader you’ve got what it takes to do the job. It’s that ‘elevator pitch’ that engages their interest and makes them take you seriously.
Customer service cover letter breakdown
Ready to get started? Here’s how you should structure your cover letter and what you should include for the best chance of success.
#1. Your contact info
#2. The recipient’s contact info (if you’re using a more traditional cover letter format)
#3. An engaging intro that immediately highlights your suitability for the position
#4. Any experience, skills, qualifications, or training that are relevant to what the employer is looking for
#5. A closing comment to wrap up your cover letter and get the employer excited to read your CV
Note:
If you’re sending a hard copy of your cover letter (or attaching it along with other documents through an online careers portal) you should structure your cover letter as you would a standard business letter. That means including all your contact information either straight under your header or on the top-right if you’re going for a more traditional format.
For example:
| Your Name 123 Your Street, City, State, Zip Code | Your contact number | Your email addressDate of application HR Manager’s Name Company Their addressCityState and zip code |
Addressing the letter directly to the person making the hiring decisions gets their attention straight away. Of course, it’s not always possible to find out who this is, especially if the ad you’re responding to has been posted by a recruitment agency. In these cases, a simple “Dear Hiring Manager / Recruiter” or “To Whom It May Concern” will do the trick just fine.
Note:
If you’re sending a hard copy of your cover letter (or attaching it along with other documents through an online careers portal) you should structure your cover letter as you would a standard business letter. That means including all your contact information either straight under your header or on the top-right if you’re going for a more traditional format.
Now it’s time to dive in! Read and re-read the job posting, looking for any key competencies or experience they’re looking for. This is like your own personal cheat sheet for ticking all their boxes.
You can also get a sense of the right tone to use in your customer service cover letter this way. If the job posting uses very formal language, then that’s probably a good sign to keep your own tone professional. If the posting clearly conveys that this is a vibrant and youthful kind of company, make your tone light and fun to match.
For your opener:
Do a little research on the company and its products or services. If you have experience in a similar industry, make that clear right from the start. If not, rather focus on the soft skills and attributes that make you a good fit for the role.
For your cover letter body:
Showcase any achievements or experience you have, which can benefit the employer. Give examples wherever you can.
For your closer:
Sum up what you have to offer this particular employer. Revisit the job posting one final time to make sure you’ve covered everything they’re looking for.
Customer Service Cover Letter: Dos and Don’ts
Do: Back up any claims you make. If you managed to increase customer retention at your previous position by 7.5%, and the employer has stated they’re looking for someone who can reduce customer churn, then point this out!
Don’t: Make your customer service cover letter too long. Hiring managers and recruiters are busy people, and they’ve likely been flooded with applications. Keep it brief and leave them curious to find out more through your resume.
Do: Read the job posting extra carefully, multiple times, and tailor your cover letter to point out how you tick all their boxes.
Don’t: Simply give a summary of your resume or CV. You only want to highlight the points which are most relevant to the position you’re applying for.
Do: Show an interest in what the company does, and point out how you can help them. If you’ve used their products or services, feel free to let them know without being too much of a suck-up.
Don’t: Make boastful claims or over-sell yourself. Humility is an essential trait in anyone who works in customer service! State your achievements humbly and in plain language.
Tips for Writing a Professional Customer Service Cover Letter
- Crafting great cover letters and matching the employer’s tone takes a little practice! Don’t aim for perfection right away, but rather try and make each letter a little better than the previous one.
- Use a spelling and grammar checker. Hiring managers have to have a great eye for detail, so they’re going to spot errors.
- If in doubt about the right tone, keep it formal and professional.
- Avoid the temptation to resort to a generic customer service cover letter for every application. Having a template to work off is fine, but the more you customize your cover letter for each and every role you apply for, the better your chances of landing that interview.
- Remember to include your contact details in your signature if you are sending your cover letter in the body of an email.
Quick Summary:
- Remember that your cover letter is your opportunity to show why you’re the right person for this particular job. Customize it as much as you can.
- Use the job posting as your cheat sheet for what skills and experience to highlight.
- Aim to match the employer’s tone.
- State your achievements in plain language, and back them up with facts whenever possible.
Other Resources:
CustomersFirst Academy offers comprehensive customer service training designed to help you grow your skills and advance your career.
To keep learning and developing your knowledge of customer service, we highly recommend the additional resources below:
How To Write A Successful Customer Service Cover Letter (Includes Free Sample)
How to Write a Short Resignation Letter (FREE Sample)
Reference Letter vs Recommendation Letter: What You Need To Know
Write a Winning Customer Service Manager Resume (FREE Sample)
