Do you need a cover letter for a resume? How important are cover letters? Should the cover letter be in the email or attached? Find your answers here.
Wow, you’ve just found the job.
It’s perfect for you. You know you have all the necessary skills to be a top-notch hire.
You’ve crafted a stunning resume. Now, it’s time for the final step. A customer service cover letter.
It can’t be just a letter. To stand out from all those other applicants, you need a cover letter to end all cover letters. And you’ve come to the right place.
In this article, you’ll get:
- Two sample customer service cover letters: one for an experienced customer service representative, another one for an entry-level candidate.
- Step-by-step tips on how to write a cover letter that will land you more interviews.
- A customer service cover letter template you can copy, adjust, and have a ready cover letter in 15 minutes.
For starters, read these two customer service cover letter examples. What do you think makes them so great?
1. Customer Service Cover Letter Examples
First, see this sample customer service cover letter for a candidate with a few years of relevant professional experience, Alex.
The job to which Alex is applying requires experience in analyzing data and optimizing customer service processes.
See how well this customer service cover letter shows he’s the perfect candidate:
Example #1: Mid-Level Candidate
Anytown, 15 July 2019
Head of Customer Experience
144 Rodeo Drive
Anytown, 60623 IL
As an long-term enthusiast of ContiMax’s industry-famous emphasis on providing data-driven customer experience solutions, I was thrilled to see an opening for a Customer Service Representative with your company. With my 3+ years of experience in developing strong, proactive, customer-focused relationships with contractors, I am positive I can help increase your customer happiness scores while driving demand for ContiMax’s products.
In the job listing, you state that you’re looking for a CSR skilled in data-driven problem solving and improving processes. In my current position with Ohio Saves, I prepared bi-weekly reports analyzing contractor and project data to identify trends and flag issues to be addressed through process improvements. My reports helped identify and fix a major process bottleneck and led to a 200% increase in customer request reaction. I’m sure I will translate my experience into similar results for ContiMax.
I love the fact that at ContiMax, you base all your customer service initiatives on solid data, not guesswork. Being part of your team and creating the industry best practice guidelines would be a dream opportunity for my career development.
Can we schedule a meeting or a call to discuss solutions for optimizing key processes at ContiMax while boosting your Customer Satisfaction Scores?
Wow, Alex is going places, you can be sure of that!
Did this example seem overwhelming? Afraid you don’t have a stab at your dream CSR job because you don’t have such a wealth of experience?
Even without much experience in the industry, you can write a customer service cover letter that will make the hiring manager go:
“This one has so much potential! Let’s arrange an interview, I want to meet her in person!”
Meet another one of our candidates, James. He’s applying for a Customer Service Associate job that requires creative problem-solving.
James has never worked in customer service before. But her cover letter shows that she has the necessary transferable skills to make a stellar employee.
Example #2: Entry-Level Candidate (No Experience)
Anytown, 19 August 2019
Customer Service Team Leader
100 Flower Road
Anytown, 60964 IL
Dear Ms. Tackett:
As a highly-motivated final-year college student with strong interpersonal skills, well-developed sense of empathy and attention to detail, I would like to apply for the position of Customer Service Associate with XYZ Corp. I have been using your products for the past couple of years and I’m sure I have a good understanding of the needs of your target customers.
In the job ad you posted on LinkedIn, you say you’re searching for candidates with the ability to solve unexpected problems in creative ways. During my studies, as a volunteer, I co-organized five student conferences at external venues and was responsible for managing the accommodation and transportation, as well as registering guests. It was a very fast-paced work with a lot of unknowns to take into account. I am positive this experience has prepared me for working in a customer support role at XYZ Corp. I’m looking to use my communication and organizational skills that I developed through volunteering to help you improve your customer happiness scores.
I would value the opportunity to discuss your customer service team’s objectives and show you how my dedication and attention to detail combined with a good knowledge of your products can translate into customer service excellence for XYZ.
Alright, so you’ve seen two pitch-perfect examples of cover letters for customer service representatives.
Let’s walk through all the steps of writing an equally good cover letter for you.
If you’re pressed for time, you’ll get fill-in-the-blank templates for each part of your CSR cover letter: all you’ll have to do is enter your information.
Don’t have a resume ready yet? See a dedicated example here: Customer Service Resume Sample
2. How to Write a Cover Letter for Customer Service Jobs Step by Step (Template)
Here’s how to write a job-winning customer service cover letter:
1. Follow the rules of business cover letter formatting
You cover letter has to make a good first impression. One that conveys professionalism, attention to detail, and, last but not least, your knowledge of the business etiquette.
Here are the key rules for formatting your cover letter:
- Left-align all contents, don’t use justification.
- Set 1-inch margins on all 4 sides.
- Pick an elegant, readable font—ideally, one of the classics. Arial, Tahoma, Verdana, Helvetica, Georgia.
- Use 1.15 line spacing.
- Never let your cover letter spill over to the next page. A single page is always enough.
Expert Hint: According to this report by Glance, it takes 12 positive customer experiences to make up for one negative experience. Make sure your well-formatted job application documents provide perfect reader experience. If you mess up, you won’t get those 12 extra chances.
2. Create a professional cover letter header with contact information
The one thing that’s most important about your cover letter header? It has to be identical to the one on your resume.
A header for both a cover letter and a resume has to include your full name, followed by your job title, and contact details.
On a cover letter, below the header itself, put the city and date and the inside address of the hiring manager.
If you don’t feel super confident about your typography and design skills, simply left-align all contents.
Follow this template:
Customer Service Cover Letter Header Template
[ Your Full Name]
[ Your Job Title ] (Optional)
[ Phone Number ]
[ Email Address ]
[ LinkedIn Profile ]
[ City and Date ]
[ Hiring Manager’s Full Name ]
[ Hiring Manager’s Position, e.g. Customer Service Team Leader ]
[ Company Name ]
[ Company Street Address ]
[ City and Zip Code ]
3. Introduce yourself and identify the job to which you’re applying
The first paragraph of a customer service officer cover letter has to do one thing:
Ensure the hiring manager she’s reading something relevant to her.
The first step? In the greeting, address the hiring manager by name. Do some research to find out who the hiring manager is. Can’t find the name online? Call the reception and ask.
Start the cover letter by identifying the job for which you’re applying and briefly explaining what skills and experience make you a good fit.
See this template for reference. Just fill in the blanks with your information.
Customer Service Cover Letter Sample: Introduction
Dear [Hiring Manager’s Name]:
When I found the job listing for the position of Customer Service Representative with [Target Company Name], I was thrilled. As a customer service professional with [number of years] years of professional experience, highly skilled in [data analysis/critical thinking/problem solving/Jira Service Desk/MS Excel/other relevant skills you have] I’m sure I can help your team with the upcoming challenges.
Expert Hint: Want to validate your great customer service skills and become more valuable a hire? Get certified! The most prestigious industry certifications are offered by the Customer Service Institute of America. They take 60 to 115 hours to complete and cost between $1,300 and $2,200, but guarantee a sky-high ROI.
4. Highlight your relevant strengths
The second paragraph of the cover letter should refer to the requirements of the customer service job you’re targeting.
You need to show that you’ve got what it takes to be successful at your new position. Identify a few key requirements in the job description and give examples of your past duties and achievements that show you’ll handle the new challenges.
See this fill-in-the-blank example.
Cover Letter for a Customer Service Representative: Middle Paragraph
In the job listing, you state that you need a Customer Service Representative experienced in [refer to the requirements of the job]. In my most recent position with [Name of Your Current or Most Recent Company] I have succeeded in [responsibilities, duties, or projects you’ve successfully completed, supported by metrics, if possible]. I strongly believe my expertise will translate into similar results for [Target Company Name].
Expert Hint: According to Vonage data, U.S. companies lose more than $62 billion annually due to poor customer service. If you can showcase any cost-saving solutions you implemented in your past jobs, make sure to mention them in your CSR cover letter!
5. Explain why you want in
In the third paragraph, you’ll want to drop in a compliment or two.
Sure, they’re looking for an employee to satisfy particular business needs. But they also want you to genuinely enjoy the job—this way, they’ll know you’re likely to stay with the company beyond your onboarding process.
Make them feel special. Highlight the fact that you want this job more than any other job.
Not sure how? Use this template:
CSR Cover Letter Example: Your Motivation
I love the fact that, at [Target Company Name], you focus all your customer service activities on [something you genuinely admire about the company]. Your values and mission perfectly reflect my professional beliefs. Joining your team would be a dream opportunity for me to grow and develop my key skills while providing customer service excellence for [Target Company Name]
6. Finish with a clear call to action and a proper sign-off
To end your cover letter, ask for a meeting in person or a call. Emphasize your offer. Write that you’d love to meet to discuss how you can help.
Here’s a sample customer service cover letter closing you can use as reference:
Sample Cover Letter for Customer Service: Call to Action & Formal Closing
Can we schedule a call or a meeting to discuss how my skills can help [Target Company Name] achieve all your KPIs in the upcoming months?
[Digital Copy of Your Handwritten Signature]
[Your Full Name]
When writing a cover letter for customer service positions, you should:
- Address the cover letter directly to the hiring manager.
- Introduce yourself, mention the position for which you’re applying and list your key strengths in the introduction.
- Show relevant achievements that match the requirements of the job and make an offer to help your target company with their challenges.
- Explain your motivation to join the company.
- Close with a call to action, asking for a meeting or a call.
Got any questions? Need further help with writing your covering letter for customer service jobs? Let me know in the comments, I’ll be more than happy to help!