Do you like spreadsheets and databases? A data entry job might be right up your alley. Learn how to write a strong data entry cover letter and secure the next step in your career.
Excelling at inputting large quantities of data with perfect accuracy isn’t easy. Excelling at creating cover letters that can land you a job is a different can of worms.
Fret not. This guide will show you how to write a data entry cover letter that will turn your spreadsheet expertise into a career.
This guide will show you:
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First, let’s start with two examples of data entry cover letters.
Before we move to writing, let’s see two examples of data entry cover letters. This first one is for a candidate who already has experience in the field.
Tim Murphy
212-778-0105
doug@smith.com
Anchorage, Jan 21, 2022
Doug Mason
HR Manager
KomPsych
112 N Galena St
Moxee, WA 98936
Dear Mr. Mason,
As a long-time user of KomPsych’s services, I am excited to be applying for the Data Entry Specialist position at your company. With over 5 years of experience as a dedicated Data Entry Clerk and a high typing speed of 105 WPM, I’m confident I’m a strong candidate for the role.
In my current position at Washington Home Fixtures, I have honed my data entry skills by consistently entering 500+ records daily with an exceptional accuracy rate of 99.9%. I pride myself on my ability to maintain high precision, as demonstrated by spot-checks consistently exceeding the industry standard. I am particularly drawn to KomPsych’s commitment to accuracy and efficiency, as outlined in the job description. At Washington Home Fixtures, I implemented changes to order-entry forms, resulting in a streamlined process and saving $19,000 annually. Moreover, I onboarded and coached new hires, contributing to a 20% efficiency boost. Your requirement for quick thinking, attention to detail, and the ability to work independently resonates with my work ethic. My 15,000 KPH 10-key typing speed and proficiency in MS Office and CRM systems position me as a strong candidate for this role.
I am excited to bring my skills to KomPsych and contribute to the accurate and efficient entry of Network Health Care Provider data. I strongly believe that working on improving the various aspects of our healthcare system is paramount in today’s society.
Could we schedule a call or a meeting anytime next week? I’d love to discuss further how I can help KomPsych streamline processes and ensure proper data input and data safety.
Sincerely,
Tim Murphy
Not everyone has this much experience, and more crucially, many data entry jobs simply do not require it. So, how to nail the data entry cover letter with no experience? Let’s see how the second candidate tackled this problem.
Gina J. Reder
386-204-3047
gina@reder.com
Orlando, Jan 21, 2022
Tim Gorgon
HR Manager
VP Medical
1 Main Avenue
Orlando, FL 32801
Dear Mr. Gorgon,
I was excited to find a data entry clerk job opportunity on your website. With a typing speed of 80 WPM and experience in Excel, Access, and SQL, I am more than equipped to help VP Medical maintain flawless accuracy while increasing workload.
I have just finished Lime Heights High School with a 3.5 GPA, with my highest grades in IT, Math, and English. I have cultivated a passion for building websites that started in IT classes, and through this, I have been met with the necessity of learning some SQL to handle my databases. Furthermore, I have extensive Excel experience, including VLOOKUP and pivot tables, as I have been helping my father run his company accounts and records for his local business. My computer skills are second to none for someone my age, and I hope to study Computer Science at college after taking a gap year to gain valuable work experience.
I am eager to contribute to VP Medical during my gap year and would welcome the opportunity to discuss how my skills align with your company's needs.
Could we schedule a meeting or a call anytime this week to discuss whether any parts of the process can be easily automated?
Kind Regards,
Gina J. Reder
Now, let’s discuss how you can write a similar cover letter.
Data entry clerks input, update, and maintain information in computer systems and databases. Their key responsibilities include data input and verification, record keeping, and error correction. To succeed, they need typing speed, accuracy skills, and attention to detail.
This is how to write a job-winning data entry cover letter:
You know the value of a well-formatted document. And your cover letter for a data entry clerk job is just that—a document. Be concise, precise, and organized by using professional formatting. Use the same cover letter outline we advise for C-level applications.
Format your cover letter for data entry jobs like this:
Now that the formatting is done, let’s discuss what to include in your cover letter.
Use the same header as your resume header, but with additional lines required to address your cover letter. List your contact info, the city and date of the letter on a separate line, and the hiring manager's details. Look them up from the ad, the company website, optimized LinkedIn profile, or just call them up.
[Your Full Name]
[Your Job Title] (Optional)
[Phone Number]
[Email Address]
[LinkedIn Profile] (Optional)
[City and Current Date]
[Hiring Manager’s Full Name]
[Hiring Manager’s Position]
[Company Name]
[Company Street Address]
[City and Zip Code]
Expert Hint: If you’re applying online, there are some specific issues to remember when sending your legal cover letter electronically, which our email cover letter guide will clue you up on.
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Start the cover letter by introducing yourself and sharing some basic details. First, address the hiring manager by name. Next, tell them who you are and how many years of experience you have. Mention some transferable skills you have and one impressive professional achievement. One crucial skill for data entry specialists is typing speed. If you’re unsure about yours, you can take this simple test.
See this fill-in-the-blanks template for a data entry cover letter:
Dear [Hiring Manager’s name],
I am excited to apply for the [target position name] at [target organization name]. I have [number of years]+ years as a [previous position title] under my belt. My [skill] skills and typing speed of [your WPM value] make me an excellent candidate for the role. Furthermore, my achievements like [an impressive work achievement] prove I’m proficient in this line of work.
A “Dear [Last Name]” produces the best results when addressing the hiring manager. If you can’t find the recipient’s name, no matter how hard you try, you can go for “Dear Hiring Manager,” or “Dear [Team or department] Hiring Manager.”
Expert Hint: Some companies will ask for a motivation letter rather than a cover letter. Don’t get these two documents confused. Learn how to write a motivation letter that will impress every recruiter.
You need to show your relevant experience in a way that leaves no doubts. This means you should back your achievements with numbers as much as possible. Luckily for you, this is easy for data entry cover letters since you live and breathe numbers. If you’ve already mentioned your typing speed, you can still showcase the error rate and accuracy as well.
And if you think that seemingly basic skills like MS Excel aren’t worth mentioning, Excel has its use even in big data research, and that’s nothing to scoff at.
You can structure the middle section of your data entry cover letter like this:
As mentioned in the job posting, you’re looking for a data entry clerk skilled in [refer to the requirements of the job]. At [name of your previous employer], I processed approximately [X] records for the company at this time with a [X]% accuracy. I type at the aforementioned [X]WPM with an accuracy of [X]%. On top of that, I [two relevant work achievements].
Here’s an additional cover letter tip for you. If you want to, you can change the structure of this paragraph slightly and present your achievements in the form of bullet points.
Data entry jobs may not be the most exciting in the world, but there’s nothing wrong with that. These more entry-level jobs can still propel your career forward while letting you gain invaluable computer skills.
In the third paragraph of your data entry cover letter, we recommend you do two things. Appeal to the company's values to show your cultural fit, and discuss what this job will enable you to do. That second thing shows your desire for growth by itself.
See this example:
Working as a data entry clerk at [target organization name] would be a great opportunity for me to grow by learning invaluable computer and database skills that I plan to make the foundation of my career. As someone who values [a company’s value], I believe I have the prerequisite skills and the drive to contribute to flawless accuracy and lightning speed at [target organization name].
End your cover letter professionally and boldly ask for a call or an interview. You’ve made your case. Sometimes, people need an extra push. Show the recruiter there is still more you can do to help their company by teasing yet another professional achievement.
Under it, sign off with “Best Regards” or “Sincerely” and write your full name underneath it. You can add your personal signature, but it’s not necessary.
Here’s an example:
When could we schedule a call or a meeting to discuss how my [your relevant skill/experience/their most important requirement] skills can help [target organization name] achieve [something important to this employer]?
Best Regards,
[Digital copy of your handwritten signature] (optional)
[Your full name]
Expert Hint: Don’t have a resume yet? No need to panic. See our dedicated guide on how to write a resume for data entry jobs.
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When writing a cover letter for data entry jobs, remember to:
Do you have any more questions about writing a cover letter for data entry jobs? Did you find our data entry cover letter examples helpful? Leave a comment, I’ll be more than happy to hear from you!
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Mariusz is a career expert with a background in quality control & economics. With work experience in FinTech and a passion for self-development, Mariusz brings a unique perspective to his role. He’s dedicated to providing the most effective advice on resume and cover letter writing techniques to help his readers secure the jobs of their dreams.
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