How to Write a Customer Service Representative Cover Letter

By Indeed Editorial Team

Published 19 June 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

When you apply for a role as a customer service representative, the employer may expect to learn about your qualifications by reading your resume and cover letter. While your resume summarises your professional background in multiple sections with lists, your cover letter acknowledges the hiring manager directly and explains your work experience and skills in greater detail. Learning how to create an engaging cover letter can make the employer feel more confident in hiring you. In this article, we discuss the steps for creating a customer service representative cover letter with a template and an example to guide you.

How to write a customer service representative cover letter

You can compose your own customer service representative cover letter by following these steps:

1. Study the job description

An effective cover letter shows you're an ideal fit for the job by including content that matches the job description. Every employer recruiting for a customer service representative position may have different expectations for job candidates, so it can be important to include relevant information about your career.

Study the job description to figure out what skills, work experience or career achievements apply the most to the job you're seeking. For example, if you're applying for a job at a technology company, you can highlight roles where you sold electronic devices to customers. You can also use the job description's exact keywords to emphasise that you're a match for the job.

2. Create a header

Once you've contemplated what information to include, you can start the writing process for your cover letter. Open a blank document on your computer and type your first and last name at the top-left corner, creating the first line of the header. When the hiring manager receives your cover letter, they can look at your header to see who and where you are and how to contact you. Write your phone number, email address and location on the second line. Follow up on another line with the date and the employer's name.

Related: Top Customer Service Interview Questions and Sample Answers

3. Acknowledge the reader

Insert white space before writing an opening salutation, a formal greeting to the professional reading your cover letter. Make sure you acknowledge the reader by the title of their role. For instance, you can write, Dear Hiring Manager. If you know the hiring manager's name, then Dear [title + last name] is a suitable salutation. You may find the hiring manager's name at the bottom of the job description or in the staff section of the company's website. A personalised greeting and the employer's name in the header can show you're targeting that company.

4. Write your introduction

The introduction of your cover letter contains two to three sentences that explain why you're the best fit for the customer service representative job. A compelling introduction piques the hiring manager's interest in you as a candidate, which may inspire them to pay extra attention to your job application. Describe what motivated you to apply for the job and showcase your knowledge of the company. You can also provide a brief overview of your credentials, including your soft and hard skills and professional experience. Discuss your career aspirations to show the employer you're prepared to make positive contributions.

Related: What Does a Customer Service Representative Do? (With Skills)

5. Elaborate on your credentials

While your introduction is short, the middle paragraphs of your cover letter contain details about your professional background in customer service. Use examples to show your proficiency in essential areas, such as communication, problem-solving and time management. You can also draw attention to your career accomplishments. For instance, you can discuss how you decreased the response time for customer enquiries by 18% or maintained a 96% satisfaction rating among customers looking for assistance at the call centre. Use the body of your cover letter to convince the employer that you can fulfil the responsibilities of a customer service representative.

Related: 17 Customer Service Skills: Definitions and Examples

6. Compose a conclusion

The conclusion of your cover letter is a similar length to your introduction and reinforces that you look forward to working in the company's customer service department. Insert a call to action to inspire the hiring manager to facilitate a conversation with you in the future. For instance, you can state your willingness to answer any questions they have about your resume or job application, which may encourage them to invite you to an interview. You can also thank the reader for reviewing your cover letter. Consider summarising your credentials to make a lasting impression on the hiring manager.

7. Insert a closing salutation

The closing salutation signals to the hiring manager that you're concluding the correspondence. Use a formal salutation to maintain the formal tone of your writing. Examples include kind regards, many thanks and sincerely. Insert another block of white space before adding your first and last name at the bottom of the document, representing your signature.

8. Proofread the document

The final step of the writing process is proofreading, ensuring that your cover letter positively reflects you as a prospective customer service representative. Make sure that you adhere to grammar and spelling rules, and consider reading your words out loud to determine if your vocabulary choices and sentence structures make the content easier to read and interpret. If you want a second opinion, send a copy of your cover letter to a trusted friend or family member and ask for feedback on how you can enhance your explanations of your expertise in customer service.

Related: Customer Service Resume Summary Guide (With Examples)

Template for a customer service representative cover letter

When you're ready to format a one-page document that details your customer service experience and skills, use the following template:

[First name] [Last name]
[Phone number] | [Email address] | [Location]

[Date]

[Company name]

Dear hiring manager,

[Express excitement for the position, including the role title and the company name]. [Introduce yourself by explaining why you're applying for the job, how the job aligns with your career goals and what specifically draws you to the company].

Paragraph 2

[Explain your relevant experience and qualifications without repeating what's in your resume]. [Highlight 1 to 2 relevant achievements with facts and data when possible]. [Explain why you're a good fit for the company].

Paragraph 3

[Express gratitude]. [Summarise qualifications]. [Restate interest in role]. [Call to action, availability and preferred contact method].

[Complimentary close],

[Signature]

Example of a customer service representative cover letter

Here's an example of a customer service representative cover letter that you can reference as you create your own:

Joseph Thorton
+61 3 9898 1212 | josephthortonretail@email.com | Sydney, NSW 2000

20 May 2022

Electronic Leisure Enterprises

Dear hiring manager,

I'm writing to you excited about the prospect of becoming a customer service representative at Electronic Leisure Enterprises. I've worked in customer service for the past 10 years and have a dynamic knowledge of technological products and helping consumers operate them correctly. That's why I believe I'm an excellent candidate for this position.

As a professional at a call centre, I delivered important information to customers about inventory and answered their questions. According to online surveys, my efforts led to a 12% boost in customer satisfaction. I'm passionate about helping others and addressing their concerns, and I emphasise conflict resolution and relationship-building every time I converse with a customer. My time management and organisation skills have enabled me to identify customers' needs and respond promptly, skills that I can bring to the workplace at your organisation.

Thank you in advance for reviewing my cover letter and resume. I look forward to hearing from you to learn more about the position and how I can contribute to Electronic Leisure Enterprises. If you have any questions, please don't hesitate to call or email me.

Kind regards,

Joseph Thorton

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