How to write an effective customer service cover letter
At the forefront of customer-company relationships, customer service professionals are the architects of personalized recommendations, troubleshooters of challenges, and champions of unforgettable customer journeys.
If you're ready to join this group of skilled customer service professionals, your gateway is a captivating cover letter — a canvas where your skills, qualifications, and unswerving commitment paint a portrait of your dedication to excellence.
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In this guide, we'll teach you the 5 essential steps to writing a cover letter as a customer service professional. Keep reading to learn how to:
- Create your customer service cover letter header & headline
- Personalize the greeting on your customer service cover letter
- Write an effective customer service cover letter introduction
- Highlight your accomplishments in customer service
- Conclude your cover letter with a strong closing statement
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1. Create an effective customer service cover letter header & headline
Whenever you write a cover letter as a customer service professional, the first key step is to craft a well-formatted header and headline.
Your cover letter header is a small block of text that includes all of the identifying information about you, as the applicant, and the company you are applying to. As for your cover letter headline, this is a title statement that helps to grab an employer’s attention and preview the information to come.
To help demonstrate how to effectively create each of these cover letter elements, we have provided more in-depth explanations and examples below:
Formatting the header
When creating your cover letter header, you do not have to follow a super-specific format. However, there are a few key components this header should include. It should contain between 3 to 4 lines of text that provide:
- The name of the company you are applying to (& the department, when applicable)
- Your name and professional title
- Your professional contact information (phone number, email address, LinkedIn, etc.)
Here's an example of a well-formatted headline from a customer service cover letter
To: McMillian Architecture Associates, Customer Service Department
From: Jane Doe, Customer Service Professional
(123) 456-7890 | janedoe@email.com | linkedin.com/in/jane-doe
Writing the headline
To craft a compelling headline for your cover letter, you should always use a keyword related to the position, an eye-catching number or trigger word, a powerful adjective or verb, and a promise.
Here's an example of a well-written customer service cover letter headline, followed by a quick breakdown of its key components
My 3-Step Approach to Customer Service & How It Can Improve Your Customers’ Satisfaction
Trigger Word/Number: 3-Step Approach
Keyword: Customer Service
Adjective/Verb: Improve
Promise: Your Customers’ Satisfaction – the inclusion of this detail at the end of the headline indicates to the employer that you will relate the information in your cover letter directly to their customers’ needs.
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2. Personalize the greeting on your customer service cover letter
Whenever possible, it is incredibly useful to include a personalized greeting on your cover letter.
Unlike generalized greetings — such as “To Whom It May Concern,”— a personalized greeting will address a specific person or department by name. In doing so, this type of greeting shows employers the level of effort you have put into researching their company beforehand, as well as your excellent attention to detail.
If you cannot pinpoint an exact person or department who will review your cover letter, try out one of the following alternatives:
To the [Company Name] Team
Or
To the [Company Name] Hiring Manager
3. Write an eye-catching customer service cover letter introduction
The headline and greeting of your cover letter serve an essential purpose by initially grabbing an employer’s attention. To keep employers hooked, however, you'll need to write an effective and eye-catching introductory paragraph that includes:
- A brief overview of your professional history and goals
- A statement on why you are enthusiastic about applying to this company
- A mutual acquaintance (when possible)
Here's an example to help demonstrate how to write a customer service cover letter introduction
To the [Company Name] Hiring Manager,
I am a Customer Service Representative with 4+ years of experience working directly with high-level corporate clients. Our mutual acquaintance and CEO of your sister company, Jack Smith, recommended I apply for this position after working with me at a recent business conference.
4. Highlight your accomplishments in customer service
Following the introduction of your cover letter are the body paragraphs, where you should strive to offer in-depth answers to the following questions:
- What excites you about working at this company?
- What do you hope to learn from working at this company?
- What accomplishments or qualifications make you stand out as an applicant?
- What key skills do you possess that are relevant to the position?
Focusing on accomplishments specifically is crucial, as they help to show employers the real-life and actionable value you can bring to a company.
Here are a few examples of how to describe an accomplishment in a customer service cover letter
- As the Customer Service Representative for [Former Employer], I implemented a new digital meeting scheduling system that reduced meeting waitlists by 45%. As a result of this improvement, customers expressed an 85% higher satisfaction rate with the overall customer experience when scheduling meetings with high-level staff.
- In my previous role at XYZ Company, I implemented a proactive follow-up system, resulting in a 20% increase in customer satisfaction scores. This initiative showcased my commitment to ensuring every customer interaction was not only resolved but also exceeded their expectations.
- During my tenure at DEF Solutions, my personalized recommendations and attentive service led to a 25% increase in repeat business from satisfied clients. Building lasting relationships through my proactive communication style has been a cornerstone of my customer service approach.
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5. Conclude your cover letter with a strong closing statement
The final component of any job-winning cover letter is a strong closing statement. In this closing statement, you should include:
- An enthusiastic sentence saying you are looking forward to hearing from them
- An additional sentence stating you will follow up, including how you will contact them or how they can contact you
- A formal sign-off
Here's an example of an effective closing statement from a customer service cover letter
I strongly believe my high-level Customer Service skills combined with your company’s commitment to customer satisfaction will prove to be an excellent pairing when I join your team. I would love to speak with you directly about this opportunity and am available to meet any weekday from 10 a.m. to 4 p.m. The best way to reach me is at (123) 456-7890.
Best Wishes,
[Applicant Name]
Follow this cover letter outline for maximum success.
