Are you looking to land more job offers in Customer Service?
A great cover letter will be key. This guide will cover everything you need for writing a job-winning Customer Service cover letter (including proven strategies, skills, templates, & examples).
All of the content in this guide is based on data from coaching thousands of job seekers (just like you!) who went on to land offers at the world's best companies.
If you want to maximize your chances of landing that Customer Service role, I recommend reading this piece from top to bottom. But if you're just looking for something specific, here's what's included in this guide:
- What To Know About Writing A Job-Winning Customer Service Cover Letter
- The Best Skills To Include On An Customer Service Cover Letter
- How To Address A Customer Service Cover Letter
- 3 Customer Service Cover Letter Examples
- The 8 Best Customer Service Cover Letter Templates
- 3 Tips For Writing A Job-Winning Cover Letter
Here's the step-by-step breakdown:
Customer Service Cover Letter Overview: What To Know To Write A Cover Letter That Wins More Job Offers
What do companies look for when they're hiring for a Customer Service role?
When hiring for a customer service role, companies are looking for someone with strong communication skills, who is an active listener and is able to both understand customer needs and provide clear and effective solutions. They need someone who possesses empathy and patience, as they may often be dealing with customers who are upset, angry or frustrated.
In addition to these personality traits, companies are looking for specific experience and technical skills, such as proficiency in certain software and data management tools. Overall, companies want to hire someone who is customer-focused, service-oriented, and able to work effectively in a team.
Candidates should be able to handle a high volume of calls or requests, multitask, and prioritize tasks effectively to provide the best possible customer experience.
Your cover letter should show the company that your personality and your experience encompasses all of these things.
Additionally, there are a few best practices you want to follow to write a job-winning Customer Service cover letter:
- Address the job requirements: Review the job posting and identify the key skills and requirements the employer is looking for. Incorporate these into your cover letter by giving specific examples of how you have demonstrated these skills in previous roles.
- Highlight your customer service experience: If you have previous experience in customer service, highlight this in your cover letter. Share specific examples of how you have resolved customer issues, demonstrated empathy, or provided exceptional service.
- Use a professional tone: Your cover letter should be written in a professional tone, with correct grammar and spelling. Avoid slang, jargon, or informal language.
- Customize your letter: Avoid using a generic cover letter that can be sent to multiple employers. Instead, customize your letter for each job you apply for by tailoring your language to the specific company and job requirements. Add an extra personal touch by addressing the letter to the hiring manager, if their name is available to you.
- Demonstrate your enthusiasm: Show the employer that you are excited about the opportunity to work for their company and in the customer service role. Use language that conveys your enthusiasm and interest in the position.
- Use metrics and numbers: Whenever possible, use metrics or numbers to demonstrate your achievements in previous roles. For example, if you increased customer satisfaction ratings or reduced wait times for customers, use specific numbers to illustrate this.
- Close with a call to action: End your cover letter by expressing your interest in an interview and providing your contact information. This shows your eagerness to move forward in the application process and makes it easy for the employer to get in touch with you.
- Proofread: Make sure to thoroughly proofread your cover letter for any grammatical errors or typos. A well-written, error-free letter can make a strong first impression. I recommend using Hemingway App to do this.
Let's dive deeper into each of these so you have the exact blueprint you need to see success.
The Best Customer Service Skills To Include On Your Cover Letter
Keywords are one of the most important factors in your cover letter. They show employers that your skills align with the role and they also help format your cover letter for Applicant Tracking Systems (ATS).
If you're not familiar with ATS systems, they are pieces of software used by employers to manage job applications. They scan cover letters for keywords and qualifications and make it easier for the employers to filter and search for candidates whose qualifications match the role.
If you want to win more interviews and job offers, you need to have a keyword-optimized cover letter. There are two ways to find the right keywords:
1. Leverage The 20 Best Customer Service Keywords
The first way to find the right keywords is to leverage our list of the best keywords and skills for an Customer Service cover letter.
These keywords were selected from an analysis of real Customer Service job descriptions sourced from actual job boards. Here they are:
- Customer Service
- Team Member
- Customer Service
- Microsoft Office
- Follow Up
2. Use ResyMatch.io To Find The Best Keywords That Are Specific To Your Cover Letter And Target Role
The second method is the one I recommend because it's personalized to your specific cover letter and target job.
- Open a copy of your target job description
- Head over to ResyMatch.io
- Select the “Job Description Scan” from the scan type selector in the upper right corner of the tool
- Copy and paste the job description into the field on the left
- Hit scan and review the results
ResyMatch is going to scan the target job description and show you the exact keywords and skills that are relevant for the role and that you should weave into your cover letter.
Here's a video walking through this whole process:
How To Address A Customer Service Cover Letter
Personalization is what makes a cover letter stand out. That starts from the very first sentence where you greet the person reading your cover letter! There are two ways to do this well:
1. Use The Hiring Manager's Name
The first, and best, is by including the hiring manager's name. Let's say that you discovered the hiring manager's name from a post on LinkedIn or via an informational interview.
This is the jackpot! All you need to do is use their name in the introduction, like this:
But we won't always have the luxury of knowing the hiring manager's name. Here's what you do in those cases:
2. Use This Formula: To The [Department] Team at [Company]
If you don't have the hiring manager's name, no problem! You can address your cover letter to the team that you're applying to.
For example, if you're applying to for a Product Marketing Manager role at Discovery Education, you might start you cover letter like this:
This shows the reader that this letter has been written specifically for them and the content inside of it will support that.
It's much more relevant and personal than “To Whom It May Concern!”
For more advice on writing a strong opening to your cover letter, check out this guide.
3 Customer Service Cover Letter Examples For 2023
Now let's take a look at all of these best practices in action. Here are three cover letter examples for different situations from people with different backgrounds that are all applying for Customer Service roles:
Customer Service Cover Letter Example #1: A Traditional Background
Our first example is a cover letter written by a candidate with traditional Customer Service experience. Here is what an example of their cover letter might look like:
Customer Service Cover Letter Example #2: A Non-Traditional Background
Our second cover letter example comes from a candidate looking to transition from marketing into Customer Service. This cover letter illustrates how they identify and speak to their transferable skills:
Customer Service Cover Letter Example #3: Landing A Customer Service Role In Spite Of A Career Gap and Non-Traditional Experience
Our third example highlights a candidate with Marketing and Events Management experience who, after a layoff, is looking to transition into Customer Service. Here is what their cover letter might look like:
The 8 Best Customer Service Cover Letter Templates
At this point, you know all of the basics you'll need to write a Customer Service cover letter that wins you more interviews and offers. The only thing left is to take all of that information and apply it to a template that's going to help you get results.
We made that easy with our CoverBuild tool. It has 8 proven templates that were created with the help of recruiters and hiring managers at the world's best companies. These templates also bake in thousands of data points we have from the job seekers in our audience who have used them to land job offers.
3 Tips For Writing A Job-Winning Customer ServiceCover Letter
You're off to a strong start! But I've got a few more tips to help you take your cover letter to the next level:
1. Use ChatGPT To Write Your Cover Letter In <30 Seconds
All of these tips and best practices work, but you still have to implement them. Normally, that'd mean you sitting down and spending hours brainstorming ideas, typing, deleting, and typing again, and then feeling absolutely drained.
Now there's a way to work around all of that so you save your best energy for the writing and edits that matter most. Here's how it works:
- Head to ChatGPT (you'll need to create an account – it's free)
- Ask ChatGPT, “Please write me a cover letter for an Customer Service role. The role I'm applying for is [Job Title] role at [Company]. Here is the job description: [Paste Job Description]. And here is my resume: [Paste Resume].
- Watch ChatGPT write up a pretty darn good cover letter base!
Here's a video of me doing this with a real cover letter if you want to see the steps in action:
Note: I do not recommend or advise that you simply copy and paste the content from ChatGPT into your cover letter and submit your application. ChatGPT is great for doing 80% of the baseline work, but you still need to review, revise, and personalize the content yourself.
2. Include Measurable Metrics And Outcomes
Too many job seekers only focus on the actions that they took and not the outcomes that resulted from those actions. As a hiring manager, it's impossible to differentiate between a dozen candidates who were all “Responsible For Increasing Customer Satisfaction Rates.”
If you want to win, your cover letter should speak to the specific outcomes that you drove in previous roles. That could be:
- The percentage by which customer complaints decreased
- The average reduction in wait times for your calls
- The retention rate of your clients
- The rate at which you provided first-contact resolutions to customer issues
These numbers will show hiring teams what you're capable of and make your value crystal clear!
3. Match Your Cover Letter And Resume Design
They're the exact same car, down to the year, make, and model. The only difference is the way the product was presented. Like I said, quality impacts perceived value.
One of the best ways to boost the quality of your cover letter is to make it look clean, professional, and have it match your resume. That's why the resume templates in our resume builder tool match the cover letter templates in our cover letter builder:
If you use both tools to create your cover letter and your resume, your entire application is going to be top notch.
Key Takeaways To Wrap Up Your Job-Winning Cover Letter
You made it! We packed a lot of information into this post so I wanted to distill the key points for you and lay out next steps so you know exactly where to from here.
Here are the 5 steps for writing a job-winning Customer Service cover letter:
- Start with a proven cover letter template from CoverBuild.io
- Use ResyMatch.io to find the right keywords and optimize your cover letter for each role you apply to
- Start your cover letter with a personalized greeting for the hiring manager or team name
- Emphasize the measurable outcomes and value you drove in previous roles (include metrics!)
- Compare the draft of your cover letter to the examples on this page to make sure you're on the right path
- Use a tool like Hemingway App to proofread your cover letter before you submit it
If you follow those steps, you're going to be well on your way to landing more Customer Service interviews and job offers.
Now that your cover letter is taking care of, be sure to check out our guide on writing a job-winning Customer Service resume (with examples!).