How To Write A Customer Service Cover Letter (With Template)

By Indeed Editorial Team

Updated November 18, 2022 | Published July 26, 2021

Updated November 18, 2022

Published July 26, 2021

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.

Related: How To Write a Cover Letter: Top 3 Tips, Format & Examples

In this video, Holl explains what employers want from a cover letter, the optimal cover letter format, and 3 key strategies for success.

A customer service cover letter is a document that outlines your skill set and experience in the customer service industry. Writing one enables you to explain why you're a good fit for a particular customer service position. Whether you're an entry-level or a more experienced professional, learning how to craft an effective cover letter can improve your likelihood of getting the job. In this article, we discuss how to write a customer service cover letter, provide a template, and review examples of customer service cover letters.

How to write a customer service cover letter in 9 steps

Sending a well-written cover letter is important for securing the customer service position you want. Follow these steps when creating a physical copy of a customer service cover letter or start from step four if you're writing an email:

1. Write your name and contact information

Start with your full name at the top of the cover letter. Next, you can include your contact details, such as your phone number, email address and your city and province or territory. While you may write your contact information on the same line, having them on separate lines is also acceptable. Listing your contact details helps hiring managers understand how they can reach you.

2. Include the date

Next, write the date below your contact information. Typically, the date you include should be that of when you send the cover letter. Doing this helps you track your application's progress. Like other formal letters, you can write the date in full instead of the numerical format. For example, writing the date as September 14, 2021 is an acceptable format.

Related: What Is A Cover Letter? (With Tips, Template, and Example)

3. Enter the recipient's name and contact information

Next, list the recipient's name and contact information. Typically, you'd find this information on the company's website or the job posting. Contact the recruiter if you're unsure of how to address the letter's recipient. Correctly including the recipient's name and contact information shows you researched the organization before writing the letter.

4. Write a professional greeting

Your customer service cover letter should always include a professional greeting. Options to consider are "Dear" or "Hello," followed by the recipient's name. You may include a title if you're sure of the recipient's preferred title. For example, consider using Dr., Ms., or Mr. when appropriate.

5. Include the introduction

The introductory paragraph of your cover letter should outline the customer service position you applied for and the company's name. Follow this information by explaining why you applied for the role. Then, highlight your enthusiasm for the job and the prospects of working at the company.

6. Explain your customer service background

Next, discuss your background in the customer service industry. You can also mention any positive achievements you had in previous customer service roles. For example, if you helped improve customer satisfaction with your previous employers, use numbers to describe your impact.

7. Include your customer service qualifications

Write another paragraph about your core values and key qualifications. Your core values are fundamental ideas, practices, or beliefs that inform how you conduct your professional and personal life. You can explain relevant qualifications, such as achievements earned or customer service skills you developed in a similar customer service role.

8. State why you're an excellent candidate for the customer service role

Include a closing paragraph to reiterate why you are a promising candidate. Also, explain that you're looking forward to a positive response and hearing about the next hiring steps. Having a well-written closing can leave a good lasting impression on the hiring manager.

9. End with a professional sign-off

Finally, write a complimentary close, such as "Sincerely" or "Regards." Follow this with your full name. Remember to use a comma after the sign-off salutation. Be sure to write your name on a separate line below it.

Read more: How to Format a Cover Letter

Tips for writing customer service cover letters

Use these tips when writing your customer service cover letter:

Align your cover letter to the customer service position

Ensure the skills, experience, and other qualifications you mention apply to the customer service role. You may include employability skills. Employability skills are qualities that are useful in nearly every job. For example, you may outline your verbal communication and active listening skills and how you intend to apply them in the customer service position.

Avoid generic references to your abilities

Explain your skills and experience in terms of the business result achieved or problem solved. Doing this helps convince hiring managers that you have the qualifications for the job. For example, if you're good at providing exceptional customer service on short notice, you can explain how this quality helped you reach company goals or personal targets during peak business periods.

Keep your customer service cover letter short and to the point

When writing your letter, focus on the details that are relevant to the job. You can find what to emphasize by reviewing the sections in the job description and aligning your cover letter to it. For example, mention one or two professional achievements you are most proud of, instead of all achievements over your career. Try not to reiterate everything in your customer service resume.

Read more: How Long Should a Cover Letter Be?

Review your cover letter before submitting

Ensure you proofread and edit your work before sending it to hiring managers. Consider reading your cover letter aloud to identify grammar and spelling errors. You can also have a friend, family member, career coach, or mentor review your work. Request constructive criticism and areas for improvement to make sure you send the best version of your cover letter.

Read more: Writing a Cover Letter (With Tips and Examples)

Template for customer service cover letter

Here's a template you can use to write your customer service cover letter:

[Your name]
[Your city and province or territory]
[Your email address]
[Your phone number]

[Date of the cover letter]

[Recipient's name]
[Company name]
[Company's address]

[Professional salutation]

[Introductory paragraph explaining why you are applying for the customer service position]

[Second paragraph detailing your professional background in the customer service industry]

[Third paragraph demonstrating your educational qualifications, skills, and other qualities related to the customer service industry]

[Conclude by emphasizing your skills, abilities, and passion]

[Add a professional sign-off]

Examples of customer service cover letters

Review the following examples of customer service cover letters:

Example 1: Customer service representative

John Doe Toronto, Ontario
Johndoe@email.com
123-456-7890

June 14, 2022

Kevin Nguyen
Oak Tree Inc.
Toronto, ON

Dear Jane,

I am writing this letter to apply for the role of customer service representative at Oak Tree Inc. As a recent graduate, I'm looking for more exciting opportunities to apply my excellent sales, communication, and interpersonal skills in the customer service industry. I believe my skill set and work ethic qualifies me for this position.

During my undergraduate, I worked at the local bar, attending to an average of 85 customers daily. This part-time role helped me gain valuable experience in listening actively to customers and defusing difficult situations. I also introduced an innovative way of connecting tourists on campus by collaborating with software developers to build a user-friendly software application. If hired, I will put my best into representing your brand and ensuring the company's customers receive quality services.

Over the years, I have developed my problem-solving, computer, and critical-thinking skills. In my previous role, I achieved 76% client satisfaction by resolving customer complaints about the company's products or services. My well-developed computer skills helped me process orders quickly, and I responded to customers over the phone and through email regularly. I see this position as an opportunity to contribute to the goals of a leading company in the customer service industry while taking my first career steps.

I am confident my abilities and experience would be an asset to your company, and the prospects of working here excite me. I look forward to receiving positive feedback on the next hiring steps.

Sincerely,

Kevin Nguyen

Example 2: Customer service manager

Sandra Bay
Calgary, Alberta
Sandrabay@email.com
123-456-7890

June 24, 2022

Brandon Brown
Walnut Co.
Winnipeg, MB

Dear Brandon,

I am writing to express my interest in the opening for a customer service manager at Walnut Co. After working in the customer service industry for six years, I feel ready to advance into a management position. My most recent position involved supervising and collaborating with a team of customer service representatives. I feel my customer service skills, leadership qualities, and previous work experience have prepared me for this managerial position.

In my previous roles, I used my sales and communication skills to provide quality customer service to customers. I recently led a team to achieve service quality goals for the quarter and developed customer loyalty programs that improved repeat business by 45%. I'm confident I can reach similar customer service goals as the customer service manager at LMN company.

Over my career, I developed my public-speaking and active listening skills, which I used extensively in my previous roles. I'm also good at motivating and assisting teammates to reach customer service goals. I believe I can help bring value to this company and ensure customer satisfaction.

I look forward to hearing from you and would be happy to provide more information about my application whenever required.

Regards,

Sandra Bay

Now that we've discussed how to write a customer service cover letter, provided a template, and reviewed examples, you'll have many customer service cover letters tips to write your own.

The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.

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