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Customer Service Cover Letter Example

Use this Customer Service cover letter example to finish your application and get hired fast – no frustration, no guesswork. This cover letter example is specifically designed for Customer Service positions in 2022. Take advantage of our sample sentences + expert guides to download the perfect cover letter in just minutes.
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Customer Service Cover Letter Example
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Customer service cover letter example & writing guide

Although providing customer service is an aspect of every role, there are certain sectors where customer service is the main aspect including retail, call centres, and travel and hospitality. A role within customer service is suited to people with a warm and friendly personality, and those who are passionate about giving customers a positive experience.

If you are applying for a customer service role, you need to be able to show the reader that you will help the business to build a strong, positive brand, and that you will go above and beyond for customers. A cover letter is relatively short, so you need to be able to get your point across succinctly.

With this in mind, what should a customer service specialist consider before they get started on writing their cover letter? How do you make sure the reader is engaged with your cover letter and wants to progress you to the next stage? This is what you can expect to learn from this guide and our adaptable customer service cover letter example:

  • The best format to use for your customer service cover letter and the essential paragraphs
  • How to ensure every paragraph in your cover letter makes an impact on the reader
  • The most effective way to tackle your cover letter and avoid making any mistakes.
Expert tip

Resume.io is an expert resource for job seekers of all backgrounds and experience levels. Find even more tips in our  cover letter examples.

Best format for a customer service cover letter

Having the right format for your customer service cover letter will help encourage hiring managers to take you to the next stage. These are the key elements of a customer service cover letter sample:

  • Header of the cover letter
  • An appropriate greeting
  • Introduction of the cover letter
  • The main section, or body of the cover letter
  • The final paragraph with the conclusion and call-to-action

It is often not necessary to have experience in customer service to secure a role, and you won’t be required to hold a specific qualification. Most companies will be willing to offer a training scheme, although some may expect some form of customer service experience. The overwhelming need for this role is to be a people person, who loves being around and helping customers every day. You need to be a strong communicator and be able to work in a fast-paced environment. It is also often necessary to be a target-driven individual, as many customer service roles offer bonuses based on achieving specific targets. A desire to help customers, deliver an excellent service, and ensure the organisation is represented well are key for these roles.

Leave the reader with no doubt that you understand the day-to-day elements of the role, and how you would manage these. You will find a cover letter sample further down the page which will help give you a better understanding of what you could potentially write on your customer service cover letter.

This detailed cover letter guide will also provide you with more help and support with writing your cover letter to ensure you make the most of every paragraph.

This customer service cover letter example is a good start to use to write your cover letter. 

Cover letter header

The header of the cover letter is the section at the top that contains your contact details so the hiring manager can get in contact with you after reading your cover letter. You may find that the hiring manager won’t even progress to reading your CV if your cover letter makes enough of an impact. Make sure you have your contact details on it, otherwise they won’t be able to reach you!

Expert tip

Double-check your details before submitting 
Make sure you double-check that your details are correct and that the number/email etc you are providing are all in working order. If you have good recommendations on your social media profiles, don’t forget to include these.

The purpose of the cover letter header: The cover letter header contains essential details for the hiring manager to be able to contact you. 

Cover letter greeting

No one knows more about a positive greeting than a customer service professional. The greeting is the first experience the hiring manager will have of you, and while it is good to be friendly, you should also be courteous and professional.

It is reasonable to say ‘hello’ or ‘hi’ to customers, but you should not use this greeting on a cover letter. It can come across as a little too informal. Instead of using this greeting, you can use “Dear Mr/Mrs/Ms. Surname.” Many job adverts do not have any specific name attached to them, and in this case, it is perfectly acceptable to use “Dear Hiring Manager or Recruitment Team.” If you are using someone’s name, make sure you have spelt it correctly. No one likes their name to be incorrectly spelt, and even worse when it’s on a job application. Take a look at our cover letter sample below for clarification on what to write on your greeting.

The purpose of the greeting: A customer service expert should know how to greet a customer, and they should be formal with their address.

Adaptable cover letter example for a greeting

Dear Ms., Barrton...

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Cover letter introduction

The reader of your cover letter must get some insight into how you would treat a customer as they enter the shop, speak to you on the phone or send you an email. 

The introduction to the customer service cover letter should give the reader certainty that you are the perfect person for the job. To do this, they will need to get a clear understanding of what you believe great customer service is and how you will deal with your interactions with customers.

Not every customer will be a delight to deal with. Some will be extremely challenging, and you must ensure the reader is confident you can deal with the pressure. Get to the crux of your experience and provide relevant examples.

The purpose of the cover letter intro: Describe your experience in just a few sentences. Give the reader enough that they are intrigued to read on.

Take a look at our cover letter sample below to help you write yours.

Adaptable cover letter example for an introduction

With 15 years’ experience working within customer service roles, in a variety of settings, I have successfully managed difficult customers, while also ensuring I exceed my targets. I have received awards for being the top customer service representative in several organisations I have been employed in.

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Cover letter middle part (body)

The middle part, or body, of your cover letter is the place to let the reader know about the most significant aspects of your career to date. Although you want to keep it relatively short, this is the space where you can get your main points across and quantity your experience, where relevant. This is particularly relevant for customer service roles, as quantifiable data will be part of your everyday role.

If you are applying for a role within a call centre for example, the hiring manager will want to know how many calls you can make, and what targets you have achieved.

Customer service roles often have targets associated with them, and the hiring manager wants to know that you are motivated by these. They also want to be sure that you will be patient with customers and do your best to give them a positive experience. After all, if they don’t receive excellent service, they may not return, and they might write a negative review.

Word of mouth is important too. More people will discuss bad experiences than good.

Leave the reader with no doubt that you are passionate about delivering an excellent service and that you will go above and beyond the call of duty to ensure customers are happy. You will need to be engaging, personable and an extrovert in nature.

The aim of the body of your cover letter: Why are you passionate about customer service and what would a typical experience feel like for the customer? How would they feel after speaking to you?

Adaptable cover letter example for your middle paragraph

As an experienced customer service professional, I have achieved targets of handling 200 calls per day. I understand the importance of providing exceptional customer service to customers and ensuring they leave the call feeling like I have exceeded their expectations. I maintain the same calm, professional tone, regardless of the attitude of the customer, and focus on maintaining the brand of the company.

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How to close a customer service cover letter (conclusion and sign-off)

The conclusion of your customer service cover letter will need to be as strong as the introduction. You want to reinforce your interest in the role and your relevant experience. Be careful with the language you use in the sign-off, as the last thing you want is to make presumptions. Avoid saying ‘I look forward to my interview’ or similar language that suggests you expect an interview.

You can show your interest without coming across as demanding or presumptuous. The conclusion is a good place to write something that makes the reader want to find out more about you, and progress to reading your CV. The sign-off leads to the next stage of discussion.

Leave no doubt in the hiring manager’s mind that you are enthusiastic about progressing to the interview stage and that you will welcome the opportunity to meet them. You can finish it off with a call to action. Take a look at the cover letter sample below to adapt to suit your cover letter conclusion.

The aim of the conclusion/sign off: Reaffirm your interest in the role and leave them with no doubt that you should be progressed to the next stage.

Adaptable cover letter example for the conclusion

I believe that great customer service is the heart of any business. When you provide exceptional customer service, you will have a strong reputation and ultimately, a successful business. I would welcome the opportunity to discuss my customer service experience, and achievements, in more detail with such an esteemed organisation.

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Writing psychology: how to show your credentials

Your customer service cover letter can be a bit more personable than your CV, but you must still follow a structure. Keep in mind what you want to portray from your cover letter. As a customer service professional, the reader must leave your cover letter feeling that you are a positive, friendly, approachable individual with a great track record and passion for delivering a high standard of service. If you think about it in terms of if it were your business and candidates were applying for a customer service role, what key skills would you want to ensure they possess?

These are the main goals of a customer service cover letter sample:

  • Ensure the reader understands your vision of great customer service and how you will provide this.
  • Provide examples of your customer service experience and quantify these were applicable, i.e., working to specific targets.
  • Inform the reader about your approach to delivering excellent customer service.
  • Provide examples of any important achievements.

You must tailor your CV to the type of role you are applying for. A customer service role is different, depending on the industry. For instance, a customer service role in a call centre will often be heavily target-driven, whereas, although upselling is a part of a retail customer service role, it may not be the priority. The hiring manager will be more interested in your ability to communicate face-to-face. It is important to adapt your customer service cover letter to the role you are applying to.

Expert tip

Always quantify experience where appropriate
As discussed throughout the guide, there are different types of customer service roles, and you should adapt your cover letter based on the requirements of the role. If you are applying for a phone-based role, it will likely be target-driven. Therefore, you should always quantify your experience where possible.

For instance, discuss the average number of calls you can handle a day. The hiring manager will want to know your capabilities with quantifiable data. You can see how this is done inside our cover letter samples.

Customer service cover letter with no experience

It is not always necessary to have experience in customer service to acquire a job within this specialism. Some businesses will be more than willing to train you if you have the necessary ‘soft skills.’ These are some ways to improve your chances of progressing if you have no customer service experience.

  • Leave the hiring with no doubt that you are a positive, friendly person.
  • Talk about your desire to help customers and the fact that you will always go the extra mile.
  • Mention any relevant qualifications you have that apply to the role.
  • Talk about any roles you’ve had that have been target-driven.
Expert tip

Use positive language
As a customer service professional, you would be expected to be an expert in using positive language. This should be reflected throughout your customer service cover letter.

For example, you should not say ‘I am unable to’, focus on what aspects of the job spec you can do. 

Positive communication releases dopamine in our brain, which makes us feel good. On the other hand, negative communication releases cortisol, which makes us feel uncomfortable and panicked. Therefore, you should be aware of the language you are using throughout your cover letter. You aim to make the reader feel good.

How to avoid making mistakes in your customer service cover letter

Some key aspects of a customer service role are your ability to be organised and pay attention to detail. It is, therefore, important to take care of your cover letter. Even minor mistakes can be off-putting, so make sure you double (and potentially triple!) check it before you submit it. These are some areas to take careful consideration with:

  1. Spelling and grammar. Of course, the spelling and grammar used in your cover letter should be checked for accuracy. There are free tools you can use for this, such as Grammarly. You may even want to ask a friend or family member to check it over for you too.
  2. Stick to the point. It can be easy to get carried away when writing your cover letter but cover letters should always be short and to the point. You only need to include the most important elements. Your CV will provide more detail.
  3. Use positive language. As we talked about earlier in the guide, it is important to ensure you stick to positive language. Don’t discuss what you can’t do, only focus on what skills and experience you have that are relevant to the role.
  4. Don’t forget the formatting. An attractive design with a touch of color and visible header can go a long way in making your cover letter stand out. A free cover letter template can help you accomplish this quickly and easily.

Key takeaways

  1. Talk about your idea of great customer service and what that looks like to you.
  2. Provide concise examples of when you have delivered exceptional service and quantify it where relevant.
  3. Keep it short, with only relevant information, and use positive language throughout.
  4. Leave the reader feeling happy and excited after finishing your cover letter, and keen to learn more about you.
  5. Make sure your formatting catches the hiring manager’s interest while remaining professional and attractive

     
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