How to write a customer service cover letter (With examples)

By Indeed Editorial Team

Published 22 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.

If you're considering applying for a job in customer service, it's always a good idea to have a great cover letter to accompany your CV. A well-composed cover letter is a wonderful opportunity to highlight your relevant customer service skills and introduce yourself to a potential employer. Understanding what to include in the letter and how to compose it is essential. In this article, we discuss how to write a customer service cover letter and give you some examples to help prepare your own.

What is a customer service cover letter?

A customer service cover letter is a brief document, usually only one page in length, which accompanies your CV when you apply for a job. You usually address the letter to the person who is going to conduct your interview if you have that information available to you. The letter is a chance to summarise your professional history and highlight the skills that you think might be relevant to the role you're applying for. Often, applicants use the letter to introduce themselves, explain which position they're applying for and offer some brief information about themselves.

Related: What is a cover letter?

How to write a customer service cover letter

If you're applying for a job in the customer service industry, knowing how to write a customer service cover letter can help showcase your experience and skills in the field. If applying with a hard copy of your cover letter, follow all the steps, but if applying by email, you can skip ahead to step 4:

1. Include your contact details

For a hard copy of a cover letter, include your contact details at the very top. Using a clear, easy-to-read typeface can help a potential employer see your contact details at a glance if they wish to invite you for an interview. You can include your full address if you wish, but usually, the town and county are sufficient if you'd rather keep your full address private. The layout is up to you, but generally, applicants use one of the following two ways to include contact details in a letter:

Example 1:

[Full Name] | [Address] | [Email address] | [Phone number]

Mary O'Shaughnessy | Letterkenny | Co. Donegal | maryos@email.com | 085 123 4567

Example 2:

[Full Name]
[Address]
[Email address]
[Phone number]

Mary O'Shaughnessy
Letterkenny
Co. Donegal
maryos@email.com
085 123 4567

2. Include the date

The next step is to include the date you're sending the letter. You can include it on the line after your contact details. When including the date, write it as day, month and year.

Example: 30 May 2022

3. Include the recipient's contact details

Next, to ensure the letter goes to the right person in the company, it's a good idea to include the name of the person you want the letter to go to. Include their title and department if you have that information. Often, you can find these details in the job posting where you first saw the position advertised. You can include this in the line below the date.

Example:

Clare Healy
Store Manager
Healy's Homewares
Letterkenny
Co. Donegal

4. Open with a professional greeting

If you're writing an email cover letter to accompany your CV, you can start here. Including a professional greeting can help get your letter off to the right start. You can open with 'Dear' or 'Hello' followed by the recipient's name. If you don't have a contact name, although it's always better to find one if you can, you can open with 'To whom it may concern'.

5. Explain the purpose of your letter

Your introductory paragraph can explain why you're getting in touch. You might mention the customer service role you're applying for and follow this up with why you think you'd be a suitable candidate for the job. You might also mention where you saw the job posting if you wish.

6. Tell them a bit about yourself

Although your CV is going to explain in more detail your skills and experience, it can be useful to use the cover letter to highlight some of the main reasons you think you'd be a great fit. Mention any important qualifications you have or your most recent experience in customer services. You might also mention any achievements that you think might make you stand out above other applicants.

7. Conclusion

Draw the letter or email to a close-by reiterating why you think you'd be great for the job and how excited you are about the opportunity to interview. You can say you're looking forward to hearing back from them and thank them for their time. If you're sending an email, you can add a line explaining that you have attached your CV. For a hard copy letter, you can explain that you've enclosed a copy of your CV along with the cover letter.

8. Sign off professionally

Sign off with a professional closing such as 'Yours sincerely' or 'Kind regards'. Follow this with your full name. If you're sending an email and haven't included your full contact details at the top of the letter, you can include your phone number below your name after you sign off.

Example:

Kind regards,
Mary O'Shaugnessy
085 123 4567

Related: 10 best skills to include on a CV

Template

If you're ready to start composing your own customer service cover letter, you can use the template below to fill in your own details.

[Your full name]
[Your address]
[Your email address]
[Your phone number]

[Date]

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

[Professional greeting]

[Introductory paragraph explaining the role you're applying for and why you think you're a good candidate]

[Second paragraph detailing your experience in customer service and any skills and achievements that apply]

[Include a conclusion that reiterates your enthusiasm for the role and thank them for their time in reading your letter]

[Include a professional sign off]

[Your full name]
[Your phone number, if sending an email]

Related: How to end a cover letter (With tips and examples)

Example customer service cover letters

Here are some examples to help guide you in writing your own customer service letter:

Example hard copy cover letter:

Mary O'Shaughnessy
Letterkenny
Co. Donegal
maryos@email.com
085 123 4567

30th May 2022

Clare Healy
Store Manager
Healy's Homewares
Letterkenny
Co. Donegal

Dear Clare Healy,

I'm writing in regarding the position you recently advertised on your site needing a customer service representative. I have five years' experience in a very similar role and think I would be a great candidate for the job. In addition to my years of experience, I'm a skilled communicator and I have a passion for excellent customer service, which are skills I think would fit very well with the ethos of Healy's Homewares.

As you can see from my CV (enclosed) I have a QQI Level 6 in customer service and have spent the last number of years working at a large department store in Dublin in the customer service department. During my time there, I believe I have learned some important skills and have gained extensive experience in conflict resolution and problem-solving. I was also voted employee of the month on three separate occasions.

I think that the variety of situations I have dealt with successfully in my career so far makes me an excellent candidate for the role of customer service representative at Healy's Homewares. I'd love the opportunity to discuss this with you in further detail if you'd like to invite me for an interview. I am confident that my abilities and experience would be an asset to your company. I look forward to hearing back from you.

Kind regards,

Mary O'Shaugnessy

Example email cover letter:

Dear Mark Shelby,

I'm writing to you in relation to the position you recently advertised on your site for a customer service representative. I have three years of experience in a similar role and think I would be a great candidate for the job. I'm a skilled communicator with extensive experience in both online and telephone customer services. I have extensive experience in using a range of CRM software. In my current role, I deal with a high volume of customer queries daily and I am often called upon to give training to new recruits.

I believe that my software skills, combined with my passion for excellent customer service, make me an ideal candidate for this role. I'd welcome the opportunity to discuss this further with you at an interview and would be able to start within one month if my application is successful. I am confident that my abilities and experience would be an asset to your company. I look forward to hearing back from you.

Kind regards,

Mary O'Shaugnessy
085 123 4567

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