cover letter for a data entry job sample

15 Data Entry Clerk Cover Letters That Will Get Hired (NOW)

Are you are looking to write a cover letter for Data Entry Clerk jobs that will impress recruiters and get you noticed by hiring managers? You need one to apply for a job, but you don’t know what to say.

Cover letters are a crucial part of the job search process because they give employers an idea of our work experience and what we can bring to their company. Experiences that you have had in volunteer positions, internships, or past jobs can help employers see your skill set and how it would be a good fit for their company. A well-written cover letter can increase your chances by as much as 10% of getting called for an interview.

Here are 15 amazing Data Entry Clerk cover letters that are professionally written and will help you stand out and get that job!

Data Entry Clerk Cover Letters

Each cover letter is written with a different focus. Review all of them and pick the ones that apply to your situation. Take inspiration from multiple samples and combine them to craft your unique cover letter.

Data Entry Clerk Sample 1

I am interested in the Data Entry position and look forward to hearing from you soon. I am a recent college graduate with a degree in Business Administration and extensive data entry experience. My knowledge would be an asset to your company and I am confident that I would be a valuable addition to your team.

Data Entry Clerk Sample 2

Dear hiring manager, I am excited about the opportunity to work as a Data Entry Clerk at ABC Company. Please find my resume attached for your review. My experience in data entry and customer service would be an excellent fit for this position. I am available Monday-Friday, 9AM-5PM. Thank you for taking the time to review my application, and I look forward to hearing from you soon.

Data Entry Clerk Sample 3

Dear Sir or Madam,

My name is Tanya Peterson, and I am very interested in the Data Entry Clerk position you have available. I believe this would be a perfect fit for me as I have many years of data entry experience and would love to earn an income while working from home! I am currently pursuing a degree in computer science so it will be easy for me to learn all the technical skills necessary for this position. I believe my attention to detail and reliability would make me an excellent candidate for this job.

Data Entry Clerk Sample 4

My name is Brittany Burdett. I am currently a Data Entry Clerk for an engineering firm in the Midwest United States. I have strong analytical skills and am detail-oriented, which are both crucial attributes to success in this industry.

I recently graduated from University of Michigan with a Master’s degree in Engineering Management and would love to bring my skillset to your firm. I hope you will consider me for the Data Entry Clerk position on your team!

Data Entry Clerk Sample 5

I am writing to inquire about the Data Entry Clerk position advertised on your website. I would like to set up a time to come in for an interview.

As the Data Entry Clerk, you will be responsible for entering data into databases, performing calculations and financial analysis, and updating spreadsheets. It is important that you have excellent written and oral communications skills as well as proficient knowledge of Microsoft Excel, Word, Outlook Express or other email program. I believe my skillset qualifies me for this position because of my familiarity with Microsoft Office products and my work experience at ABC Company where I was responsible for all data entry tasks.

If you are interested in interviewing me please contact me by phone or email so we can set up

Data Entry Clerk Sample 6

I am a recent graduate from ____, and I am interested in learning more about your Data Entry Clerk position. I would like to send you my resume and cover letter for your consideration.

I graduated with a degree in ____ and have experience as a Data Entry Clerk, working for both large and small firms over the past few years. My duties included data entry, creating spreadsheets, performing data analysis, etc. These experiences have helped me learn about organizational concerns such as prioritizing tasks to ensure deadlines are met and balancing different priorities within an organization. Furthermore, my background has given me experience using office software such as Microsoft Excel and Word to complete data-related projects; this has allowed me to work independently on projects that require

Data Entry Clerk Sample 7

Dear Hiring Manager, I am writing to inquire about the Data Entry Clerk position at your company. I am a recent college graduate and want to start my career in data entry. I have a lot of experience in Excel and strong organizational skills that would be great assets for your company. Please let me know if you need more information or would like me to come in for an interview. Thank you for considering my application!

Yours Truly, ____________

Data Entry Clerk Sample 8

I am writing to provide you with my resume for the Data Entry Clerk position posted on Indeed.com. I have more than 8 years of experience working in data entry and excel, and I feel that this is an excellent opportunity for me to grow my skills as a Data Entry Clerk.

My qualifications match your description exactly, and I would be a perfect fit for your company! I hope you will contact me soon so we can discuss the position further.

Data Entry Clerk Sample 9

Dear Michael, I am writing to apply for the Data Entry Clerk position you advertised on LinkedIn. My skills and experience make me a perfect fit for this role. I am proficient in Microsoft Office and can type at 40 words per minute. I also have experience processing orders and maintaining databases. My resume is enclosed for your review, and I am available to answer any of your questions by phone or email. Please feel free to contact me so we can set up an interview time that works with both of our schedules. Thank you for considering me as a candidate!

Data Entry Clerk Sample 10

As a data entry clerk, I have had the opportunity to work with an assortment of software. I am proficient in MS Office, Excel, and QuickBooks. I have excellent typing skills at 80 words per minute on an error-free basis, and my attention to detail is second to none.

Data Entry Clerk Sample 11

Hi, My name is Carmen and I am a recent college graduate with a strong work ethic and 3+ years of data entry experience. I would like to apply for the Data Entry Clerk position at your company. With my skills and abilities, I believe that my skillsets will contribute to your team’s success!

Data Entry Clerk Sample 12

I believe I am a qualified candidate for the Data Entry Clerk position because of my background in customer service and data entry. As a Data Entry Clerk, I would be responsible for keying in data into the computer and maintaining files. These tasks require excellent organizational skills, attention to detail, and an ability to work quickly without sacrificing accuracy. Furthermore, I am proficient in Microsoft Office Suite programs sucha as Word and Excel which is essential for this position.

Data Entry Clerk Sample 13

I am applying for the open Data Entry Clerk position. I have time for this position because my current contract with your company is ending soon. My duties at my previous job were to enter data into a database in order to meet deadlines, which I found rather easy to do, and was done successfully in a timely manner. I would like this opportunity to work with your company again because i find data entry very interesting and think that it would be fine if given another chance. Furthermore, I am available at anytime you need me and will be willing to start immediately if needed.

I am writing in regards to the Data Entry Clerk job that you are hiring for.

Data Entry Clerk Sample 14

I am a recent graduate with a degree in _______ from ______ with a GPA of _____. I am looking for an entry-level data clerk position that would allow me to hone my skills as well as learn the field from the ground up. In pursuit of this goal, my current skills include proficiency with Word, Excel, and PowerPoint as well as proficiency in typing at 80 words per minute. I have been told by those close to me that I have a knack for organization and this has been evident in my past positions where I organized both physical and digital records for firms across the Midwest. With my dedication and skill set, these are some of the duties you can expect me to take on:

Organizing records Completing

Data Entry Clerk Sample 15

Dear ___________,

I am writing to inquire about your Data Entry Clerk openings. As a recent graduate with a Bachelor’s degree in Information Systems, I have three years of experience in data entry. Additionally, I have an excellent track record of providing accurate results while abiding by company policies and procedures. I am confident that my skills make me the perfect candidate for this position. If you are still hiring for this position, please contact me at __________. Thank you very much for your time and consideration!

Recruiters and hiring managers receive hundreds of applications for each job opening.

Use the above professionally written Data Entry Clerk cover letter samples to learn how to write a cover letter that will catch their attention and customize it for your specific situation.

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Data Entry Cover Letter Examples and Templates for 2024

• Cover Letter Examples

How To Write a Data Entry Cover Letter

• Cover Letter Text Examples

To write a data entry cover letter that lands your desired job, demonstrate your technical acumen by featuring impactful achievements and projects from your career. Quantify your accomplishments using metrics, data, and key performance indicators (KPIs) to enhance the impact of your contributions. Review our cover letter examples and expert tips to translate your professional experience into a powerful marketing document.

Data Entry Cover Letter Templates and Examples

• Entry-Level
• Senior-Level

To write a great data entry cover letter that truly stands out during the job search, you need to tailor your content to individual companies. Carefully review each job description to identify the top qualifications and skills that employers are looking for. Once you understand what to include in your cover letter, you can easily prioritize key aspects of your data entry experience that align with the company you’re targeting. important. Below, we’ll walk you through each section of your data entry cover letter:

1. Contact information and salutation

List all essential contact information in the header of your data entry cover letter, including your name, phone number, email, and LinkedIn URL. Be sure to address the hiring manager by name — Mr. or Ms. [Last Name]. If you can’t find the hiring manager’s name, use a variation of “Dear Hiring Manager.” This shows potential employers you’ve researched the company beforehand and have a genuine interest in the opportunity.

2. Introduction

Create a compelling introduction to draw the reader in at the start of your data entry cover letter. Highlight your most relevant qualifications and one key accomplishment from your career. In the example below, the candidate showcases their experience working on large-scale data migration projects and their knowledge of CRM tools. These types of projects involve far more than just data entry, which will show hiring managers they have the ideal qualifications to succeed in a higher-level role:

As a data entry specialist with seven years of experience, I have a proven track record of coordinating with high-performance teams to manage complex data migration efforts. During my time with Rosenthal Legal Associates, I led efforts for a major project to migrate data for over 5,000 clients to a new internal CRM platform. My qualifications and experience make me an ideal candidate for the data-entry specialist position with your organization.

3. Body paragraphs

Continue to emphasize your career achievements in the body paragraphs of your data entry cover letter. Start by mentioning something specific about the company’s reputation, work culture, or mission statement and why this excites you for the opportunity. Feature achievements that demonstrate your ability to manage and input data with a high level of accuracy and efficiency. This helps demonstrate how your unique experience as a data entry specialist can create value for potential employers.

Centerfold Inc.’s reputation for its inclusive and forward-thinking work culture draws me to apply for this position. I can provide valuable insights to improve productivity for your organization based on my career achievements:

• Migrated employee data and HR information between HRIS platforms and implemented a peer review audit process to improve accuracy by over 40%
• Collaborated with the data management and HR team to identify discrepancies, resolve errors, and deliver remedial training to team members to prevent inaccurate data entry
• Ensured data integrity and security for confidential HR data and employee information

4. Closing section

In the closing paragraph of your data entry cover letter, include a call to action inviting the hiring manager to schedule an interview. Reinforce how your efficiency and accuracy as a data entry specialist can improve operational effectiveness for potential employers. Be sure to thank the hiring manager for their time and consideration in the last sentence.

I hope to speak with you further regarding how my expertise in database migrations could benefit your organization. Feel free to contact me via phone or email at your convenience. I appreciate your time and consideration.

Best regards,

Skyler Thompson

Data Entry Cover Letter Tips

1. mention the company’s reputation and culture.

Customizing your cover letter for individual job applications is essential for generating interviews and grabbing the hiring manager’s attention. Prospective employers want to see that you’re serious about the position, so it’s important to mention something about the company’s reputation or work culture. This shows hiring managers you’ve researched their organization and have a genuine interest in joining their team:

Orson Energy Corp.’s reputation as a leader within the energy industry draws me to apply for this position. I’m passionate about bringing clean energy solutions to residential customers and protecting the environment. My experience as a data entry specialist would be an asset to your team based on the following achievements from my career:

2. Quantify your data entry experience

As a data entry specialist, you’ll be expected to manage complex reporting activities accurately and efficiently. Incorporating KPIs and metrics demonstrates that you’re data-focused and possess a keen attention to detail. In the example below, the candidate provides insights into how they improved data entry processes and enhanced efficiency for their previous employers, which will grab the attention of hiring managers:

• Led a major project to migrate confidential data for 5,000 client accounts to a new CRM tool, which included developing a new audit review process to ensure accuracy and data integrity
• Improved productivity for the marketing data team by developing new workflows, prioritizing project tasks, and automating manual data entry, which saved 15 work hours per week
• Provided training to over 10 new hires and delivered support to team members to identify solutions for technical issues during the data migration process

3. Feature your technical acumen

Data entry roles can be highly technical positions, and as such, it’s important to emphasize skill sets that demonstrate your expertise in this area. Pay careful attention to the job description as you craft your cover letter and feature skills that match the needs of the organization you’re applying to. Some common data entry skills include:

Data Entry Text-Only Cover Letter Templates and Examples

Allison Rosenberg  Data Entry Specialist | [email protected] | (123) 456-7890 | Philadelphia, PA 12345 | LinkedIn

January 1, 2024

Amy Smith Hiring Manager Orson Energy (987) 654-3210 [email protected]

Dear Ms. Smith:

As a data entry specialist with three years of experience , I have advanced knowledge of Microsoft Excel, SharePoint, and customer relationship management (CRM) tools. During my time with Clear Energy Corp. I managed complex reporting activities for customer data and account information. I also identified opportunities to streamline the data entry process by creating a knowledge base of Excel formulas, which reduced labor hours for manual inputs by 30%. I can achieve similar success with your organization in the data coordinator position.

• Managed and tracked customer cancellations, appointments, and account information, uploaded the data in SharePoint, and utilized the Microsoft Catalyst CRM tool to track schedules, manage customer cases, and generate reports
• Reduced work hours for manual data input by 30% by creating a knowledgebase of Excel formulas, which enhanced productivity across the team
• Analyzed KPIs, metrics, and customer trends and created reports for energy advisors

I would like to schedule an interview to provide more insights into how my experience as a data specialist can benefit your organization. Please contact me via phone or email at your earliest convenience. I appreciate your time and consideration.

Allison Rosenberg

Kevin Morrison Data Entry Specialist | [email protected] | (123) 456-7890 | New York, NY 12345 | LinkedIn

Hector Santos Talent Specialist Centerfold Inc. (987) 654-3210 [email protected]

Dear Mr. Santos:

As a data entry specialist with five years of experience, I pride myself on identifying process improvement opportunities and enhancing efficiency. During my time with Arkline Corp., I coordinated data entry processes for confidential employee data and human resources (HR) information. I also implemented a peer review process, which improved data integrity and accuracy by 40%. My experience in data management would be an asset to your team in the marketing data coordinator position.

Centerfold Inc.’s reputation for its inclusive and forward-thinking work culture is what draws me to apply for this position. I can provide valuable insights to improve productivity for your organization based on my career achievements :

I hope to speak with you further regarding how my experience can help your organization improve accuracy and data integrity. Please contact me via phone or email at your convenience. I appreciate your time and consideration.

Kevin Morrison

Skyler Thompson Data Entry Specialist | [email protected] | (123) 456-7890 | Boston, MA 12345 | LinkedIn

Akira Tanaka Hiring Manager Johnson and Roberts Law Associates (987) 654-3210 [email protected]

Dear Mr. Tanaka:

Johnson and Roberts Law Associates’ prestigious reputation as a high-end legal firm draws me to apply for this position. As a data specialist, I have a passion for identifying creative solutions for complex data migrations. I can deliver valuable contributions to your team based on my previous accomplishments:

Data Entry Cover Letter FAQs

Why should i include a data entry cover letter -.

The vast majority of data entry jobs won’t require a cover letter, but taking the time to build one may help differentiate you from the competition during the job search. Data entry job descriptions tend to be generic, emphasizing highly similar job functions and duties. A strong cover letter provides an opportunity to properly tell your story and why you’re the right fit for the organization.

How do I make my data entry cover letter stand out? -

To grab the attention of potential employers, avoid using generic buzz phrases and emphasizing mundane job responsibilities. Center your cover letter around specific achievements that speak to your technical acumen and expertise as a data entry specialist. Keep your content focused on the bottom line value of your contributions and how you can achieve similar results for potential employers.

How long should my cover letter be? -

It’s generally best to limit your cover letter to three or four paragraphs. Although it can be difficult to omit certain aspects of your professional experience, a concise document that highlights your most impressive qualifications and achievements is far more likely to generate interviews.

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Frank Hackett is a professional resume writer and career consultant with over eight years of experience. As the lead editor at a boutique career consulting firm, Frank developed an innovative approach to resume writing that empowers job seekers to tell their professional stories. His approach involves creating accomplishment-driven documents that balance keyword optimization with personal branding. Frank is a Certified Professional Resume Writer (CPRW) with the Professional Association of Resume Writers and Career Coaches (PAWRCC).

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5 Data Entry Cover Letter Examples

Data Entry professionals excel at meticulously inputting, updating, and managing information, turning chaotic data into organized records. Similarly, your cover letter is your chance to transform your diverse skills, experiences, and achievements into a structured narrative that captures a recruiter's attention. In this guide, we'll delve into the best cover letter examples for Data Entry roles, helping you to craft a compelling story that stands out in the job market.

Cover Letter Examples

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The best way to start a Data Entry cover letter is by addressing the hiring manager directly, if their name is known. Then, introduce yourself and express your interest in the data entry position. Briefly mention your relevant experience, skills, or achievements that make you a suitable candidate for the job. For example, "Dear [Hiring Manager's Name], I am excited to apply for the Data Entry position at [Company's Name]. With my 3 years of experience in data management and proven accuracy in high-volume environments, I am confident I can contribute effectively to your team." This approach is professional and immediately highlights your qualifications.

Data Entry professionals should end a cover letter by summarizing their interest in the position and their qualifications. They should reiterate their enthusiasm for the role and how their skills and experiences align with the job requirements. A polite, professional closing such as "Thank you for considering my application" or "I look forward to the possibility of discussing this opportunity further" is appropriate. They should then sign off with a professional closing like "Sincerely" or "Best regards," followed by their full name. It's also important to include contact information, such as email and phone number, for easy reference. This ending leaves a positive impression, shows gratitude for the reader's time, and expresses eagerness for further engagement.

A Data Entry cover letter should ideally be about one page long. This is because hiring managers often have to go through numerous applications and a concise, well-written cover letter can effectively communicate your skills and experiences without taking up too much of their time. The cover letter should be direct and to the point, highlighting your data entry skills, experiences, and why you would be a good fit for the position. Remember, the goal is to pique the employer's interest so they want to learn more about you from your resume.

Writing a cover letter with no experience as a Data Entry can seem challenging, but it's all about showcasing your relevant skills, enthusiasm, and potential to learn quickly. Here's how you can approach it: 1. **Start with a strong introduction:** Begin your cover letter by introducing yourself and stating the position you're applying for. Mention where you found the job posting and if you have any mutual connections with the company. 2. **Highlight relevant skills:** Even if you don't have direct experience in data entry, you might have other skills that are relevant. For example, if you have experience with Microsoft Office, attention to detail, fast typing speed, or the ability to work under pressure, these are all worth mentioning. 3. **Showcase your educational background:** If you have any educational background in IT, business, or any related field, make sure to mention it. Even if your degree isn't directly related, you can highlight any relevant coursework or projects. 4. **Emphasize your willingness to learn:** Employers understand that everyone has to start somewhere. Show your enthusiasm for the role and your eagerness to learn. You can mention how you're planning to improve your skills, such as taking online courses or practicing typing speed. 5. **Provide examples:** Give examples of when you've used relevant skills in the past. This could be during your studies, volunteer work, or any other projects. 6. **End with a strong conclusion:** Reiterate your interest in the role and the company, and express your eagerness to contribute and grow with the company. Remember, your cover letter should not just repeat your resume, but provide a deeper insight into who you are and why you are a good fit for the role. Proofread your letter for any errors before sending it, as accuracy is crucial in data entry jobs.

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Data Entry Specialist Cover Letter

Data entry clerk cover letter, data entry operator cover letter, entry level data entry cover letter, related resumes for data entrys, data entry resume example.

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3 Data Entry Cover Letter Examples Designed for 2024

• Data Entry Cover Letter
• Data Entry Clerk Cover Letter
• Entry-Level Data Entry Clerk Cover Letter
• Write Your Data Entry Cover Letter

Simply put, you transform paper to pixels—you enter clerical information into databases to make important data cleaner, safer, and more accessible for others. You handle everything from creating spreadsheets and documentstto checking them against source documents for errors.

But how do you write a cover letter that’s concise, accurate, high-quality, and complements your data entry resume ? What information should you include to demonstrate your strengths?

It’s easier than it seems. We’ve guided tons of people in data entry to their dream jobs and put together three data entry cover letter examples for you to use. You can further enhance your application with our free cover letter generator to make a formidable submission.

Data Entry Cover Letter Example

USE THIS TEMPLATE

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Block Format

Copy this text for your data entry cover letter!

123 Fictional Avenue Charlotte, NC 33326 (123) 456-7890

July 30, 2023

Mia Wilson Bank of America 123 Fictional Lane Charlotte, NC

Dear Ms. Wilson:

Bank of America has always been the reputable institution I turn to for my personal banking needs. Holding a solid background in database management, data cleaning/formatting, and more, I am well-prepared to contribute positively to your data processing systems.

During my three years as a data entry clerk at Aerotek, I successfully transformed six distinct data sources into a unified database system, ultimately improving accessibility and expediting data retrieval by 17%. In addition, implementing OCR (optical color resolutions) solutions for digitizing physical documents reduced manual entry errors by 29% and increased overall productivity by 18%.

I was also part of a seven-member team responsible for data cleaning and formatting for numerous clients. Our meticulous efforts led to a significant improvement in data quality. In one notable instance, our implementations reduced processing errors by 12% for a healthcare client, saving an estimated $92K annually.

I am confident in my ability to contribute meaningfully to the data management needs of Bank of America and enhance its robust system while helping maintain its competitive edge. Feel free to connect with me to learn more about how my skills, experience, and enthusiasm align with your organization’s needs and culture. Thank you for considering my application.

Svetlana Petrov

Enclosures: Resume Application 2 letters of recommendation Typing speed test results

Why this cover letter works

• Strike a chord further with the recruiter with real, quantified impacts of skills that matter for the role you’re eyeing.

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Relax! We’ll do the heavy lifting to write your cover letter in seconds.

Data Entry Clerk Cover Letter Example

Copy this text for your data entry clerk cover letter!

123 Fictional Avenue Denton, TX 75065 (123) 456-7890

Andre Sokolov Peterbilt Store 123 Fictional Avenue Denton, TX 75065

Dear Ms. Sokolov:

While completing my degree, I had the opportunity to intern in a fast-paced, technological-focused environment where I was able to develop strong skills in Optical Character Recognition (OCR), data backup and recovery, and data migration. This experience, complemented by my affinity for precision and my passion for efficient data management, led me to aspire for a role that could combine these elements. Therefore, I am excited to present my application for the data entry clerk position at The Peterbilt Store.

My three-year tenure at DATCU allowed me to work with vast amounts of datasets. I played a crucial role in using OCR to digitize and back up approximately 37% of the company’s physical data, which improved efficiency by 19% and cut costs by 12%. My responsibilities extended to maintaining data integrity during a company-wide migration project, during which I successfully avoided any loss or corruption of data.

During my time as a volunteer at the local community center, I had the responsibility of managing their member database. A consistent data backup and recovery plan was crucial to safeguard valuable information. This action led to a 94% reduction in data loss incidents over six months, an achievement well-received by management.

Peterbilt Store’s strong track record, coupled with your impressive accolades, such as Peterbilt North American Dealer of the Year multiple times, is impressive. I am enthused at the prospect of my meticulous attention to detail and proven ability to manage massive databases adding value to an organization known for its high-quality service and commitment to excellence.

I look forward to discussing how I can support The Peterbilt Store in maintaining its reputation as a respected dealer in the transportation industry. Thank you for considering my application.

Pierre Durand

• Take it a notch higher by emphasizing the impact your data prowess generated in previous roles, then slip in a gentle reminder of your potential employer’s hall of fame (think awards and recognition).

Entry-Level Data Entry Clerk Cover Letter Example

Copy this text for your entry-level data entry clerk cover letter!

123 Fictional Avenue Boston, MA 33326 (123) 456-7890

Dear Ms. Taylor:

An enthusiastic and driven individual, I am eager to contribute to the growth and success of Boston Properties as an entry-level data entry clerk. My talents for organizational tasks and technical skills like file management empower me to deliver outputs that are more than just numbers—they offer insights and build efficiencies. All will prove invaluable in accurately managing the wealth of data associated with your company’s Class A office buildings portfolio.

In a recent internship at Trevor Wissink-Adams, I played an instrumental role in managing and maintaining the property database. Under my watch, the integrity of the data improved by 18%, while the turn-around time for report generation decreased by 26%. My skills in utilizing formulas and automating spreadsheet processes led to more efficient tracking and updating of relevant property details, ensuring up-to-date and accurate information for the agency’s use.

While volunteering with Red Door Real Estate, I successfully managed the organization’s property and tenant databases. My meticulousness in data validation ensured a 93% accuracy rate across the entire database, facilitating smoother operations and informed decision-making. Moreover, I leveraged my adeptness in file management to validate and verify hundreds of data entries daily, reducing the margin of error by 11%.

Energized by the scope of opportunity Boston Properties offers and driven by my passion for data, I am ready to contribute my detail-oriented approach and technical capabilities to your team. Furthermore, my eagerness to grow professionally will ensure that I continue to learn and make meaningful contributions to support the company’s status as one of the largest publicly traded office REITs. I would appreciate the opportunity to discuss how my skills can add value to your company. Thank you for considering my application.

Lucia De Luca

• And beyond the zeal? Competence in relevant technology, attention to detail, excellent communication skills, and proven proficiency in formulas and data handling should show in your entry-level data entry clerk cover letter.

Related cover letter examples

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• Entry Level

How to Formulate Your Data Entry Cover Letter

You don’t want your cover letter to be forgettable! One of the best ways to make recruiters and potential employers remember you is to tailor your cover letter to the specific job description —no one wants a letter that sounds like it was written for just anyone.

Look for whichever points the job description emphasizes the most, such as organizational skills or database overhauls. Think of times you’ve already demonstrated your alignment and success, and start writing.

Don’t focus on team-building skills if you’re applying for a role that’s more focused on software and technical tools. And make sure you aren’t repeating points from your resume!

Writing your intro and greeting

Open your cover letter with a professional greeting addressed to a specific person from the organization. Avoid generic terms like “Dear Sir/Madam”!

Your intro is your hook! What makes you so uniquely, irresistibly great at data entry? And how does that make you a great fit for the specific company job you’re applying for?

Get specific when you make your connection with the company. Visit their about page or mission statement to find their core values (like attention to detail or data integrity), and hone your intro to align with those.

Check out this example of a terrible opener—the greeting is informal and nothing’s specific! (What experience? Why are you a good employee? How do your skills benefit the company?)

Hi I’m Lucia,

I’d like to work for your company because I’m a good employee with professional experience. I can do spreadsheets and keep everything organized.

Here’s a high-quality opener with that formal, personalized greeting and immediate followup with job-specific skills that demonstrate value for the company. Not to mention the hook: What kinds of strategic insights?

Ah, that’s better!

Dear Ms. Taylor,

As a proactive and detail-oriented data entry clerk, I am eager to offer my strategic insights at Boston Properties to improve data flow and elevate your company’s success.

Writing your body text

Now that you’ve made a nice first impression with a personalized, attention-grabbing intro, it’s time to share some stories of how you’ve created success before. A data entry clerk should provide memorable examples of excellent data management with measurable results, like property database management with reduced report turnaround times.

Include metrics like error reduction percentages or improved ROIs that have benefited your previous employers: Quantifiable data backs up your claims to make you look more reliable and prepared.

Credentials help give your body paragraphs some added “zip,” too! If you have any additional certificates like a Certified Information Technology Professional (CITP), add it!

Here’s a good one:

During my time as volunteer at the local community center, I had the responsibility of managing their member database. A consistent data backup and recovery plan was crucial for safeguarding valuable information. This action led to a 94% reduction in data loss incidents over six months.

Closing off and signing your cover letter

Your closing paragraph is the perfect spot to sum up how your values and qualifications align with the company’s values! Mention a few specific skills or values that make you an unusually good fit for the job role to conclude your qualifying statements.

Don’t forget to include a call to action, too! Invite the recipient of the letter to ask you for more details about why you’re the ideal hire. Ask them to call you for additional qualifying info about how your data entry skills will benefit their company.

You’ll definitely want to thank the company for their consideration, but this can happen either during your closer paragraph or your signoff. When you sign your letter, always use your real name and highly professional language.

Here’s an example of all the stuff you should never do (informal, vague sentences, failure to provide examples of how skills relate to the company, and an unprofessional closure):

Wow (and not in a good way)!

I’m glad you looked at this letter. I think my skills are great for the job and I hope you call me to let me know when I start.

This next closing paragraph and signoff are way more put-together. The candidate mentions the company and states their intentions to uphold its vision. There’s also a polite thank-you for the reader’s time, plus a professional and sleek signoff.

Now that’s a winning closer!

I look forward to discussing how I can support the Peterbilt Store in maintaining its reputation as a respected dealer in the transportation industry. Thank you for considering my application.

Do your homework and find out who’s in charge of new hires at your dream company. It’s worth it! Whether you’re writing your cover letter to a hiring manager or a recruiter, they’re more likely to think of you as a good data entry clerk if you find and use their name.

Revisit the original job description and learn the company culture by studying the writing tone and analyzing which parts of the job role they emphasize most. You can find more info on what to reflect in your cover letter on the company website, too!

Mention other application materials like your resume, application, and any professional letters of recommendation in your cover letter under an “Enclosures” section. Unique qualifications like extra certifications also help.

Your favourite senior outside college

Home » Job Tips » Resume Writing Tips » Data Entry Cover Letter

How to Write the Perfect Data Entry Cover Letter? (Expert Tips & Samples)

Data entry jobs are becoming essential for every business due to the growing need for precise and well-organized data. These jobs involve typing information into a spreadsheet as well as formatting large data sets to draw an analysis for a business. If you are interested in applying for this job in this competitive field, you may be wondering what steps to take to make your job application unique. One of the most important steps is to craft an impressive cover letter. To help you make your data entry cover letter stand out, we have developed this guide to give you all the necessary information about making a cover letter including cover letter samples and tips.

Table of Contents

How to Format a Cover Letter for a Data Entry Job?

Here’s a guideline to format the different sections of a data entry cover letter:

1. Salutation

The salutation in a cover letter is the first thing that the person hiring will see. It sets the tone for your whole letter and allows you to make a good impression right from the start. The purpose of the greeting is to address the reader with respect and professionalism. Use ‘Dear [Mr./Ms. Name],’ or ‘Hello [Mr./Ms. Name]’.

2. Opening Paragraph or Introduction

The opening paragraph of the data entry cover letter is where you make a strong first impression on the employer. It introduces who you are and gives a glimpse into your qualifications for the data entry position. This part needs to be engaging and relevant, as it determines whether the employer will continue reading or not.

3. Body of the Letter

Your cover letter should have at least one or two paragraphs where you can explain how your skills and experiences make you a good candidate for the job. You can give specific examples of tasks or achievements from previous roles to show why you are qualified.

4. Concluding Paragraph

In the last part of your cover letter for a data entry job, you should thank the reader for their time and show appreciation. You can also mention how they can reach out to you if they want to interview you or have more questions about what you applied for. Meanwhile, you can start preparing some data entry interview questions and answers while you wait for an interview call.

Cover Letter Examples for Data Entry

Writing the perfect cover letter for a data entry operator can increase your chances of getting a role easily. Here are five cover letter examples for data entry tailored for different data entry job roles:

1. Sample Cover Letter for Data Entry Job without Experience

Here is a sample cover letter for a data entry fresher looking for a data entry job without prior work experience.

2. Sample Cover Letter for Data Entry Clerk

Here’s a data entry cover letter sample for the position of data entry clerk.

3. Cover Letter For a Data Entry Clerk With No Experience

Here’s an example of a cover letter for a fresher data entry clerk position.

4. Data Entry Operator Cover Letter Example

Here’s an example of a cover letter for a Data Entry Operator position.

5. Cover Letter Sample for Data Entry Specialist

Here’s an example of a cover letter for a data entry specialist position.

Data Entry Cover Letter Tips

When crafting a cover letter for a data entry position, here are some tips to consider.

1. Read And Understand the Job Description

Before you write your cover letter, take the time to carefully read and understand the job description for the positions you are interested in. It is important to create separate cover letters that are tailored specifically to each role because this allows you to personalize your content according to what each job requires. 

2. Organize Details and Craft an Outline of the Cover Letter

The outline of the cover letter should include an introduction, main body paragraphs, and a conclusion. After reading the job description, brainstorm all of the relevant details you want to include in your cover letter. Prioritize the most important details and organize them as you draft the cover letter. 

• In the introduction, briefly mention the position you are applying for and why you are interested in it.
• In the main body paragraphs, highlight your skills, experiences, and educational qualifications that make you a strong candidate.
• In the concluding paragraph, express your appreciation and enthusiasm for the position.

3. Write A Draft

Start by writing a rough version of your letter using sentences that explain your thoughts. Use the outline you made to help structure this draft. Get all the important details down on paper and leave out any extra information that isn’t important. Having a complete first draft will make it easier for you to revise and improve the cover letter later. So take the time to organize and clarify what you want to say before making final edits.

5. Use an Elevator Pitch for Your Introduction

To create a successful data entry cover letter, start with a strong introduction that grabs attention- like an elevator pitch. Use words from the job description to show you are the perfect fit for the position. Show your enthusiasm for both the role and the company in just one sentence. 

6. Highlight Your Suitability for the Role Through Your Accomplishments

Highlight your achievements to demonstrate why you are a perfect fit for the job. In one concise paragraph, share stories about specific accomplishments that can be measured and mention the skills you utilized to achieve them (such as using certain software or demonstrating analytical abilities). Explain how your past experiences will benefit you in performing well in this particular role.

7. Check for Mistakes & Edit

It is important to proofread the draft. Make sure you make it shorter and easier for the person who will read it. Remove the information that does not align with the job application, and carefully add more information where needed. Also, check carefully for spelling or grammar errors so everything looks professional.

Crafting an impressive data entry cover letter requires tailoring it to each job application, highlighting relevant skills, and grasping the employer’s requirements. This blog provides practical tips and examples to help you create strong cover letters that can impress employers and land you a data entry job role, with or without any experience. Which tip in the cover letter stood out to you or would help improve how you write a data entry cover letter? Share your thoughts in the comments below. Also, learn tips for writing a resume using the best resume formats .

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Shailja Kaushik has been an Editor with Internshala since March 2023. She loves creative writing and experimenting with different forms of writing. She has explored different genres by working with journals and radio stations. She has also published her poems and nano tales in various anthologies. She graduated at the top of her class with Bachelor's in English and recently completed her Master's in English from the University of Delhi. Her experiments with writing continue on her literary blog.

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Data Entry Cover Letter Example (+ Full Guide for 2024)

You have an eye for detail and approach every task with precision.

You’re a data entry specialist, so accuracy and efficiency are at the core of your work ethic.

But there's just one problem—you can’t type up a cover letter that reflects everything you can offer an employer.

Staring at that blank document can feel as daunting as decoding a complex spreadsheet, and it's challenging to frame your skills in the right light.

But fear not!

In this article, we're here to navigate you through the intricacies of writing a data entry cover letter that resonates with employers.

We're going to explore:

• What a Successful Data Entry Cover Letter Looks Like
• 5 Steps to Composing an Impactful Data Entry Cover Letter
• 9 Vital Cover Letter Tips for Data Entry Professionals

...and much more!

Let's key it in.

Data Entry Cover Letter Example

5 Steps for the Perfect Data Entry Cover Letter

Alright, you've seen what a great cover letter looks like, and now it's your turn!

Remember, writing an impressive cover letter is all about following some simple steps.

Grab that keyboard and let’s get started:

#1. Put Contact Information in the Header

At the top of your data entry cover letter, it's important to include your contact details. Keep everything consistent with your data entry resume by using a header, so your details will also be easy to find for the hiring manager.

Here's what you should include:

• Full Name. Put your name front and center at the top.
• Job Title. Align this with the specific data entry role you're eyeing. Since hiring managers often juggle multiple job openings, being specific helps them sort things out quickly.
• Email Address. Choose an email that's simple and professional. A combination of your first and last name works best, like [email protected] , rather than something like [email protected] .
• Phone Number. Don’t forget to add your contact number. If you're eyeing a job abroad, include the international dialing code.
• Location. Just your city and state/country are sufficient. If you're open to remote work or willing to relocate, make sure to mention that.
• Relevant Links (optional). If you have a LinkedIn profile or any other professional online presence, feel free to add those links.

Next, you'll want to include the hiring manager's contact details :

• Company Name. Clearly state the company you're applying to.
• Hiring Manager's Name. A bit of research can often uncover this; try the job ad or the company's LinkedIn.
• Hiring Manager's Title. If you know their exact title, like 'Head of Data Management', use it. It shows you've done your homework.
• Location. Note down the city and country, especially if it’s an international company. You can include the street name and number if you want to be extra precise.
• Email Address (optional). If you come across the hiring manager’s email, include it.
• Date of Writing (optional). Adding the date can give your cover letter a professional edge.

#2. Address the Hiring Manager

After setting up your essential contact information, the next step is to tailor the greeting of your cover letter.  

Moving away from the old-fashioned "To Whom It May Concern" is a good idea. A personalized greeting immediately sets a more engaging and connected tone.

To do this, a bit of sleuthing is required. Dive into the job posting, the company's website, or their LinkedIn to uncover the name and email of the person recruiting for the data entry role.

Addressing them formally with "Mr." or "Ms." followed by their last name shows respect. If you're not sure of their marital status or prefer a more gender-neutral option, their full name works well, too. For instance:

• Dear Mr. Boussard,  
• Dear Jordan Boussard,

In cases where you can't find the specific name of the hiring manager, aim your letter at the relevant department or the company more broadly.

• Dear Data Entry Team,  
• Dear Human Resources Department,  
• Dear XYZ Corporation,

Are you struggling to prepare your application for that data entry job? Learn how to write a resume with our detailed guide!

#3. Write an Eye-Catching Opening Statement

Hiring managers often only take a short time to review a job application before deciding if it's worth a closer look.

To grab their attention from the start, your opening paragraph has to make a memorable first impression.

Start by introducing yourself and sharing why you're drawn to the data entry role. A touch of enthusiasm for the job or the field itself can spark the hiring manager's interest in you.

If you have relevant experience, lead with an impressive achievement or a unique skill that sets you apart as a candidate for the data entry position.

Doing your homework about the company beforehand can also pay off. The better you understand the organization, the more effectively you can show why you'd be a great addition to their team. This method tells the hiring manager that you're truly interested in this specific role, not just sending out your resume to any job you find.

But , it's important to keep it brief. Your goal at this point is to just pique the hiring manager's curiosity, making them want to read more of your cover letter.

#4. Use the Cover Letter Body for the Details

The body of your data entry cover letter is where you bring your qualifications and experiences to life, stepping beyond the bullet points of your resume.

It's crucial not to just echo what's in your resume. Use this space to delve into how you achieved particular successes, address any gaps in your employment, or describe the development of a key skill relevant to data entry.

Concentrate on achievements that highlight why you're an ideal candidate for the data entry position. Refer to the job advertisement for clues. For example, if the job ad stresses the importance of "efficient and accurate data processing," you might discuss a time when you efficiently managed a large dataset or implemented a new system that increased data accuracy.

Customizing your cover letter for the specific role is key. If the job emphasizes proficiency in certain software or databases, detail your experience with these tools and provide specific examples.

Being informed about the company you're applying to is also a plus. If you admire their advanced use of technology in data management or their commitment to data security, make sure to mention it. This shows that you align with their values and goals.

And don't forget, your enthusiasm is important. Make it clear that you're excited about the chance to work with them and confident that you can make a meaningful contribution to their team.

Remember to keep an eye out for these fatal cover letter mistakes while writing your own!

#5. Wrap It Up and Sign It

Concluding your cover letter effectively is your final opportunity to make a memorable impression on the hiring manager.

In your closing paragraph , quickly summarize your key strengths. Maybe you have a strong history of managing large databases with high accuracy, or you're known for your proficiency in specific data entry software. Just remind them why you're the ideal fit for the role.

Then, prompt the hiring manager to take the next step, like arranging an interview. A clear call to action shows your enthusiasm and readiness to move forward in the hiring process.

End your data entry cover letter on a professional note. Choose a respectful sign-off, followed by your full name.

Here’s how:

Please don’t hesitate to reach out to me via email or phone to schedule an interview. I am looking forward to the possibility of discussing my application in more detail at your earliest convenience.

Warm regards, Jesse Mayer

If "Warm regards" doesn't quite suit your style, here are some other options for a closing line:

• Best regards,
• Thank you for your time and consideration,

Need more inspiration? Check out these 21+ cover letter examples.

9 Essential Data Entry Cover Letter Tips

You've got all the know-how for crafting a standout data entry cover letter, and now it's time to add that final polish!

Up next, we'll share some essential cover letter tips to make your application shine:

• Match Your Resume. Ensure your cover letter complements your resume so the hiring manager can easily pick out your application from the lot. Use our free resume builder and grab one of the matching cover letter templates to give your application a professional look.

• Customize Each Letter. Tailor your data entry cover letter for each job application. Mention specific details about the company and the role to show that you've done your homework.
• Highlight Your Skills. Focus on the skills and experiences that make you ideal for a data entry role. Use specific examples to demonstrate your expertise.
• Include Your Software Proficiency. Showcase your expertise with various data entry software and systems, reflecting your adaptability and technical skills.
• Emphasize Speed and Efficiency. Mention specific instances where your ability to quickly and efficiently process large volumes of data made a significant impact, demonstrating your productivity.
• Show Your Enthusiasm. Let your excitement for the job and the company shine through. A genuine interest can set you apart from other candidates.
• Use a Professional Tone. Even though the tone should be conversational, maintain a level of professionalism suitable for a job application.
• Proofread. Always double-check your cover letter for spelling and grammatical errors. A polished letter reflects your attention to detail.
• Include Keywords. Incorporate keywords from the job description. This can help if the company uses software to screen applications.
• Add a Call to Action. End your cover letter with a call to action, like expressing your eagerness to discuss the role in an interview.

Key Takeaways

And that's a wrap on mastering your data entry cover letter!

With all the insights and tips you've gathered, we're confident that you're on your way to crafting an application that stands out.

Before we conclude, let's quickly summarize the key points of our article:

• Align your data entry cover letter to your resume. The easiest way is by using an online resume builder that also offers matching cover letter templates you can choose from.
• Start your cover letter by expressing your specific interest in the data entry role and showing the hiring manager why your skills are a perfect match.
• Use the cover letter body to highlight your precision in data entry, including examples of your attention to detail and efficiency. This is your chance to write a narrative that paints you as the best candidate, so don’t just repeat what’s on your resume.
• Make sure to showcase your proficiency with various data entry software. Reference the job ad for what software is relevant to the role.
• Wrap up with a call to action, inviting the hiring manager to discuss your application and showing your keen interest in the job.

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Data Entry cover letter example

Cover letter header

Cover letter greeting/salutation, cover letter introduction, cover letter middle part (body), how to close a data entry cover letter (conclusion and sign-off).

To write a good data entry cover letter, you need to understand how recruiters view the job and what they think about it. That is the basis for creating a convincing letter that gets you interviews. Data entry is the process of inputting information like words, numbers and symbols into a computer system. The source material may be written by hand, recorded in audio files or stored in some other format, but it’s not useful to the company until it’s placed into a different format. 

As an example, a company trying to build a mailing list of potential customers might hold a raffle or issue a questionnaire in which people provide their names, phone numbers and email addresses on hand-written forms. For the company to be able to use this information, it has to be input into a database, and that’s where a data entry clerk would come in.

Or a company might have a substantial amount of information stored in an obsolete format that needs to be transferred to an updated format so that it can be more efficiently processed and utilized. In some cases, there’s no way to do this automatically, so human operators are needed to move this info from one place to another, piece by piece.

A related field is transcription, in which audio recordings must be transcribed into a written format. Medical transcriptionists, for example, transcribe voice-recorded medical reports made by doctors and other health professionals, making crucial patient information readily available in a written format. In television and other audiovisual media, transcription is also often needed to provide subtitles, to publish audio material in a readable format or simply to make the content of lengthy audio files easily searchable.

Data entry is not a very high-paying field, but the work generally requires only a high school education and fast, accurate typing skills. It’s also a job that can often be done from home.

According to Payscale , data entry clerks make an average of $13.91 an hour. The U.S. Bureau of Labor Statistics includes data entry workers among various types of “information clerks,” who earned a median 2020 salary of $17.75 an hour, or $36,920 a year. The job outlook for information clerks of all types is expected to decline 3% from 2019 through 2029, according to the BLS, as businesses increasingly adopt electronic and automated means of performing many clerical functions.

So if you’re a data entry clerk, or you’re interested in becoming one, it’s not a growing field, but you don’t have to clear a high bar to find work. 

You do, however, need a professional job application package consisting of an excellent resume and cover letter. Resume.io is a leading provider of resume and cover letter templates, as well as occupation-specific advice on how to prepare them, so you’ve come to the right place.

The starting point is a resume. But you’ll also need a cover letter to go with it, and the guide you’re reading now is dedicated to the topic of how to write and format a cover letter that will get employers’ attention.

Here’s what we’ll discuss in this article:

• Why a data entry cover letter is essential
• The proper structure for a cover letter, and how to write it
• How to design your cover letter so it looks great
• Tips for writing a cover letter that will get results
• Common errors you need to avoid

Best format for a data entry cover letter

A data entry specialist resume without a cover letter is the equivalent of a business flyer stuck under a windshield wiper — swiftly removed and usually discarded.  Like your resume, this windshield flyer would presumably mention the services being offered, perhaps something about the business’s years of experience, and of course the company’s contact info. But it’s a totally impersonal way of reaching out to customers, and it’s easily ignored.

A cover letter, on the other hand, is the equivalent of a personal introduction to a potential client. It’s a hello, a greeting, a handshake — as if you were meeting a man on the street, introducing yourself, and telling him about services you offer that could make his life easier. Given such a personal approach, most people would feel compelled to at least stop and listen. 

The idea of a cover letter is to highlight the experience, qualifications and skills that make you a great job candidate (like a resume), but also to showcase your personality, likeability and drive in ways that a resume can’t.

Bear in mind that a cover letter is almost always expected to accompany a resume, so if you fail to include one, it’s like filling out only half of a job application. Unless you’re specifically asked not to, always include a cover letter with a resume. There’s broad agreement on the basic structure of a cover letter — the “skeleton” you need to flesh out — and good reasons for deviating from it are rare. In most cases, a cover letter should be a one-page document with a maximum of 400 words, and it should be built like this:

• The cover letter header
• The greeting / salutation
• The cover letter intro
• The middle paragraphs (body of the letter)
• The ending paragraph of your cover letter (conclusion and call-to-action)

The comprehensive cover letter guide offers more general advice about how to go about compiling cover letters, but below you will find specific advice on how to maximize the effectiveness of each specific letter paragraph and section.

This data entry cover letter example is a good foundation for developing your own professional application:

Dear Mr. Wilkins,

Working in a warehouse with 200 people relying on your accuracy, you realize the importance of manual data entry. We did not have an integrated RF system, so accuracy was essential to calculating the flow of work and managing performance.

I have data entry experience across the range of warehouse software, from operations and finance to the product database. Some systems were integrated into a SAP database and others were Excel based. My keying accuracy never dropped beneath 99.92% across all methods. I was the longest serving member of the three-strong data entry team and my salary increased by 60% over four years because of my reliability. I also had the lowest absence rate in the whole warehouse – people were relying on me.

Data entry is an important role – employees are dependent on you getting the numbers correct so that they can be paid, suppliers need accurate stock levels and management reports cannot contain any errors. My IT skills are honed, and I always take extra seconds to check each line of data. Avoiding careless mistakes saves you time along the line.

Working with over a hundred different employees on a constant basis means that you need to be open to assist others. Data entry is easier if you are sitting in a darkened room, but the enjoyable contact with my colleagues makes me understand just why I do my job.

As I have recently relocated, I have nine letters of recommendation from my previous employer. I hope to have the opportunity to meet for an interview to find out more about the demands of the role. I know that I can take your data accuracy to the next level.

Simon Treadwell

Let’s talk about each of these elements, and how you should write them.

If you're ready to step up in your career and need more inspiration, check out our Information Technology cover letter example category or these related cover letter samples:

• Software Engineer cover letter sample
• IT cover letter sample
• Graphic Design cover letter sample
• Programmer cover letter sample
• Data Analyst cover letter sample
• Software Developer cover letter sample
• Google cover letter sample
• Data Scientist cover letter sample
• IT Manager cover letter sample
• System Administrator cover letter sample
• Apple cover letter sample
• Computer Science cover letter sample
• Scrum Master cover letter sample
• Software Tester cover letter sample
• Cyber Security cover letter sample
• DevOps Engineer cover letter sample
• IT Director cover letter sample
• Full Stack Developer cover letter sample
• IT Project Manager cover letter sample
• UX Designer cover letter sample
• IT Technician cover letter sample

The cover letter header at the top of your letter should contain your name, occupation, address, phone and email. This lets employers know how to contact you if they’re interested, but it should also serve a design function, making your letter look more attractive. Include your full name, email address and phone number. You may also choose to include any social media accounts if you wish.

You shouldn't include your full home address at this point. There can be data protection issues. Also, the inside address of the employer is not required. You won't be sending this application by post, after all.

Review some of the free cover letter templates offered by resume.io, and you’ll find lots of options for well-designed headers. Pick one you like and you’ll save yourself a lot of trouble trying to design your own.

Align document styles

Use the same fonts and formatting styles in your resume and cover letter to give them a similar look. These two documents should be a “matching set,” like a tea and a teacup designed to go together. 

Using clashing styles in your resume and cover letter suggests that you didn’t put much thought into this package. But making them match shows your attention to detail and your understanding of the importance of coherent design.

The aim of the cover letter header: Get the attention of hiring managers and include those vital contact details, efficiently, with no frills. 

You can’t go wrong by opening your cover letter greeting with “Dear Mr. X:” or Dear Ms. Z:” — using a last name and a colon at the end. 

Modern styles tend to be a bit more relaxed, with more commas than colons, and with words like “Hello” or “Greetings” sometimes substituting for the traditional “Dear.” 

Always try to find out the name of the appropriate person to whom you should address your letter. Even if it takes a phone call to the company to find out, a personalized greeting is almost always better than a generic “Dear Hiring Team.” People like to read their own names, and they tend to pay closer attention to a letter that is personally addressed to them.

The aim of letter greeting / salutation: Set the tone for your letter by matching your greeting to the style of the company to which you are applying. 

Your cover letter introduction (which is in your first paragraph) should be a provocative opening statement that both identifies the job you’re seeking and begins to make the case that you’re the right candidate for the job. 

Busy recruiters usually spend just a few seconds scanning a cover letter, and they may be looking for any excuse to set yours aside. But you have to compel the reader to keep reading.

Use bold, assertive, original language, without ever crossing a line into arrogance or overconfidence. It’s important to find the right tone of voice, engaging and friendly, without striking any sour notes.

The aim of the cover letter intro: Lean in with your most important message, and one that will compel hiring managers to read on.  

The data entry cover letter example text from our letter above tells of a difficult situation and leaves the reader wondering how the applicant managed this level of accuracy.

After the initial pleasantries, it’s time to get down to business. The central two or three paragraphs of your letter are where you must deliver the goods. If you don’t build a convincing case here that you’re the right person for the job, you probably won’t get the job.

Open with your work experience in data entry — or if you have none, any related experience, such as in word processing. If you don’t have years of work history, then internships or even unpaid experience can be relevant. 

Be specific about your experience, using facts and figures wherever possible. If there’s an anecdote you can relate about a challenge you once faced and how you resolved it, all the better.

Any relevant education credentials are also worth mentioning. You don’t need a college degree to do data entry, but if you had a 3.8 GPA in high school, say so.

If at all possible, say something about the company you’re writing to, the challenges it faces and how you can help solve its problems. At the very least, this will demonstrate that you aren’t just sending out a mass-produced cover letter to all employers. Every cover letter you write should be unique and targeted to a specific employer.

The aim of the body of your cover letter: Offer up your working style and philosophy. Show that you have the skill to contribute to the data entry process and the company as a whole.

Check out this data entry cover letter sample text. It illustrates that the applicant understands the job and highlights a skill.

Find a natural way to finish your letter, use your cover letter conclusion to thank the reader for his or her time, and also propose some kind of call to action. Say something about how you look forward to hearing back, you’re eager to discuss this matter further, and/or you’d be delighted to show up for an interview. 

Plant the thought in your correspondent’s head that some action should be taken as a result of this letter. The last thing you want is for the reader to set your letter aside and do nothing about it. Propose a next step that will help you close the deal.

Close with a “Sincerely,” “All my best” or an equivalent phrase, followed by a comma and a return, and then type your full name. If sending this letter electronically, you can add a digital signature if you like.

The aim of this part: Finish by telling your future employer why they should employ you and justify your request for an interview.

The closing sentence from our cover letter sample tells hiring managers why the writer is looking for a new position and politely suggests an interview.

Put yourself in your reader’s shoes

Remember that you are writing this letter in an effort to establish a working relationship with another human being. So you need to write like a human being, and avoid any language that sounds like robotic, cliché-ridden “HR-speak.”

Psychologists say that we all respond to stimuli in both rational and emotional ways, with both the head and the heart. Neither of these responses is right or wrong — it’s just how people are wired. 

In fact, a hiring decision will usually involve a blend of these two responses. The rational side of the recruiter’s mind will take a cold look at the job candidate’s experience, education and skills. But the emotional side will rely on less tangible factors, like the candidate’s likeability, personality and even sense of humor.

The language you use in your cover letter can trigger both of these responses. So choose your words thoughtfully, and write like a real person.

Put yourself in the shoes of the person you’re writing to, and try to imagine how everything you write will be received. If this letter were sent to you by someone else, would you be interested in meeting and potentially working with this person?

Your purpose in writing this letter is not to convince anyone that you deserve a job. It’s to convince the employer that you can help solve its problems, not that it can help solve yours.

Applying for your first data entry job

In our cover letter example, the writer has experience as a data entry professional, but what if you don't? Data entry positions are often entry level, so hiring managers understand you may be looking to get your career off the ground. Here are some ideas for writing a cover letter for your first job:

• Focus on any experience you have outside data entry. This may include volunteer work or clubs or teams (especially if you held a position of responsibility).
• Highlight academic success that shows off your organizational skills and detail-oriented nature.
• Explain your technical knowledge and how you developed it.
• Give an example of how you collaborate. This could be a time when you completed an academic group project.

How to design a standout cover letter

In all your focus on substance, don’t forget about style. Your cover letter template design should look as good as it reads, and there are simple rules you should follow to make sure it does.

Choose a font that’s easy to read, nothing too exotic or avant-garde. Use a font size no larger than 12 points and no smaller than 10 points. Many people try to cram a wordy letter onto one page by reducing the font size, but that’s not the solution. Trim your text so that it fits into the space you have, and don’t expect your reader to reach for a magnifying glass.

Do not write super-long paragraphs. Hold paragraphs to a reasonable length, put a space between them, and don’t indent. 

Text should be aligned left, not justified from margin to margin, to leave a little space at the end of each line. This makes the text easier to navigate and avoids a blocky look.

Use a one-inch margin on the top, bottom, right and left of your letter. White space is important, and it’s a fundamental design rule that white space should be pushed to the outside and not trapped in the center. Setting proper margins provides built-in room for white space on the outside of your text.

The vast majority of resumes and cover letters today are sent electronically, either by email or through an online system provided by the employer to upload documents. Unless you’re specifically asked to do otherwise, save your resume and cover letter as PDF documents, which will retain your formatting so that they look the same on any device.

The safest and simplest way to sidestep any of the potential design flaws mentioned here is to use a professionally designed cover letter template like those we offer at resume.io. We can’t write the letter for you, but we can give you an excellent foundation to build on.

Mistakes in a data entry cover letter

Here are some of the mistakes commonly found in cover letters that you need to avoid:

• Typos and other writing errors : Data entry specialists are prized for their accuracy, so you can’t afford to make any mistakes in a one-page letter.
• Letters addressed to everyone : Each cover letter should be customized for a specific employer, so don’t send the same letter to 50 recruiters.
• Clichés and “fluff” : Fluff is language that sounds impressive but says nothing, and clichés are trite phrases that everyone has heard a thousand times before.
• Terrible design : Letters that look ugly at a glance, with strange-looking fonts, minuscule text or margins that are barely there will rarely merit a second look.

Key takeaways

• Data entry is a shrinking occupation, yet one that’s easy to break into if you have a well-honed pitch.
• If looking for a data entry job, you need a well-written cover letter to get your foot in the door.
• Your cover letter must be properly structured and well-written, or your chances of being hired will be slim.
• Your cover letter needs to follow established design principles so it reads as good as it looks.
• Try to “get into the head” of your correspondent to write a letter that anyone would find irresistible.
• You only need to write one page, so don’t make any mistakes.

The shortest route from A to Z starts with a professionally designed cover letter template that takes all the guesswork out of the design and offers a step-by-step blueprint for success. Find a format you like, download it, and start entering the data that’s going to lead to your next job.

Free professionally designed templates

9 Professional Data Entry Cover Letter Examples for 2024

Your data entry cover letter must prominently showcase your typing proficiency. Highlight your attention to detail and accuracy in handling data. Demonstrate your familiarity with data entry software and systems. Ensure you convey your ability to manage high volumes of information efficiently.

All cover letter examples in this guide

Entry-Level Data Entry

Data Entry Analyst

Data Entry Clerk

Data Entry Operator

Data Entry Specialist

Accounting Data Entry

Data Entry Processor

Freelance Data Entry

Cover letter guide.

Data Entry Cover Letter Sample

Cover Letter Format

Cover Letter Salutation

Cover Letter Introduction

Cover Letter Body

Cover Letter Closing

No Experience Data Entry Cover Letter

Key Takeaways

By Experience

Crafting a data entry cover letter can often be a stumbling block on your path to landing that desired job. You've diligently updated your resume and started applying, only to realize a persuasive cover letter is also a must. It's not about rehashing your resume; instead, it's about showcasing your crowning professional achievement through a compelling narrative. Strike a balance between formality and fresh language, steering clear of worn-out phrases, all while keeping it concise—limited to just one page.

• Write a data entry cover letter that helps you stand out (and get the job);
• Understand how to start and end your data entry cover letter with the appropriate greeting;
• What to include in the body of your data entry cover letter to put your best foot forward;
• Your most important achievements - how to present them as part of your data entry cover letter.

And if you want to make your life even easier, simply drag and drop your data entry resume into Enhancv's AI cover letter generator, and it will write your cover letter for you in just a few moments.

If the data entry isn't exactly the one you're looking for we have a plethora of cover letter examples for jobs like this one:

• Data Entry resume guide and example
• Administrative Associate cover letter example
• Senior Administrative Assistant cover letter example
• Executive Assistant to CEO cover letter example
• Administrative Manager cover letter example
• Front Office Manager cover letter example
• Administrative Assistant cover letter example
• Household Personal Assistant cover letter example
• Office Manager cover letter example
• Front Desk Supervisor cover letter example
• Guest Services Manager cover letter example

Data Entry cover letter example

Ethan Smith

Phoenix, Arizona

+1-(234)-555-1234

[email protected]

• Highlighting quantifiable achievements (such as the "25% reduction in errors" and "monthly salvage of over 100 hours") provides concrete evidence of the candidate's capability and experience, which is crucial for a role that values accuracy and efficiency.
• Demonstrating the adoption and integration of new software tools shows adaptability and a forward-thinking approach to technology, which is important in roles like Data Entry where staying current with latest tools can drive efficiency.
• Emphasizing leadership roles in process improvements (like leading the adoption of new verification processes or creating new database structures) positions the candidate as a proactive and valuable contributor who can enhance team performance in a data management context.

Designing your data entry cover letter: what is the best format

Let's start with the basics, your data entry cover letter should include your:

• Introduction
• Body paragraph
• Closing statement
• Signature (that's not a must)

Next, we'll move to the spacing of your data entry cover letter, and yes, it should be single-spaced ( automatically formatted for you in our cover letter templates ).

Don't go for a old-school font (e.g. Arial or Times New Roman), but instead, pick an ATS-favorite like Chivo, Volkhov, or Raleway, to stand out.

Our cover letter builder is also set up for you with the standard one-inch margin, all around the text.

Finally, ensure your data entry resume and cover letter are in the same font and are submitted in PDF (to keep the formatting in place).

P.S. The Applicant Tracker System (or ATS) won't be assessing your [job] cover letter, it's solely for the recruiters' eyes.

The top sections on a data entry cover letter

• Header: Includes your contact information and the date, making it easy for the recruiter to know who you are and how to contact you.
• Greeting: Addresses the hiring manager or recruitment team specifically, demonstrating that you have researched the company and personalized your application.
• Introduction: Briefly states the position you are applying for and gives a compelling reason why you are interested in data entry at their company, setting the stage for your letter.
• Professional Experience and Skills Body: Highlights your data entry experience, typing speed, attention to detail, and familiarity with relevant software, which are critical skills for the role.
• Closing and Call to Action: Ends the letter on a polite note, reiterates your enthusiasm for the role, and expresses your eagerness to discuss how your data entry skills align with the company's needs in an interview.

Key qualities recruiters search for in a candidate’s cover letter

Attention to Detail : Essential for ensuring accurate and high-quality data input, minimizing errors, and maintaining the integrity of the data.

Typing Speed and Accuracy : Important for efficiently handling large volumes of data entry while maintaining high accuracy levels to meet productivity targets.

Familiarity with Data Entry Software : Knowledge of specific data entry programs like Microsoft Excel or database management systems indicates that the candidate can start with minimal training.

Discretion and Confidentiality : Data entry often involves handling sensitive or private information, making the ability to maintain confidentiality crucial.

Excellent Organizational Skills : Helps in managing data systematically, tracking tasks, and prioritizing work to meet deadlines and maintain a well-organized database.

Ability to Concentrate for Long Periods : Shows the candidate's capability to stay focused on repetitive tasks, reducing errors, and maintaining consistent performance over time.

What greeting should you use in your data entry cover letter salutation

A simple "Hello" or "Hey" just won't work.

With your data entry cover letter salutation , you set the tone of the whole communication.

You should thus address the hiring managers by using their first (or last name) in your greeting.

But how do you find out who's recruiting for the role?

The easiest way is to look up the role on LinkedIn or the corporate website.

Alternatively, you could also contact the organization via social media or email, for more information.

Unable to still obtain the recruiter's name?

Don't go down the "To whom it may concern path". Instead, start your cover letter with a "Dear HR team".

List of salutations you can use

• Dear Hiring Manager,
• Dear [Company Name] Team,
• Dear [Department Name] Hiring Committee,
• Dear Mr./Ms. [Last Name],
• Dear Dr. [Last Name],
• Dear [Professional Title],

Introducing your profile to catch recruiters' attention in no more than two sentences

The introduction of your data entry cover letter is a whole Catch 22 .

You have an allocated space of no more than just a paragraph (of up to two sentences). With your introduction, you have to stand out and show why you're the best candidate out there.

Set out on a journey with your data entry cover letter by focusing on why you're passionate about the job. Match your personal skills and interests to the role.

Another option for your data entry cover letter introduction is to show you're the ideal candidate. Write about how your achievements and skills are precisely what the company is looking for.

However you decide to start your data entry cover letter, always remember to write about the value you'd bring about. Making it both tangible (with your metrics of success) and highly sought out.

The middle or body of your data entry cover letter body: a great instrument to tell a story

Now that you've set the right tone with the greeting and introduction of your data entry cover letter, it's time to get down to business .

Hear us out, the body of your data entry cover letter is the best storytelling instrument you have, in your job-hunting arsenal.

Writing the next three to six paragraphs, take the time to reassess the advert to discover job-crucial requirements.

Next, choose one accomplishment that covers those key skills and talents.

Use precisely that achievement to tell an exciting story of how you match the ideal candidate profile.

In the undertones of your story or data entry cover letter body, hint at the difference you'd make and sell your application as the perfect one for the job.

Two ideas on how to end the final paragraph of your data entry cover letter

Closing your data entry cover letter , you want to leave a memorable impression on recruiters, that you're a responsible professional.

End your cover letter with how you envision your growth, as part of the company. Make realistic promises on what you plan to achieve, potentially, in the next six months to a year.

Before your signature, you could also signal hiring managers that you're available for the next steps. Or, a follow-up call, during which you could further clarify your experience or professional value.

The zero experience data entry cover letter: shifting the focus to your unique value

Don't worry if you have no conventional professional experience . Within your whole experience, there's plenty more you can write about in your data entry cover letter.

Take, for example, your biggest achievement or award - dedicate your cover letter body to describe it and the job-relevant skills you've learned.

Your professional ambitions could also take center stage. Describe what you plan on achieving in the next five to ten years and the efforts you're making towards your dreams.

Key takeaways

We hope this data entry cover letter writing guide has shown you how to:

• Format your data entry cover letter with the mandatory sections (e.g. header, greeting, intro, body, and closing) and select the right font (P.S. It should be the same as the one you've used for your resume);
• Substitute your lack of professional experience with your most noteworthy achievement, outside of work, or your dreams and passions;
• Ensure recruiters have a more personalized experience by tailoring your cover letter not just to the role, but to them (e.g. writing their first/last name in the salutation, etc.);
• Introducing your biggest achievement and the skills it has taught you in your data entry cover letter body;
• Write no more than two sentences in your data entry cover letter introduction to set the right tone from the get-go.

Data Entry cover letter examples

Explore additional data entry cover letter samples and guides and see what works for your level of experience or role.

Cover letter examples by industry

AI cover letter writer, powered by ChatGPT

Enhancv harnesses the capabilities of ChatGPT to provide a streamlined interface designed specifically focused on composing a compelling cover letter without the hassle of thinking about formatting and wording.

• Content tailored to the job posting you're applying for
• ChatGPT model specifically trained by Enhancv
• Lightning-fast responses

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Sample Cover Letter With No Experience in Field (And How to Write Yours)

By Biron Clark

Published: November 10, 2023

Cover Letters | Recent Grads

Biron Clark

Writer & Career Coach

Writing an articulate cover letter is challenging for all job seekers. But if you have little or no work experience in a field, the stakes are higher. It’s more challenging to prove your value when you don’t have a series of professional accomplishments to back up your assertions. On the bright side, you probably have more to offer an employer than you realize. You just have to package your strengths the right way.

In this article, you’re going to learn how to write a cover letter for a job with no experience in that field. And we’ll look at a full sample after going through the steps.

Let’s get started…

How to Write a Cover Letter With No Experience

1. the main purpose of your cover letter with no experience.

The purpose of a cover letter is to complement your resume and convince more employers to interview you. You may refer to your resume when writing a cover letter for a job application, but you must expand upon points made in the resume when writing the cover letter.

The cover letter should breathe life into the points made in the resume, and create a compelling—or even emotional—narrative around your career hopes and aspirations . It’s your chance to tell your story and show that you have the passion and the drive to come into a job and make a difference.

And at the end, it should ASK for the interview. We’ll talk about that coming up. Let’s get started by going through how to write a cover letter with no experience, step-by-step…

2. Cover Letter Contact Information

When beginning a cover letter for a job application, start with your contact details in the top left-hand corner of the page. Include your name, city of residence, phone number, and email address. (To preserve your privacy, do not include your physical address). You should also include your LinkedIn URL. Next, write the name of the company you’re applying to, and its city of residence.

3. Your Salutation

Ideally, you address your reader by name in your salutation. Internet sleuthing may reveal the name of the hiring manager. If you can’t find a name, you have two options: call the organization and ask to learn more about the position, or write “Dear ” or “Dear Hiring Manager.”

This isn’t ideal, though. You should really only be sending a cover letter if you know the hiring manager’s name and have some specific information about the position. So if you know nothing specific about the hiring manager or job, and the company hasn’t asked for a cover letter specifically, then you probably don’t need to send it .

4. Cover Letter Introduction

Use this section of your cover letter to introduce yourself and share your enthusiasm and why you applied for the position .

Start with your name and provide some background on your strengths. Always identify the position you’re seeking and how you learned about it. If someone at the company told you about the job, then mention that person’s name (only after asking their permission, though). Aim for one to two sentences in your Introduction—keep it short, sweet, and precise.

Example Cover Letter Introduction with No Experience in the Field:

“Hello, my name is Grace Addington, and I’m a goal- and detail-oriented civil engineering graduate from Petaluma College. I was excited to learn about the Junior Engineer internship at Bay Area Rapid Transportation through my former classmate Katie Heinz.”

5. Body Paragraphs

Here comes the most critical part of writing a cover letter with no experience. The purpose of your body paragraphs (one to two brief paragraphs, tops) is to prove that you’re the best candidate for the position. Seeing as how you have little or no previous professional work experience to fall back on, you’ll want to place emphasis on soft skills —attributes of a personal nature that say a lot about your work ethic and ability to work in sync with others. Or, if you have job-related skills (AKA hard skills) from another type of role, point out how those skills will help you transition into this next job and succeed quickly.

That’s what hiring managers are looking for! So while it’s great to write about soft skills and put together a cover letter talking about how you’re willing to learn their job… it’s much better to point out any hands-on experience that you have. So if you’re able, always highlight that first and foremost.

For example, if you had an internship, worked in an unrelated field, did a few academic projects while studying, gave a presentation, etc., those are still valuable pieces to put on your resume AND in your cover letter.

Your resume likely already consists of part-time jobs or school activities or memberships in school associations that maybe aren’t 100% related to the job you’re going after.

Look closer, though—you’ve probably garnered skills in these experiences that can carry over to the job you’re applying for. Below are two examples of cover letter body paragraphs that hone in on two key phrases noted in a job advertisement as requirements: “strong interpersonal skills” and “positive work ethic.” You should be able to figure out pretty quickly which example hits the mark.

Let’s look at two sample paragraphs now from cover letters with no experience in a field:

“I am Twig & Twine’s ideal office manager. As my resume states, I served as an RA at my dorm. I know how to manage an array of things.”

“You’re looking for a candidate with strong interpersonal skills and a positive work ethic. While serving as an RA at Porter College’s main dormitory, I planned monthly social events for over 200 students, settled two to five student disputes per week, and mentored a select group of students in Composition. The experience taught me, rather quickly, how to efficiently multi-task, and how to effectively settle conflicts of all types in a calm, level-headed manner. I feel confident stating that I can bring these talents to Twig & Twine’s office manager position.”

The second example takes the duties that likely appeared in the RA position on the resume and then digs deep, illustrating how the tackling of those duties turned into accomplishments, and led the applicant to grow the crucial skills needed for the office manager position.

One last thing about body paragraphs—remember to frame your message around the employer’s needs, and not yours. Focus on what you can bring to the job, and how your talents will translate into success for the company. That’s important in any cover letter, and becomes even more crucial in a cover letter with no previous work experience.

6. Concluding Your Cover Letter

End your cover letter by reiterating why you’re the best candidate and express your interest once again in the position. And ask them for the interview! It’s surprising but most job seekers don’t do this, and it’s been shown to improve your chances of getting a call to come in for an interview!

So conclude your cover letter by thanking the reader for the time they took to review your application, and tell them you’d like to find a time to meet for an interview to see if it might be a good fit to work together. To close, sign off formally. Try “Respectfully yours” or “Sincerely.”

7. Proofread Everything

Before sending out your new cover letter, read it out loud to catch errors quickly. Ask a trustworthy person to read it as well. Nothing stops you from getting interviews faster than an obvious typo or error in your cover letter or resume, and you only have to check once, but make sure you’re checking it thoroughly!

8. Save it as a PDF

Once the content is finalized, save it as a PDF and title it “ Cover Letter” to prevent confusion. Voila! You’re done. If you follow the tips above, you’ll have a great cover letter with no experience so you can get interviews and job offers in this new field!

Sample Cover Letter With No Experience in Field:

Next, let’s look at a full sample of a cover letter that explains why you’d fit well in a role ( and why you chose to apply for this type of role ):

Dear Name, I’m writing to you regarding the Sales Associate job posting, which I believe reports to you. I can offer 5+ years of experience working directly with customers over the phone and in person, primarily in customer support. Although I haven’t worked directly in sales, my customer support experience has helped me build skills in communication, persuasion, and problem-solving, which I believe will translate well into selling software subscriptions for your firm. I’m motivated to transition into sales to continue challenging myself and growing in my career, and I’ve always enjoyed a challenge, which I think working in sales will provide me. I’ve attached my resume for your review. If any of the above sounds interesting, I’d welcome the chance to talk on the phone this week. Thanks for considering my note today. Best regards, Your Name

This cover letter is upfront and clear that you have no experience in the field of sales, but shows that you’re willing to learn and excited to learn this new job. That’s essential!

You don’t JUST want to say you’re willing to learn, though. You want to PROVE that you’ll be able to learn. That’s why this letter also mentions the experience you have that is most similar. In the case of the example above, it’s the customer service experience and communication skills.

While this person may not have sold anything to customers, they still interacted with customers directly, which will be seen as a plus.

One other thing you should always point out if possible: Experience working in the same industry. So if you’ve never done sales, but you did customer support in the exact same industry as the employer, that’s a huge plus… because it means you’ll have less learning needed on the job!

Other Articles That May Help You:

• 3 more tips for writing a cover letter that stands out.
• General tips for how to get a job with no experience.
• How to write the perfect resume “Summary” section with no experience.

About the Author

Read more articles by Biron Clark

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This really helped me

Thanks for this! Really helpful for me as a new graduate and non native English speaker. I’ve started using the steps here and am planning on sending a lot of applications this week to see how it works.

Thank you for the examples. I hav ea little bit of experience so I’m not writing the cover letter with absolutely no work experience but this still is helpful and seems to work for me.

One hiring manager told me that the reason they chose to call me was my cover letter.

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How To Write A Cover Letter For A Job In 2023 (With Examples)

• How To Write A Cover Letter
• When Is A Cover Letter Necessary
• Free Cover Letter Templates
• Cover Letter Mistakes To Avoid
• Cover Letter Tips
• How To Sell Yourself In A Cover Letter

Find a Job You Really Want In

Cover letters aren’t required with every application, but the majority of managers pay more attention to a candidate who includes a cover letter. This is especially so if you make an effort to tailor your letter to the specific position. It’s important not to just change the names and job positions, but also to show how your professional experience fits with the job.

A good cover letter greatly increases your chance of getting an interview. If you’re looking to write a cover letter, rework a letter that you have, or just want to know what’s involved in the job application process, then keep reading.

Key Takeaways:

A cover letter should be a maximum of one page long, with three to five paragraphs.

Before writing your cover letter, it’s important to reread the job description and include keywords from it.

Do research to figure out who you are addressing, and make sure to keep your greeting gender neutral if you don’t know.

Tailoring your resume to each job can help you stand out from other candidates.

What is a cover letter?

Why cover letters are important, how to write a cover letter, cover letter examples, cover letter template, do’s and don’ts in a cover letter, cover letter faq, expert opinion.

• Sign Up For More Advice and Jobs

A cover letter is a one-page document that describes your professional background, fitness for the role, and interest in the company. Cover letters are a way of introducing yourself to hiring managers in a more engaging way than resumes can.

While your resume spells out the “who, what, where, when” of your relevant experience, a cover letter fills in the “why” and “how.” A good cover letter not only expands on your resume’s accomplishments but also highlights the soft skills that make you an excellent person to work alongside.

While there are no official formatting guidelines for cover letters, hiring managers and recruiters do have certain expectations regarding structure, length, and content.

Writing a good cover letter is important because it is your chance to stand out from other potential candidates. Showing your personality while also matching the tone of the company will help recruiters to visualize how you could fit into the role.

Simply submitting a cover letter isn’t enough though. Each cover letter you write should be specifically tailored to the job you’re applying for (just like resumes). It’s essential that you show the reader that you’ve done your homework and understand exactly what function you’d be serving if hired. You do that by providing examples of past work experiences that directly relate to the responsibilities of the new job.

Cover letters are inherently unique based on who’s writing them and for what position. However, as a cover letter is a business letter, it has an expected format that it should follow. This is important because you want the hiring manager to be able to look over your cover letter quickly and understand your qualifications and interest in the position.

Here’s the standard way that a cover letter should be formatted and what to include:

The header. The header of your letter is where you should input all of the contact information for yourself and the hiring manager . Do you best to address it directly to the person who’ll be reading the letter — typically either the hiring manager or HR manager.

Traditionally, you should include both your name and address and the employer’s name and address. However, as the majority of applications are online, the employer’s address is often omitted. But a traditional cover letter’s heading would look like this:

Page Roman 444 Frog Rd. Marigold, TX, 10987 August 27th, 2021 Chris Morgan Marketing Manager New Media Company 833 Rune Rd. Marigold, TX, 10987

If you’re emailing your cover letter, you can simply include your name, telephone number, email address, and fewer address details (just your city and state will suffice). You can also include a zip code if you live in a big city with multiple zip codes.

Jessica Dancer jessica. dancer @email.email | (555)-444-3333 | Colombus, OH 43110

Be sure to use a professional-sounding email address that’s not associated with your current or past employer. It’s disrespectful to both your current employer and the company you’re applying to, and will likely hurt your chances of being invited for an interview.

The greeting or salutation. Traditionally, the best salutation would be to use Dear Mr./Ms. [Last Name]. Make sure that you know the person’s gender when doing this, however, as you don’t want to misgender the hiring manager. Using “Dear [First Name] [Last Name]” is becoming more popular for this reason, patriotically among younger workers.

Dear Mr. Morgan, Dear Mrs. Smith Dear Ms. Conner

Avoid using generic greetings such as “To whom it may concern” as it’ll look like you didn’t bother to personalize the letter (even if you did.) That particular phrase has become somewhat controversial as well, so if you need to put a generic address — if you can’t find the hiring manager’s name, for instance — use something else, such as:

Dear Hiring Manager Dear [Department] Manager Dear [Title of the Person You’d Report to if Hired] Dear [Department] Hiring Team

Opening paragraph. The opening of your professional cover letter should instantly grab the attention of your reader . Try to lead off with one of your most relevant and impressive accomplishments.

Open strong . Open with a statement other than your name or stating your interest in the position. Lead with an interesting experience or achievement that directly relates to the new position.

Convey your personal value. There are always other qualified applicants with similar skills, so it is key to express why you personally would bring value to the organization. Give specific details as to the value you brought in a previous position, and how that could transfer to the new role.

Show your enthusiasm. Recruiters want to hire candidates who are excited about the position. Express enthusiasm and convey why you are passionate about the role. This is another opportunity to share a quick personal anecdote related to the job.

Keep it short. All of these points in your opening paragraph shouldn’t be more than a sentence or two each. You don’t want your introduction to be too long, as you want the reader to be able to quickly go through your cover letter.

As a Content Writer with a passion for travel and literature, I was thrilled to see the Senior Content Writer position open up at BookFly. My past experience driving organic traffic by 23% YoY to the travel website, XTravel, would translate perfectly into the position’s stated goals from the job description.

First body paragraph. Here is where you should really sell yourself across several areas. Showcase how your personality traits, such as being honest or having the ability to work under pressure, make you a good fit.

Emphasize transferable skills. Explain how the skills you’ve cultivated make you the perfect fit for the role. This can include collaborative work you’ve done in the past, a leadership role you had that drove results, or interpersonal skills.

Revisit the job description. Make sure to pull relevant skills from the job description and put them in your cover letter. If the hiring manager spent the time to list those skills, they’re going to be looking for candidates that have them.

It also helps with applicant tracking systems that may sift through cover letters looking for keywords.

Don’t skimp on personality traits. These are especially important if you don’t have a lot of experience. Desirable skills such as ambition, dedication, and getting work done on time are good for both entry-level positions and if you’re making a career change.

I have a passion for content creation and a deep understanding of the content cycle, from ideation to promotion. My years in the digital publishing world have crafted my ability to drive killer CTR and resonate with an audience. Not only did CTR jump by 2.1% in the months after I was brought on board, but it had a knock-on effect on social media engagement, which rose by 8% in the same time frame. I believe good content has its roots in good data. This is why while at Media Company I created a content-marketing dashboard to highlight KPIs like those mentioned above. The dashboard allowed us to take advantage of wins more rapidly and avoid repeating losses.

Second body paragraph. Just as an employer wants to know why you’d want the role, they also want to know why you’d want to work at their company. Do your research and learn more about the core values of the company. Discuss how they align with your own.

Check the company’s website but also start to explore LinkedIn for greater insights. Employers want to make sure that you fit into the overall culture, and this is also something you should consider for yourself. However you feel you fit into the work culture, explain to the recruiter why. Paint a picture of how you’ll be better from the company, and how the company will also benefit.

I thrive in a fast-paced environment and excel at creating structures from scratch. I spearheaded our SEO efforts, developing workflows and systems to ramp up content production from zero. BookFly’s commitment to core values of “collaboration and imagination” aligns with my own preferred approach to tackling projects and dreaming of big ideas.

Closing. The closing of your letter is your final impression to the hiring manager, and therefore should clearly express your eagerness to take on the position. You don’t need to rehash all of the accomplishments and skills highlighted in previous sections. Consider this more of a statement of intent.

First, express gratitude that they took the time to consider you for the job by making it all the way through your letter. Then, quickly remind them of the benefits that you can bring to the role and company.

Finally, your closing should state a clear call-to-action (CTA) for the recruiter to take next, such as calling you to schedule an interview. Being confident and direct at the end of your cover letter helps to close the deal.

I look forward to learning more about how the Senior Content Writer operates within BookFly and the current content process. Thank you for taking the time to consider my application. Sincerely, Jessica Dancer

With thousands of cover letter templates on the internet, you want to make sure you choose the right one. Here’s a basic format of what a good cover letter will contain:

Jessica Dancer [email protected] | (555)-444-3333 | Colombus, OH 43110 Dear Mr. Morgan, As a Content Writer with a passion for travel and literature, I was thrilled to see the Senior Content Writer position open up at BookFly. My past experience driving organic traffic by 23% YoY to the travel website, XTravel, would translate perfectly into the position’s stated goals from the job description. I have a passion for content creation and a deep understanding of the content cycle, from ideation to promotion. My years in the digital publishing world have crafted my ability to drive killer CTR and resonate with an audience. Not only did CTR jump by 2.1% in the months after I was brought on board, but it had a knock-on effect on social media engagement, which rose by 8% in the same time frame. I believe good content has its roots in good data. This is why while at Media Company I created a content-marketing dashboard to highlight KPIs like those mentioned above. The dashboard allowed us to take advantage of wins more rapidly and avoid repeating losses. I thrive in a fast-paced environment and excel at creating structures from scratch. I spearheaded our SEO efforts, developing workflows and systems to ramp up content production from zero. BookFly’s commitment to core values of “collaboration and imagination” aligns with my own preferred approach to tackling projects and dreaming of big ideas. I look forward to learning more about how the Senior Content Writer operates within BookFly and the current content process. Thank you for taking the time to consider my application. Sincerely, Jessica Dancer

If you’re putting the cover letter in an email, you can omit putting the contact information at the top and instead include it below your signature. You want to make sure to include your name, phone number, and LinkedIn link, as well as a professional portfolio , if applicable.

Dear hiring manager: I am writing about the position of veterinary receptionist at Pet Care Clinic posted on indeed.com. I am a certified dog trainer with both Petsmart and Petco, allowing me insight into animal behavior. I’m also an aspiring novelist , making me a fast, experienced typist as well as adept with Microsoft Word and Apple Pages. Since I’ve worked at pet stores for several years, I am familiar with different kinds of animal and animal care, as well as building a rapport with pet owners. While I enjoy working with animals and my coworkers, I would like to move into a business where I can continue to learn and build on my experience. I would also like to work for a smaller business. Veterinary medicine has always interested me, and I very much enjoy learning new things. I’m eager to learn more about it in order to help customers make the best choices for their pets. I’ve always enjoyed working with animals, even before I was able to get a job that allowed me to. I grew up with dogs and cats, so I’m comfortable and familiar with their behavior. Being a pet owner myself, I’m able to understand what customers are looking for in a veterinary clinic and tailor the experience to their needs. Thank you for your time and I look forward to hearing from you. Sincerely, Michelle Bolivar Email: [email protected] Phone: (555) 545-9706

[your contact information] [date] Dear [Hiring Manager], I’m writing to apply for the open [position] at [company] that you posted [place job ad was found]. I believe that my [relevant experience] would be an excellent fit with [company name]. I have long been interested in [specific industry/department], and particularly your company because [why you’re interested in the company/awards they have won/accomplishments]. That experience and [relevant skills] that I’ve cultivated as a [current position] for [time worked in position or industry] will be an asset to the company as it’ll make me effective [at the job/particular aspect of the job]. The [responsibilities required in the job description] will be a [challenge/interesting task] and I look forward to making use of my [relevant skills]. I excel at [working with a team/working alone] and I want to use my expertise to further [company’s] success. I am excited about the possibilities this position holds, and I believe that my qualifications ensure I’d be an asset to your team. I look forward to being able to further discuss the details of the position and my qualifications with you in an interview. Please let me know if you require further information from me. Thank you for your time and I look forward to hearing from you. Sincerely, [Your name] [Your contact information (if it’s an email)

Knowing the proper format of a cover letter is the most important factor, of course, but there are some additional dos and don’ts that if you follow can make your cover letter better. It’s during the editing process, it’s important to go over and make sure that you haven’t made any common mistakes that’ll hurt your chances.

Here are 10 dos and don’ts for writing a good cover letter:

Do’s:

Do start by scanning the original job posting for keywords you can include in your letter.

Do be proud of your accomplishments and make sure to highlight them.

Do clearly express why you would be an asset to the organization.

Do tailor your cover letter to every hiring manager and position that you apply for.

Do try to find unique experiences, but make sure to always discuss measurable and relevant results.

Don’ts:

Don’t feel the need to lie about your skills or accomplishments. One of the worst mistakes to make is being caught in a lie.

Don’t copy and paste a template and only change your name and job titles. Recruiters will not see the value in a plug-in-play cover letter that has been used by multiple applicants.

Don’t forget to be direct and include a call to action.

Don’t make your cover letter too long. Similar to your resume, you want the reader to sum up who you are and get a quick explanation of why you’re a good fit.

Don’t forget to proofread. Grammatical errors on a cover letter and resume are a quick way to get your packet in the “no pile”.

What do you write in a cover letter?

In a cover letter, you should mostly write about impressive accomplishments from past jobs or academic experiences that relate to the job you’re applying for.

What is the purpose of cover letter?

The purpose of a cover letter is to help a hiring manager see why your background makes you suitable for the role in question. While a resume lists achievements, educational background , and skills , it doesn’t give the reader an idea of your actual expertise or personality.

A cover letter allows you to share your approach to work, as well as your ability to communicate your value effectively. A good cover letter makes it easy for a reader to think “I could imagine this person working for us.”

How do you write a simple cover letter?

To write a simple cover letter, start with the header and greeting we outlined above. Next, state your interest in the position (give the exact job title as listed in the job description) and mention your years of industry/job experience.

To keep your cover letter simple, you can now briefly mention in 1-2 sentences or 3-4 bullet points what parts of your background are most important for the hiring manager.

Finally, thank the reader for considering your application, and sign off as usual (e.g., “Sincerely, [full name]”).

What is the best way to start a cover letter?

The best way to start a cover letter is with an accomplishment that speaks directly to your ability to provide value for the company. Other good strategies include describing your long-standing passion for the field, mentioning an important reference at the company, or referring specifically to challenges the company is currently facing.

Do you introduce yourself in a cover letter?

No, you do not introduce yourself in a cover letter. By that we mean you do not say “My name is so-and-so” — you simply jump into your background and why you’re interested in the position.

Your name can be found at the bottom of the cover letter, as well as the header, your email address, and your resume, so there’s no need to force it awkwardly into your cover letter’s opening.

How do you end a cover letter?

To end a cover letter, thank the reader for their time and/or consideration, express enthusiasm for further correspondence and conversation, and sign off with a standard closing like “Sincerely.”

How long should a cover letter be?

A cover letter should be a maximum of one page long, with three to five paragraphs. Half a page is the shortest that your cover letter should be.

Harvard Business Review — How to Write a Cover Letter

University of Washington — Writing the Cover Letter

What’s a quick cover letter tip?

Michael Akbar Vice President Certified Professional Career Coach

Use your six seconds to show the employer in a tailored cover letter and resume that you understand their pain and will make their lives better if put in the position.

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Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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