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How to write service letter
March 06, 2019 1st Anniversary Wishes 5 comments

A gracious resignation letter protects your relationship with colleagues as you move through your industry. Learn how to write a professional.

Too many job seekers pay little attention to their resume cover letter. In a competitive job market, every edge counts, so why waste one? Writing a cover letter doesn’t have to be a time-consuming, energy-draining affair. Just find a cover letter template that works for your particular situation and make liberal use ofto build the content. The cover letter samples available inare written by experts, so you can be sure you’re putting your best foot forward. Here are a few examples of the cover letter samples available in Cover Letter Builder.

Administrative Assistant Cover Letter Sample

Customer Service Cover Letter Sample

Teacher Cover Letter Sample

Internship Cover Letter Sample

Live Career's Cover Letter Builder

Whether you're in healthcare, banking, customer service or any number of other industries, LiveCareer's free online Cover Letter Builder offers cover letter samples to get you started. So if you’re struggling to find the right words, give it a try.

When you own a business, you will likely need to write letters to your customers. You may of our larger team able to provide you with the best possible service.

Cover Letter Samples

how to write service letter

I absolutely love writing sales letters. It’s not only where I got a fairly strong start, with regards to finding customers. But I also find it a fantastic exercise to understand exactly what I’m delivering to customers.

A well written sales letter will help you understand why someone would buy.

It can even become the entire backbone to your sales campaign, pitch and sales strategy.

Use the sales letter template below, to begin mapping out your sales letter. As an exercise, I encourage you to write out what type the individual pieces of a sales letter.

The fully written sales letter will help you piece together the journey that the customer needs to go on, before they will buy from you.

I don’t see any reason why you wouldn’t send this sales letter to customers. But more than anything, it will help you with future sales content such as sales pages, videos, pictures, emails and even blog content.

Use the prompts below to create a sales letter for your product, service or entire business. Notice how it’s a different frame from introducing yourself and explaining your benefits.

The best sales letters, with the highest conversions, focus on emotional responses with the customer. Telling THEIR story and connecting with them, before converting to a sale.


You want to start with a clear and attention grabbing headline. We typically will try to cover through things in our headlines.

  • Refer to the audience by name
  • Tell them what you’re going to help them do
  • But without doing something they expect to do

For example, headline could be “non-fiction authors: how to sell 1000 copies of your new book in your first week without spending a penny on PR”.

We might also put a subheading or subtitle underneath. Something along the lines of a result that the reader can get, if they read the full post. For example “book launch hack method revealed”.

Overall, the headline should be designed to potentially make and close the sale or by itself. It should be clear enough that it’s understood by anyone who reads it who it’s aimed at, what they’ll be able to do and what they won’t have to do.


Next we like to outline a promise. This is where we will spend a short section explaining what we’re going to help the reader to do.

This is part of the setup phase of the story. All sales letters are essentially a story with a setup, conflict and resolution.

This is where we’ll start to describe a future to the reader. Will make a bold claim about what the sales letter entails. Explaining what they will be able to do, have, become and see if they continue reading.

For example if we use the non-fiction author example above. We could explain how we’re going to help them increase the number of sales Lucy for the only book launch. As well as give them the step-by-step plan to increasing sales across Amazon, Kindle and traditional bookshops.

Essentially, what is the reader going to be able to come away with, after they read the sales letter?


This is where we begin to outline the problems the customers currently facing. What are the problems, roadblocks and negative situations that the customer faces today?

This is where we’ll currently dig into their average day, how they feel today and what status is with their friends, themselves, customers and their network.

The more descriptive we can be about where they are now,Who they are and what they are going through, the stronger the connection we build with the customer.

By this stage we don’t talk about ourselves. We keep it purely focused on the customer and their story and journey.

For example, “have you ever launched a new book, only to receive cricket sounds instead of sales? If you’re like every other first-time non-fiction author, you’ll struggle to generate the sales and revenue that you need. Maybe you’ve got bills piling up, holidays your having to put off and friends waiting to tell you that they were right all along. Does this sound like you?”

The more we can frame the start of the letter around who they are now, and the negative situation they face, the more successful the sales letter can be.

Don’t be afraid to write exhaustively on this subject. Writing as much as you can on where they are now.


This is where we will dispel a myth common misconception about the solution.

For example of where helping someone generate sales as a non-fiction author, will want to write out at least one method where people go wrong.

What is a common misconception within their space? What is it that everyone else tells them to do which is wrong? What something of try before that didn’t work?

The more you can write about common misconceptions, myths and where other people go wrong, the more you are demonstrating your knowledge of the area. This is where you begin building massive levels of trust with the reader.

As soon as you begin to outline the problem, and promised a solution or result, readers will instantly put up an objection barrier.

“But I’ve tried this before and it didn’t work” it’s now our job to reframe the problem, explain to them it wasn’t their fault, and demonstrate that we have the only solution that works.

For example you could say “most non-fiction authors, when launching their first book will use a PR agency to generate interest and sales. This doesn’t work, because it’s expensive and doesn’t generate the results you need”.


Next we need to frame the environment that our customers are in. We need to present a series of opportunities or threats to them and their business, that they need to address.

Remember the SWOT analysis from highschool business? We’re looking at opportunities and threats in their world, that they’ll either recognise or are new to them.

We’ve changed SWOT recently to just SWT or strengths, weaknesses and TRENDS. Trends are both positive or negative (sometimes both). We use trends because opportunities and threats, while a fantastic frame to place around an event, aren’t as immediate.

When we think of trends in the marketplace (Instagram launching Instagram TV or YouTube’s adpocolypse), these are trends in the market that affect our audience. We can then frame each event as an opportunity or threat.

We can present each event as a trend and then tell our reader why they need to protect themselves against it OR get ready to take advantage. You can also use a few different trends and really hit those hot buttons, posting some as an opportunity or some as a threat.

And of course, the entire purpose of this section is to position you as the solution to these changes and trends.

Finally, we can set each trend in 1 of 3 topics, to make it easy. Social, economic and technological.

  • Social
    • Social trends are things happening or being caused by PEOPLE. Societies, communities, individuals, countries, industries. It’s all about what people are doing in the marketplace differently.
  • Economic
    • Economic trends are about money. Things happening to, or being caused by money. Where people are spending money, where people are saving money, what money is doing to an industry or people.
  • Technological
    • Technological trends are about things happening to, or being caused by changes in our gadgets and toys. Phones, laptops, internet, tap-and-pay cards. It’s about how things are changing with the things we use.

These 3 areas are a great place to start talking about how things are moving in the market

and why they need to pay attention. This is essentially the question “why is this important and why you need to do something NOW”.

Knife twist

Sounds gory. It is.

You’ve explained the problem. You’ve talked about their future and where they could be in their life. You’ve outlined everything that’s changing that they need to be aware of.

Now what else? What ELSE goes on top of all that? Ever had you car break down, a text from your partner telling you they’re leaving you and when you finally arrive at work, you’re fired?

Sounds a little over the top, but this is where we want the final straw to come. We need to “twist” the knife that we’ve stuck in.

Finish the sentence “and to top it all off…”

Think about one final thing the reader has to deal with. Finish off the promise, problem, myths and trends with one final thing to remember.

  • You’ve tried this before and you wasted a load of money
  • Your last PR agency told you it couldn’t be done
  • You’re not even confident about the quality of your book

Top off the sales letter introduction (promise, problem, myth, trends) with a knife twist that adds one more complication/conflict to the story.


By this point your customers are salivating. They see where they are, they see the world around them and they see where they could be.

Notice how we haven’t talked ONCE about ourselves or who we are? Why? Because they don’t care about us, until it’s clear how much we care about them.

We’re going to tell them what the solution is now. We’re not going to go into great detail, we’re just going to tell them what they need.

Introduce the name of the product/service and what it is. Simple as that.

  • Introducing Sell Your Service. Weekly business coaching for funnel builders
  • Introducing BookLaunch. The comprehensive launch system for non-fiction authors
  • Introducing TRX. Total body workout and muscle growth equipment

It might have a small product shot or photo. But honestly, this is a story. Your reader is the hero and this solution is their quest item. This is the magic sword, kung fu training or Swedish supermodel.

It’s the THING they want to have, in order to have the life or results they want.

Name, what it is. That’s it.

Testimonials/social proof

Quickly we want to show a case study, or some kind of proof. Testimonials are crazy powerful at this stage. We’ve introduced the product and we’ve told them we can help.

Now we’re going to demonstrate that it’s helped other people.

Testimonials are great. But make sure they’re REAL. I like to go all out on my testimonials. I’ll make sure I have a photo of the person, their Twitter handle or website and their quote and name.

That might sound like a lot, but it’s critical to me that I remove all doubt about who those testimonials are from.

Or you could do a case study, talking about a real customer that you’ve worked with or helped.

What if you don’t HAVE any testimonials or case studies? Tell a story.

Create a character who isn’t real and tell your audience who they are. Tell your customers about the average day your hero goes on, what happens when they try to do it the old/wrong way and then tell them about their life after working with you.

No need to make it explicitly clear that it’s a made up story. Just introduce the hero/character and tell their story.

Weather it’s a testimonial, case study or story, the idea is that the reader sees themselves as the character and how the journey leads to a better life.


Benefits. Not features. Not what’s included. Not what’s delivered. Benefits.

Benefits sell. Features close. We need to SELL right now, so we’re going to lay out benefits.

15 point strap harness for maximum muscle workout, is a feature.

Get shredded and build lean muscle faster than ever, is a benefit.

A benefit is the future. What does the FUTURE look like? It’s an emotional state that the reader wants to be in, or recognise.

List out 5-7 benefits to the customer. That’s 5-7 points where their life is better.

If you’re struggling to list out benefits, try listing out how they’ll FEEL after working/buying and what their average day is like after buying.

What do their friends/partner/children think of them? What will they think of themselves? What are they going to see or do or feel?

Benefits are about THEM.

Another way to list out benefits, is to list out your features and ask “why?”. Why does this matter? Why would anyone care?

You might need to ask why a few times.

Feature: Facebook cold traffic campaign.

Why? Drive more traffic to the website

Why? Increase the number of people who see your business/brand

Why? Have thousands of potential customers reaching your business

Something people forget about benefits is that your reader and customers, KNOW what benefits they want. You’re trying to show them a benefit that they already want and know.

We can only EVER sell something that people WANT. We can’t sell what they need. Even if they need a traffic system, content and email CRM, we can’t sell it unless they want it.

Benefits are easier to sell, because people want them. Notice how we STILL haven’t talked about ourselves.


The CTA or call to action stage is where we offer to help. We give them the buy now button, the link, the order form. Whatever it takes to get the deal.

Don’t think of this as “asking for the business”. Think of this as “offering to help them now”.

If you’re a doctor and someone comes in with a broken leg, you’ll tell them what you’re going to do and how you’re going to help.

You then don’t walk out and say “if you’ve got any questions let me know”. You don’t feel embarrassed about offering to help them now. If anything, your patient would be annoyed that you’re NOT offering to help now.

Your product is the same. You’ve riled up the customer, explained what’s happening in the world, what’s wrong in their business, what their future could look like, how you can help and NOW you’re just going to leave them?

You must include a call to action and get them to take the next step.

About us

Check this out. We’re going to introduce ourselves NOW. Almost 50% of the way in.

The big mistake people make with introductions is either doing it too early, or explaining too much.

Yes, people want to get to know you. But they do NOT care about your cat, your business or your interesting anecdotes. Maybe later, after they’ve got a deeper relationship with you. But not now.

Instead, keep it to these 3 key points.

  • Your name and your business
  • What you do and why you created this product
  • Your “gold medal”

You can keep this to 1 section or page. If you’re doing it as a slide presentation, the entire about us section can be just one slide.

Introduce your name and your business. Use a pitch statement, elevator pitch or tell people who you work with. Don’t spend too long introducing your business. There’s no need to go into your entire back story.

Introduce what you do but make sure you don’t tell people that you build marketing funnels. Explain that you help a certain market or niche, get a certain result. Now explain why you created this product. Why did you create this service? We can use the market need statements from the earlier exercise.

Finally, talk about your one Olympic gold medal. People don’t want a list of 5 to 15 things that you’ve accomplished. What they want is one amazing thing that you are known for. You could talk about one fantastic result you got for a customer, for example a revenue goal or sales generated.

You could talk about a book that you have published. You could talk about how many videos you have on YouTube. But keep it to one gold medal. Nobody cares about one gold medal and 2 silver medals.


Next we want to outline the results that the customer will get after they buy.

Results are measurable and tangible outcomes. Increased traffic, lower advertising costs, more sales etc. What will your audience have or achieve, after they work with you?

During this section I like to go into as much detail as possible, talking through each potential result. It’s also key to keep the results between 3 and 7 important results. And go into detail for each result.

This is the logic part of the sales letter. We’ve already sold to them, and if the emotional pull is strong enough, they’ve decided to buy. Now we are going to help close the deal and confirmed their choice.

Talk about each results and the measurable difference will make in their life. Talk about their average day after Dell buy from you all work with you. What kind of difference their business will see. The more you can clearly explain what they’re getting from you, the more likely they are to buy.


Next we clued a 2nd call to action. This call to action is to remind them that they can buy this, and access this right now. Around this CTA is when I like to say how quickly they’ll get results.

For example a funnel building consultation, or sales training programme, they could see results this week (or even today). Make sure the links, phone line or whatever action are extremely clear and easy-to-use.


This is when you need to have the world’s strongest, most ironclad guarantee possible. The point of a guarantee is that if you aren’t comfortable guaranteeing someone success, you shouldn’t be selling it.

You need to take as much of the risk as possible from the customer. This means offering them a timeframe to return or cancel the product, sometimes called a cooling off period. As well as a refund. We say to our customers that if they don’t think that the workshop has been life changing for the better, then we’ll refund every single penny of their consultation workshop and let them keep all the materials.

We say there is absolutely no commitment to work with us, if they don’t want to, after the initial consultation workshop. We don’t guarantee results, for example increases in sales because obviously that’s almost impossible to guarantee. But we do guarantee that we will work on their business and do everything we can, to help them get the results they need.

Includes and pricing

In this next section we talk about the pricing breakdown and what’s included. This again is another closing technique designed to help people justify the purchase.

People decide whether they want to buy based on their emotions and feelings. But they commit to a sale, when they feel they can justify it to their friends and their own internal values.

We try to stay away from explicitly giving a line item for every single include. But breakdown the pricing and usually I’ll explain the value of something compared to what they are actually paying.

For example a 5 day marketing funnel workshop, might have a value of someone bought it separately, a $5000. But when purchased today with our funnel building programme, you might get it for $2500.

We also use this chance to go over the benefits and results that the customer will get, and compare them to the value that they would pay, compared to what they’re paying now.

For example an increase in traffic and more book sales might have a value of $10,000 but we are only charging $2500.


FAQs or frequently asked questions, are a fantastic place to answer objections within the customer’s mind. Think about 2 to 3 common objections, or reasons why someone wouldn’t want to buy. What’s stopping them from buying?

Write out those questions and answer them in the sales letter. Amazingly, you can even repeat things you said inside the sales letter, such as the guarantee, price and terms of payment.

Close financial

Next I like to add in a financial close. Which is essentially reiterating the economic trend from earlier, and explaining the consequence of not buying today.

This is just reframing the reader’s perception around when is the right time to buy. If they’re reading this is a pretty good chance that the right time is now. So you need to do everything you can to help them realise that you can help them today.


Will then try to find another testimonial or case study to repeat to the customer. Again using the same format as above. It must be both real and easy to understand.

Close goals

We begin to wrap up now by writing a little bit about their goals. Their goals are going to be very closely tied to the benefits and results. We’ll simply ask them if they want this goal or that goal now, then now is the right time to buy. Absolutely nothing is stopping them from achieving those goals, you’ve even got someone like you willing to help them, there is no better time to take action than now.

Close ego

This final close is designed just to frame your business to them. The fastest way to lose a sale is honesty to become pushy and desperate. But during this close, we going to stick our hands up and say “I totally understand that this isn’t for all businesses. Some businesses are happy to stay where they are and to continue suffering from [problem]. I just also know that you aren’t one of those businesses.”

We are saying that we are not desperate for the money, were not desperate for the work. But we are desperate to help businesses that want to grow.


We finish with a final call to action, reiterating the guarantee, timescale and when thou see results. We leave the price they’re available and tell them that they could start working on this today.

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Get the Job

how to write service letter

You're looking to make a great customer service cover letter. But first:


You're so ready to be employed.


You've spent hours polishing your resume.


Now, you need a customer service cover letter.


But not just any letter.


You need a cover letter for customer service that'll wake and shake the hiring manager.


One that'll connect you to the interview like a direct line to the president.


In a few minutes, you'll know how to write a customer service rep cover letter like that.


This guide will show you:


  • How to write a customer service cover letter better than 9 out of 10 others.
  • Customer service representative cover letter samples that get more interviews.
  • Why our customer service cover letter examples will help you land the job.
  • How to start and end a cover letter for customer service so it stands out.


Here's a customer service cover letter sample and a matching resume.


Want to write your cover letter fast? Use our cover letter builder. Choose from 20+ professional cover letter templates that match your resume. See actionable examples and get expert tips along the way.


Customer Service Cover Letter for a Resume—See more cover letter templates and create your cover letter here.


One of our users, Nikos, had this to say:


[I used] a nice template I found on Zety. My resume is now one page long, not three. With the same stuff.


Create your resume now


Now let me show you how to do that right in 8 easy steps.


The Secret to Every Great Customer Service Cover Letter?


A great cover letter for customer service starts with one thing:


A proven, effective template.


Without further ado, here's one you can copy, paste, and adapt to your own needs:


Customer Service Cover Letter Template


Tim Alvino

Customer Service Specialist

831 Rasle Road

Alameda, CA 94501


[email protected]



Luca Lindal

Kajo Global

3341 Star Route

Alameda, CA 94601


Dear Luca,


I've wanted to work for Kajo Global for years, so I was very excited to see your customer service job opening. I'm sure I can help with Kajo's quest to increase customer retention. In my previous role at On Point Electronics, I maintained customer retention rates 38% above the company average with 150 reps.


My 99% positive customer survey results is another reason I think I'd make a great fit at Kajo. As an added bonus, my conversion rate for cross-sells and upsells was 10% better than the average.


I'm well aware of Kajo's ongoing journey into customer service excellence. This position is a perfect match for my love of helping people and solving problems.


I would welcome the chance to discuss your customer service goals. I'd love to show you how my success at On Point Electronics can translate to real customer service excellence at Kajo.


Best regards,


Tim Alvino


PS—I'd also love to show you how my constant quest for personal growth won me On Point Electronics' coveted Customer Hero Award and how that can help Kajo's customers too!


There's your job-winning customer service representative cover letter sample.


Now let me show you why that sample cover letter for a customer service representative works so well. You'll also learn to adapt it to any opening.


Plus, I'll share 10+ customer service cover letter examples to customize your version.


In case you’re not applying for an open position, you might want to read this guide and follow up with this one: How to Write a Letter of Interest


You can also check how to write a cover letter for call center jobs: Call Center Cover Letter: Sample & Complete Writing Guide



The Perfect Customer Service Cover Letter Header


Here's the easy part.


Even entry-level customer service cover letters need the right heading info.


Start with:


  • Your name
  • Telephone number
  • Email address
  • Date
  • Hiring manager's name (and title)
  • Company name and address


You can also add:


  • Your job title
  • Your address
  • Links to your online presence (portfolio websites, LinkedIn, and Twitter)


Keep it professional with the following tips:


Use a professional email address. That means either Gmail or an address from your own website. Also, no [email protected] Just use your first and last name.


Don't use your work email. That's bad manners to your current employer, and it's a red flag to the new one.


Pro Tip: In an entry-level customer service cover letter, cite transferable achievements. For example, if you were a bartender, you performed multiple customer service duties. Those will transfer to your new job.



Open Your Cover Letter with a Proper Greeting


Who should you address your cover letter for customer service to?


Answer: To the hiring manager.


Why? Using her name will get her attention like a Salesforce notification.


In fact, 84% of hiring managers reject applications that don't use their names.


Do a little research to find the name. Learn how in our guide: How to Address a Cover Letter: Sample & Guide [20+ Examples]


Absolutely can't find a name? Don't write a To Whom it May Concern customer support cover letter.


Instead, use "Customer Service Hiring Team." That's as personal as possible when you don't know a name.


Here are some good customer service cover letter example greetings:


  • Dear Alice,
  • Dear Ms. Smith,
  • Dear Mrs. Ford,
  • Dear Customer Service Hiring Team,


Pro Tip: Don't use "Miss" or "Mrs." unless you're sure the hiring manager likes that. "Ms." works well regardless of marital status. That keeps your cover letter for customer service jobs faux-pas free.


What's the best cover letter format for customer service? The three-paragraph format. Learn to nail it here: Cover Letter Formats: A Complete How-To Guide [10+ Examples]



Write a Catchy Opening Paragraph


I'll be blunt.


The first sentence of your customer service representative cover letter is crucial.


That first sentence will get your letter read or trashed.


Do it right, or you'll be shunned as surely as a robocall.


Look how that's done (and not done). Check out these two sample cover letters for job applications in customer service:



I am writing to apply to your customer service job posting. I've enclosed my call center resume. As a customer service professional with 4+ years of experience, I think I'd make a great fit for this position.


That's not as bad as a telemarketing call, but it's not great either. It basically says, "I've done this job and here's my resume." It'll put the hiring manager to sleep.


Compare it to the next of our customer service cover letter samples:



I've wanted to work for Kajo Global for years, so I was very excited to see your customer service job opening. I'm sure I can help with your quest to increase customer retention. Why? Because in my previous role at On Point Electronics, I maintained customer retention rates 38% above the company average for 150 reps.


That customer service cover letter example is better than a Jabra headset. If you don't get the job, the hiring manager has troubles.


Pro Tip: Not sure how to start your entry-level customer service cover letter? Cite a great achievement. Haven't got one? Talk about the employer's needs, or mention something you love about the company.


Even with great customer service cover letter examples, starting yours can be a teeth-gnasher. See our guide for help: How to Start a Cover Letter: Sample & Complete Guide [20+ Examples]



Explain Why You’re The Perfect Customer Service Candidate


Picture it:


You've got a new job and a whole new group of friends.


Best of all, you've got a fat paycheck.


How did you do it?


By listing all your best qualifications in a cover letter for customer service?




The last thing you want is to make a cover letter that's a mirror image of your resume.


Hiring managers don't like that.


Instead, show how you can help the manager.


Check out the customer service cover letter examples below. They both target a job that needs good customer survey results, cross-selling, and upselling.



My 99% positive customer survey results are another reason I think I'd make a great fit at Kajo. As an added bonus, my conversion rate for cross-sells and upsells was 10% better than the average.


Wow. The hiring manager can feel her job getting easier already.


Of course she'll read your resume with interest now.


But don't follow the next of our customer service representative cover letter examples:



I've done a lot of customer service work. At On Point Electronics, I was responsible for outbound calls and handling inbound calls. I was in charge of a Zendesk terminal, and had to handle complaint resolution. I was also tasked with building customer loyalty.


That's like a busy signal. It's got no measurements of how you performed at any of those tasks. Worse, it doesn't fit the job offer.


Pro Tip: You don't have to be a customer service ninja to impress the hiring manager. Just spend a little time brainstorming your flashiest achievement.


When making a resume in our builder, drag & drop bullet points, skills, and auto-fill the boring stuff. Spell check? Check. Start building your resume here.

When you’re done, Zety’s resume builder will score your resume and tell you exactly how to make it better.


Are you writing an entry-level customer service cover letter, or a cover letter for a customer service internship? You may feel like you don't have enough experience. Don't sweat it. Our guide shows how to write a great internship or entry-level cover letter and get the interview: How to Write a Cover Letter For an Internship [+20 Examples]



Explain Why You Really Want This Customer Service Job


What's the #1 thing the hiring manager cares about?


Whether you can help her meet her needs, right?


Not exactly.


The hiring manager doesn't just want a skilled customer service rep.


She wants an engaged one. One who's driven to work hard. One who'll stay at the company a long time.


So, prove that in your cover letter for customer service representatives.


To do it right:


  • Mention a goal shown in the job ad
  • Say why that goal excites you
  • Remind the manager how your experience can help.


The two customer service cover letter samples below show how.



I'm well aware of Kajo's ongoing journey into customer service excellence. This position is a perfect match for my love of helping people and solving problems.


That's better than a coupon for free merchandise. It shows you "get" the hiring manager. It also shows how you can be her hero.


She'd have to be a little nutty not to hire you. That's not so with the next of our customer service cover letter examples.



I'd really love to get this job. I think I'd be great at it, and I'll work very hard for you.


Do you believe that applicant? The hiring manager won't. Without some kind of measurement, it's like saying you're a fast runner. Really?


What races have you won? What's your time in the 100 meter dash? Your cover letter for customer service representatives needs details.


Pro Tip: How long should a cover letter be? Short cover letters are usually best. That means less than 300 words, and just three paragraphs.


Wondering how to explain employment gaps in your customer rep covering letter? Want more great cover letter tips? See our guide: 35+ Successful Cover Letter Tips, Advice & Guidelines (With Examples)



Make Your Offer in the Closing Paragraph


You've got a great customer service cover letter so far.


It shows you understand the employer's needs.


It proves how you can fill them.


Now it has to make an offer, just like in a customer service cross-sell.


These two entry-level customer service cover letter examples with no experience show how:



I'd welcome the chance to discuss your customer service goals. I'd love to show you how my 99% customer satisfaction score from waiting tables at Cheesecake Factory can translate to customer service excellence at Kajo Global.


That's not "Please give me a job." It's "Let me help." It shows innate customer service qualities.


The next of our entry-level customer service cover letter examples is like a hang-up:



Let me know if you'd like to interview me. My contact information is at the top of this letter. Thank you for your time.


What's wrong with that entry-level customer service cover letter example?


For one, it's not customer service oriented. It asks for something, rather than offering something.


Also, it's cliche. "Thank you for your time" is almost old enough to vote.


Pro Tip: Not sure what to offer in your cover letter for customer service call centers? Look in the job ad to see if you can spot the greatest need. Failing that, Google "customer service KPIs." You'll find example measures you can offer to improve.


Need more help writing your customer service cover letter ending? See our guide: How to End a Cover Letter: Sample & Complete Guide [+20 Examples]



Use the Right Formal Closing


It's easy to end a cover letter for customer service advisors, right?


The problem is, it's also easy to do it wrong.


Here are some examples of customer service cover letter closings:




  • Thank you,
  • Best regards,
  • Sincerely,
  • Kind regards,


After, add a line space, then your full name.


Want to double check your resume? See our guide, complete with a great customer service resume sample: Customer Service Resume: Sample & Complete Guide [+20 Examples]


Pro Tip: After you send your resume and cover letter for customer service, follow up! An email in a few days can put you top of mind, after the manager has forgotten about you and moved on.


Do you even need a cover letter? See our guide: Do I Need a Cover Letter? Are Cover Letters Necessary in 2018? [+Tips]



Why Adding PS to Your Customer Service Cover Letter Can Get the Interview


The best customer service cover letters will use all the tips and tricks above.


But there's one more hack that can connect you to the job like a successful inbound call.


It's "PS."


PS draws the eye like a magnet. Put it after your closing, and the hiring manager is guaranteed to read it.


Put a great achievement in it, even if it's not strictly relevant to the job description.


The last of our customer service cover letter examples shows the way.




PS—I'd also love to show you how my constant quest for personal growth won me On Point Electronics' coveted Customer Hero Award and how that can help Kajo's customers too!


Hey, that's cool! You won an award at your last job. That's a great PS in a cover letter for customer service. Why?


Because even a hiring manager who only plans to glance at your letter can't help but read it and get curious.


It'll hook the job like a trophy trout.


Pro Tip: Don't just send a customer service cover letter PDF or MS Word file. Cherry-pick the best bits and paste them into your email cover letter. See this guide for help: How to Email Your Resume to Get More Job Offers (Examples)


Don't miss a trick. Use our handy checklist guide: What to Include in a Cover Letter (15+ Examples & A Complete Guide)


Key Takeaway


What's the most important tips for how to write a great cover letter for customer service?


  • Make it personal.
  • Use the hiring manager's name. Show you understand her needs like a great customer service rep should.
  • Even in an entry-level customer service cover letter, prove how you can meet those needs.
  • Finally, explain why you want this customer service job. That way, your new employer will have faith that you'll work hard, and stick around.


Do you have questions about how to make a good customer service cover letter? Want to share an example of a customer service cover letter that worked for you? Give us a shout in the comments and we’d be happy to reply!

In case if an employee resigns from the services he can request for Experience Certificate and relieving letter from his employer or his manager.

14+ Service Letter Templates -PDF, DOC

how to write service letter

How to Write a Letter for Proof of Employment

Sample LettersPreparing to Write a Proof of Employment LetterWriting a Proof of Employment LetterArticle SummaryQuestions & AnswersRelated ArticlesReferences

This article was co-authored by Clinton M. Sandvick, JD, PhD. Clinton M. Sandvick worked as a civil litigator in California for over 7 years. He received his JD from the University of Wisconsin-Madison in 1998 and his PhD in American History from the University of Oregon in 2013.

There are 11 references cited in this article, which can be found at the bottom of the page.

A proof of employment letter (i.e, an employment verification letter) is a formal correspondence, often written by an employee's employer, to a requesting party, for the purpose of validating that employee's work history. An employment verification letter is often required when a person applies for a loan, attempts to rent property, applies for a new job, or has any other reason to verify their employment history. When you write an employment verification letter, you should explain who you are, provide a truthful summary of the employee's duties, and verify the employment. All of this should be done on professional letterhead and you should be sure to provide your contact information as well as your signature. Read the instructions below for directions on how to create a complete and accurate proof of employment letter.


Part 1

Preparing to Write a Proof of Employment Letter

  1. 1

    Consider why you are going to write a proof of employment letter. Depending on who your audience is for your employment verification letter, your content and tone may vary. If you are writing an employment verification letter for a financial institution, you may take on a more professional tone and you may have to include financial information (e.g., salaries, commissions, raises, and bonuses). In contrast, if you are writing a letter for an employee who is applying for new jobs, your tone may be more friendly and you might omit financial information.
    • Understanding the purpose and scope of your employment verification letter will help you draft a letter that most closely fits the needs of the recipient.
  2. 2

    Think about who should write the proof of employment letter. Normally, employment verification letters will be written by employers on behalf of employees.[1] In this situation, an employee is likely to approach you, the employer, and ask you for an employment verification letter for a specific purpose. On the other hand, it may be possible for an employee to write an employment verification letter himself or herself. In this situation, you, the employee, will write the letter yourself and then ask your employer to sign it or adapt it to their liking.[2] Whenever possible, the employer should write the letter on behalf of the employee, not the other way around.
    • If you are an employer writing a letter for an employee, you will be able to customize the letter to your specifications and you will be able to control the message. Also, writing the employment verification letter yourself, as the employer, will give the letter genuineness and authenticity. However, the major drawback is the time it takes to write these letters. As an employer, you are likely to have a busy schedule and writing these letters may become time consuming. With that said, employment verification letters are often short and concise, so you may not have to spend too much time writing, especially if you have gone through the process before.
    • If you are an employee writing your own letter, you will be able to dictate what information is conveyed to the recipient and you will not need to take time relaying your ideas to your employer. Also, writing your own letter may ease any pressure your employer feels about the time it may take to write one of these letters themselves (i.e., writing your own letter may make your boss happy because they will not have to do it for you). However, an employer will always have to sign the letter and they may not want to sign off on what you wrote. If this is the case, you may have to spend even more time re-writing the letter or you may force the employer to write it for you.
  3. 3

    Gather the required information. Once you understand who your audience is and who will be writing the letter, you will need to gather the information necessary to write a complete employment verification letter.
    • If you are the employer, you will need to have a conversation with the employee about what they want out of the letter. This will include information about who the letter will be sent to, what the purpose of the letter is, what specifics need to be included, and when it needs to be sent.
    • If you are the employee and you are writing your own letter, you will have all of the information you need to write the letter, although you may want to talk with your employer first and ask what they expect out of an employment verification letter. This will help ensure you write the letter to your employer's specifications so they will sign off on it.

Part 2

Writing a Proof of Employment Letter

  1. 1

    Use company letterhead. When you begin writing an employment verification letter, you always want to use official company letterhead. If you are the employer, you should always have this handy; if you are the employee, you should ask your employer if you can use their official letterhead. Using official letterhead will legitimize the letter and will help your recipient trust the content of the letter.
    • If you do not have official letterhead available, you can start by using a computer to create a header on your letter. When doing this, the header should include the employer's company name, address, phone number and email address. It should also provide information about who is writing the letter (and their job title) and the date the letter is being written.
  2. 2

    Address the letter as specifically as possible. If you know the name of the recipient, address the letter directly to him or her. If you do not know who will be reading your letter, address it to the organization generally, with an attention line explaining what the letter is about.
    • For example, if you know the address and name of the person you will be sending the letter to, write that directly below your header. Follow this with an appropriate salutation such as "Dear [Mr. John Doe]."
    • If you do not know who to address the letter to, send it to a generally appropriate department with an attention line explaining what the letter is about. For example, if you are sending a letter to a financial institution for the purpose of an employee getting a loan, you may send the letter to the financial institution's local branch office with an attention line that says, "Employment Verification for [Employee] for the Purpose of Loan Procurement." Follow this with an appropriate salutation such as "To Whom It May Concern."
  3. 3

    Explain who you are. In the first body paragraph of your employment verification letter, you want to explain who you are and what the purpose of the letter is. You will include what your title at the company is, how long you have worked there, and how long you have known the employee you are writing the letter for. Even if you are the employee writing the letter yourself, you will still write the letter as if it is coming from your employer since they will be the one signing off on it.
    • For example, you could write: "My name is Bob Jones and I am the Senior Vice President of Sales and Marketing at ABC Corporation. I have been working at ABC Corporation for 12 years and have known employee for seven years. I am currently employee's direct supervisor and have been for the past three years."
  4. 4

    Provide employment verification. The next body paragraph will summarize the employee's employment with your company. It will include the dates of the employee's employment, their title at the company, whether the job is temporary or permanent, and whether the employee still works there. This paragraph will include the employee's financial information if it is necessary.
    • For example, an acceptable paragraph may say: "This letter is to confirm the employment of employee. Employee has worked for ABC Corporation for seven years, starting on September 7, 2003. Employee holds the title of associate sales director, which is a permanent position here with ABC Corporation. Employee is still currently working as an associate sales director at ABC Corporation as of January 7, 2011."
    • Another example may look like this: "This letter is to confirm that employee worked for ABC Corporation for seven years. Employee worked at ABC Corporation from September 7, 2003 until January 7, 2011. Employee held the title of associate sales director while employed at ABC Corporation. Employee worked full-time for all seven years they were employed with ABC Corporation and they were paid an annual salary of $65,000."
  5. 5

    Summarize the employee's duties. This paragraph will describe the employee's duties at your organization. This information will be most useful when you are writing an employment verification letter for an employee applying for another job. While an employment verification letter is not a letter of recommendation, it never hurts to include any positive feedback you have about the employee. It will help your reputation as an employer and will help your employee in their search for a new job, property, or loan.
    • One possible way to write this paragraph would be: "Employee's duties with ABC Corporation included the following: Employee was responsible for selling radiators in the San Francisco region of California. Employee held a managerial position and was responsible for motivating a sales team of between seven and nine people. Employee was required to ensure customer satisfaction, deal with customer complaints, and was required to report quarterly to corporate headquarters about their sales progress."
  6. 6

    Avoid sharing sensitive or illegal information about the employee. Most states have some laws regulating what you can and cannot say in employment references and other statements to prospective employers.[3] Some states allow you to provide information about an employee only with that employee's consent.[4] Other states allow an employer to reveal almost anything about an employee so long as they were being honest and were making the statements in good faith.[5] Before revealing any sensitive information, be sure you look at your state's laws. You can start by looking here.
    • For example, Alaska allows an employer to reveal information about job performance, and the employer will be immune from liability for making those statements unless the employer knowingly or intentionally discloses false or misleading information, or information that violates an employees civil rights.[6]
    • Another example is Connecticut, where an employer is allowed to reveal any truthful statement of facts.[7]
  7. 7

    Give the recipient your contact information. The final full paragraph of your employment verification letter should include your (the employer's) contact information. It is necessary to include this information in case the recipient of your letter has any follow-up questions or concerns. Make sure you state that it is okay for the recipient to contact you.
    • For example, your contact paragraph may say: "If you have any questions or require more information, please do not hesitate to contact me at (555) 555-5555 or at [email protected]"[8]
  8. 8

    Sign the letter and send it. Once you have completed your letter, you will include a closing, sign the letter, and you will either give it to your employee or send it to the recipient yourself.
    • Close your letter with "Sincerely," or "Best".
    • Always sign the letter using your official signature and job title.
    • Include any official stamps or verifications your company usually uses for these types of letters.

Community Q&A

Add New Question
  • Question

    How do I submit a letter via email?

    Copy and paste the letter into an email, select who to send it to, and send that email.

  • Question

    Where can I use p.s. on this letter?

    At the very bottom, after signing off.

  • Question

    How can I ask for a proof of employment letter from my employer?

    Just let your employer know that you need a proof of employment letter. It's not a big deal and doesn't reflect poorly on you.

  • Question

    Is it necessary for the verification letter to have a signature?

    Yes, it is. It makes it official. Without a signature, it technically isn't.

Ask a Question


  • Some visa applications may require that you write about a position the employee will hold, if the visa or green card is awarded. You may need to go into more detail about the importance of the visa applicant's employment.
  • Some employers ask the employee to draw up the letter, which will then be signed by the employer later. If you request this, make sure to read the letter thoroughly before signing.
  • Some companies have specific people designated to perform employment verification, and others have special templates you should use for your letter. If you're not sure, check with your human resources department.


  • Only include financial information if your employee requests it.[9] If you are the employee and you are writing your own letter, you can include as much information as you feel is necessary.
  • Do not include any personal information about your employee unless he or she authorizes you to do so.[10]
  • If the employee requesting an employment verification letter no longer works with you, do not provide a reason for their departure, even if it was amicable.[11]

Article SummaryX

To write a letter for proof of employment, start by looking at the employee's job description and company history. If it's a letter for a financial institution, look at their salary, as well. Be sure to write the letter on company letterhead, and address the letter as specifically as possible with a subject or attention line regarding the reason for the letter. Then, explain who you are, your job position, and how you know the employee. Once you have introduced yourself, include specific dates, positions held, and any financial information about the employee if requested. To learn more from our Civil Litigator co-author, like what information to avoid including in your letter, keep reading!

WATCH THE VIDEO ON THEME: The 4 Sentence Cover Letter That Gets You The Job Interview

Sample request letters with must-know tips, easy steps, sample phrases and from a government agency · Request information on a product or service.

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