Receptionist Cover Letter

Receptionist Cover Letter (With Examples)

If you’re about to submit your job application but hesitate when you see “cover letter optional,” you might be weighing the pros and cons of spending time typing up a cover letter. I mean, it’s optional, so there’s no harm in not submitting one…right?

In actuality, you should write a cover letter even though it may or may not be read by a recruitment manager. Cover letters are optional and skimmed over so frequently because writing one is a lost art these days.

Most cover letters are generic, simply copied and pasted from the web with a few tweaks such as updating the name and position. They essentially say, “Resume is enclosed, now please give me a job.” A busy hiring manager will skim over dozens, sometimes hundreds of these generic letters, which is a waste of time that could be allocated to much more important tasks.

But if you follow the tips in this article to craft a strong, unique cover letter, your effort is going to help you stand out from the masses. It may even give you a substantial edge over your competition and help you make a good impression at the job interview.

Parts of a Receptionist Cover Letter

Receptionists are expected to have excellent clerical skills. The day-to-day duties of a receptionist often overlap with the role of a secretary, administrative assistant, or executive assistant. Multitasking skills are also a must for this type of work.

A receptionist’s tasks often include answering phone calls and emails, scheduling appointments, greeting visitors and providing them with information, handing out security passes, and various other responsibilities.

This type of role requires excellent communication skills. Whether your letter is for a promotion, entry-level job, or a career change, a receptionist cover letter should include these key components:

1. Your contact information

2. The organization’s information

3. Dear [Manager Name],

4. First paragraph: intent and opening hook

5. Second paragraph: main body with key skills and accomplishments concerning the job requirements

6. Third paragraph: closing lines with a compelling call to action

7. Best regards, followed by name and title

A cover letter should fit cleanly on one side of a single page, which means you don’t have room to spare with elaborate pleasantries or irrelevant information. Every sentence of your cover letter needs to contribute directly to your main pitch.

Layout is another important factor; you want your cover letter to look professional. If you have any uncertainties about formatting your letter, browse free cover letter templates for assistance.

Receptionist Cover Letter Opening

It’s important to include the contact information for both you and the company to which you are applying at the top of the letter so a hiring manager can easily contact you. You don’t want this information to be difficult to locate.

If at all possible, address your cover letter to the hiring manager by name. If you don’t know the hiring manager’s name, use a gender-neutral greeting such as “Dear [Company Name] Recruitment Manager.”

Addressing your letter to “Sir or Madam” or “To whom it may concern” is unoriginal and too generic, so avoid this type of greeting. It’s not just poor etiquette; it may send the wrong message that you’re using the same letter for multiple employers without taking the time to personalize each one.

While a neutral “Dear Hiring Manager” or similar phrase is acceptable in place of a name, consider mentioning the company and/or department to make it a little more personalized.

Remember, a hiring manager is probably flipping through a lot of boring, generic cover letters, so if you don’t start with a bang right off the bat, your letter is going to end up in the unread pile with the others.

Start your cover letter by clearly communicating that you are applying for the position, then immediately following it with an impactful achievement. Numbers and statistics are great at catching attention, so if you’re able to quantify your accomplishment with percentages or dollar amounts, you’re off to a strong start.

The applicant in the example personalized her cover letter by providing exact numbers to demonstrate her years of experience and her commitment to improving efficiency. Taking this approach instead of relying on market buzzwords and empty, generic claims about increasing revenue is a proven technique that is much more likely to garner attention.

Receptionist Cover Letter Body

Once you’ve captured a hiring manager’s attention, the goal is to keep it. To prove that you’re the ideal candidate for the position, you need to explain:

1. Why you want this job

2. The skills that qualify you for the specific requirements of the job

3. Why you are the perfect fit for the position

Avoid dropping the ball by following a great opening paragraph with a boring list of general skills and accomplishments that have nothing to do with the specific job listing.

Instead, you need to demonstrate that you’ve not only taken the time to research the position and company but also fully understand what’s expected of you in this type of role. Then, highlight your most relevant skills and tie them directly to the company’s needs.

Note that the applicant first demonstrates that she understands the company’s needs, then breaks those needs down with specific personal examples to prove that she is capable of fulfilling the company’s demands. This format is concise and easy to read, and it draws a clear connection to show why she’s a great candidate.

Receptionist Cover Letter Closing Lines

This letter is off to a great start, but now isn’t the time to lose your momentum by finishing with a weak “Thanks for your time” that leaves such a strong pitch hanging. Even though the ending may not feel as important, you want to make sure you finish on a high note and leave a lasting impression.

A strong ending should consist of a quick recap and optimistic closing to remind the hiring manager why you should be considered one of the leading candidates.

In this example, the applicant successfully wrapped up her closing in a concise but powerful way that demonstrates her knowledge, enthusiasm, and genuine desire for the company’s short-term and long-term success.

Example of a Receptionist Cover Letter

Putting all the parts together illustrates how the ideal cover letter should start with an attention-grabber and maintain that same level of energy and competency throughout the entire pitch.

Tips for a Receptionist Cover Letter

• If you don’t have much administrative experience to reference yet, get creative with the examples you use in your cover letter. Perhaps you have ideas about a more standardized out-of-office email template or a vision for improving team building by sending out welcome messages to make new employees feel like part of the family.

• Choose experiences that showcase your interpersonal and communication skills, as these are two of the most important qualities a hiring manager will be looking for in any front-of-office role.

Final Thoughts

As you review your interview etiquette, imagine the cover letter is a virtual handshake before you meet the hiring manager in person. Before you have the chance to make a great first impression during your interview, you first need to wow your potential new boss on paper.

Remember, the role of a receptionist is all about people, so think about the different ways you can highlight your people skills in both the cover letter and the interview. If you don’t land an interview this time, don’t despair!

Be professional, follow up to the rejection with an email, and keep your head up. You never know how people may be communicating within their network and what other opportunities may arise. You don’t want to burn any bridges, whether those connections are with a company that rejected your application or the company from which you are resigning.

All you can do is put your best foot forward, starting with a well-organized resume and an effective cover letter.