A receptionist is literally the face of any organization. The receptionist is the first person that business contacts, customers, and applicants see, hear, and interact with. Therefore, when writing your cover letter for the position, highlight your professional disposition, pleasant demeanor, and your ability to multitask while handling all your clerical or administrative duties as you respond to clients. A well-written cover letter should ideally express key characteristics, enthusiasm, and personality that will appeal to customers as well as other staff members.
The following steps will guide you in creating the perfect receptionist cover letter so you will stand out to your potential employer.
1. Introduce yourself.
Establish yourself as someone who's interested in discovering more about the available receptionist position and where you actually saw the job posting. Express that you'd appreciate them considering you for the position due to your qualifications. Briefly mention your past work experience. For instance, you may write, "I am interested in learning more regarding the receptionist position for ABC Corporation that was posted online on the career page of your company. As you look over my resume, you'll notice that I have 7 years plus experience as the main receptionist for a Fortune 500 company, in addition to three years as a professional legal secretary.
2. Include keywords from the job posting.
Carefully review the job posting while writing your cover letter and be sure to include any keywords and/or phrases that show you clearly understand the requirements for the job along with the specific skills you can offer that will help the organization overall.
3. Reveal what you know about their company.
In your cover letter, include your knowledge of the company's reception system and layout when describing your key qualifications along with more information about your extensive work history. For instance, if you already know the kind of telecommunication system the organization uses, list the ones that you're familiar with and that you're a quick learner when it comes to technology and innovative phone systems. Similarly, describe the kinds of administrative duties that you're able to perform.
4. Describe your skills and abilities.
Use another paragraph to illustrate your core competencies, such as time management and organizational skills, strong communication abilities, and attention to details. For example, you may write, "Throughout my extensive work history, I've always demonstrated my skills in maintaining calendars, organizing various office materials, and being fully aware of the comings-and-goings of the staff in order to provide callers the correct information. Overall, I'm very detail-oriented and highly capable of delivering and transcribing important messages. My colleagues continue to comment on my pleasant outlook and demeanor. I strive to be 100 percent professional in all my communications with both clients and coworkers.
5. Talk about your special traits.
Write a statement about your professional and unique traits. Most employers generally hold their receptionists to a higher standard where punctuality and attendance are concerned. Your boss doesn't want to hear the sounds of ringing phones with no receptionist present to answer them. Explain how reliable and dependable you are along with your outstanding attendance record as well. Stress the importance of these traits since they're a key role that every receptionist must play.
6. Express your interest in the position again.
Make sure the reader of your receptionist cover letter knows the extent of your interest in the position. Let them know that you intend to follow up over the next couple of days and invite them to contact you if they like in the meantime. Also, offer to provide them with any additional information they may need and say how much you're looking forward to sitting down with them for an interview.
Here is a great cover letter example to use when applying for the position of a receptionist:
Sample 1 - Receptionist Cover Letter
Mr. John McCarthy
123 Anywhere Drive
Houston, Texas 77001
June 7th, 2015
Dear Mr. John McCarthy,
I am happy to be contacting you about the receptionist's position recently posted. I have many years of experience as an active administrative assistant at various large corporations as well as numerous small media-based companies. I fully understand the importance of being professional, focused, and very personable. I also understand that an excellent support staff is the lynchpin of virtually every successful business.
Throughout my career I have always demonstrated an exceptional ability for meeting critical demands and organizational objectives. I have worked in a number of settings that range from large to small and felt comfortable in either one. I am sure I could be a valuable asset working with your organization as well. I also have a special knack for dealing with very difficult customers.
My past experience involves worked directly under the Vice President of Sirius XM Radio, and proficiently managed his day to day agenda in addition to the departmental needs of a somewhat smaller staff. I've also worked as an administrative consultant to several entrepreneurs and small media firms. This valuable experience inevitably fine-tuned my capabilities to work independently and to accommodate very specific needs for a variety of businesses.
Thank you for considering me and I look forward to your reply.
444 Anywhere Drive
Houston, Texas 77001
Mobile: (123) 123-1234
Last Minute Tips
If you can fluently speak any foreign languages, be sure to list them in your receptionist cover letter as well as your resume. It will greatly help in your ability to openly interact with a diverse customer base and workforce. Don't forget to emphasize any of your specialty areas and unique talents.
By Andre Bradley