How to Write an Office Clerk Cover Letter (With Examples)

Updated June 24, 2023

Office clerks are entry-level employees who handle many important daily tasks necessary for smooth office functioning. They possess various skills, experience, and qualities that make them efficient in their role. If you're pursuing an office clerk position, writing an appealing, well-structured, and informative cover letter is an important early step toward conveying these qualities to secure a job. In this article, we list steps for writing an office clerk cover letter, offer tips to help you improve your document, and provide a template and some insightful examples to inspire yours.Related: What Is an Office Clerk Job Description? (With Duties)Find office clerk jobsPlease note that none of the companies, institutions, or organizations mentioned in this article are affiliated with Indeed.

How to write an office clerk cover letter

Below are some steps you can take to write a compelling office clerk cover letter:

1. Research the role before writing

Before writing your cover letter, it's beneficial to research the company you're applying to. This helps you learn about the company's culture, leaders, structure, values, and goals. Understanding these aspects is important when writing application materials, as it provides you with relevant information and demonstrates your attention to detail and dedication to the role.Related: How to Write an Office Clerk Resume (With Example)

2. Write your details at the top of the page

Include your contact information, as this allows hiring managers to connect the document to your resume and contact you when they're ready to pursue you as a candidate. Write your full name, phone number, e-mail address, city, and province or territory where you live. This gives the reader several methods to contact and identify you.

3. Include the date and company name

After your contact details, write the submission date and the company's name. This shows that the letter is recent and helps the recipient reference when you first contacted them. Writing the business's name personalizes your letter and ensures that the letter finds the correct organization when several share a space.

4. Address the recipient with a formal greeting

You can use a formal greeting as another occasion to personalize your letter. To do this, include the intended recipient's full name. This is typically the hiring manager, but is often specified in the job description. Begin with Dear, followed by their name. If you can't find the recipient's name, you can use a generic greeting, such as To Whom It May Concern or Dear Hiring Manager.Related: What Is a File Clerk? (Plus Average Salary and Skills)

5. Start the body with an introductory paragraph

After gathering all the components of a cover letter, you can begin writing your letter's introductory paragraph. Express your enthusiasm for the opportunity and mention the company name to personalize your letter to the business. Explain what appeals to you about the role and how it aligns with your career goals. For example, if you're hoping to join the company at an entry-level stage and advance to more senior roles within the office, you can mention that in this paragraph.

6. Expand on your background in your second paragraph

In the second paragraph, include further details about your work history and mention your more notable experiences or qualifications. For example, highlight your relevant experience, such as customer service. Ensure it matches the information you have written in your resume.Describe some of your most significant achievements relevant to the opportunity, such as relevant promotions or academic accolades. Ensure you substantiate this information with measurable figures, such as percentages, dates, or periods. Discuss your suitability for the role and briefly explain any notable gaps in your employment.

7. Finish with a conclusion paragraph

You can use the conclusion paragraph to show your gratitude to the recipient for reading your letter and considering you for the role. Reiterate what attracts you to the job vacancy and the company. End your document with a friendly call to action, encouraging the reader to contact you via your preferred method at their earliest convenience.

8. Write your closing and signature

To end your cover letter, write a formal closing phrase and sign your name on a separate line below it. Phrases such as Sincerely or Kind Regards are appropriate for these professional documents. Sign your name by hand if you're submitting a printed version of your cover letter, or type your name and include a digital signature in case of a digital copy.Related: What Does a Clerk Do at Work? (With Job List and Salary)

Cover letter writing tips

Here are some tips to help you write an effective and professional cover letter:

Proofread thoroughly. It's essential to show your professionalism by submitting a document free of spelling or grammar errors, so proofreading is an important process to ensure accuracy.

Use a formal tone. Your cover letter is a professional document, so it's appropriate to use a formal tone throughout, regardless of the tone the company uses in its correspondence, messaging, or advertising.

Write succinctly. To ensure that your cover letter is easy to read and clear, writing concisely is vital to effective cover letter writing.

Template for an office clerk cover letter

Here's a template to use to structure your cover letter:[First name] [Last name], [Degree or certification, if applicable]
[Phone number] | [E-mail address] | [City], [Province or Territory]
[Date]
[Company Name]Dear [Hiring manager's first name] [Hiring manager's last name],[Express excitement for the position, including the role title and the company name.] [Introduce yourself by explaining why you're applying for the job, how the job aligns with your career goals, and what specifically draws you to the company.][Explain your relevant experience and qualifications without repeating what's in your resume.] [Highlight one to two relevant achievements with facts and data when possible.] [Explain why you'd be a good fit for the company.] [Optional: address employment gap or career transition.][Express gratitude]. [Summarize qualification]. [Restate interest in role]. [Call to action + availability and preferred contact method].[Complimentary close],[Signature]Related: What Are Unit Clerks? (And How to Write a Unit Clerk Resume)

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Examples of office clerk cover letters

Below are two examples of cover letters from candidates with different levels of experience in the role:

Example 1: entry-level candidate

Here's an example of a cover letter from a candidate who's applying for their first office clerk role:Francis Galvez
123-456-7890 | f.galvez@email.com | Toronto, OntarioFebruary 2, 2023MarsTime Production Consultants,Dear Nicholas Wessels,I am thrilled to apply for the role of office clerk at MarsTime to use my natural communication and organizational skills to benefit your teams. After reviewing the company's mission statement, I am enthusiastic about joining a team that reflects my values.Although I don't have office clerk experience yet, I have many years of experience in customer service and hospitality, which has given me valuable transferrable skills in answering phones, using e-mail correspondence, and keeping my workplace organized. As the manager of Shoes Direct, I used these abilities to make an average revenue of 10% above budget every quarter.Thank you for reading and considering my cover letter and resume. I am available to answer any questions via phone or e-mail, and I am excited to discuss my suitability in person.Sincerely,
Francis GalvezRelated: What Are Administration Support Services? (With Skills)

Example 2: mid-level candidate

Here's an example of a cover letter from a candidate with more than three years of experience as an office clerk:Jason Kim
321-654-0987 | j.kim@email.com | Toronto, OntarioFebruary 2, 2023Richardson and Willis Inc.Dear Margaret Maximo,I am thrilled to apply for the office clerk position at Richardson and Willis. I am seeking full-time employment where I use my proven administrational and interpersonal skills to help every department succeed. As a long-time follower of Richardson and Willis, I am eager to meet the team and be a part of the business.I have worked as an office clerk in two companies for the last four years. In my most recent role at Margoson's Automotive Insurance, I answered phones, replied to e-mails, and handled copying and filing for the office, receiving a 10% promotion after six months. I believe my attention to detail, communication, and administrative experience make me a promising candidate for this role.Thank you for reviewing my cover letter and resume. I hope to hear from you soon to discuss this opportunity further. You can reach me by phone or e-mail if you have any questions.Kind regards,
Jason Kim

How to Write an Office Clerk Cover Letter (With Examples)