How to Write the Perfect Cover Letter for a Receptionist Job

When you’re searching for a new receptionist job, the focus is so often on having a fantastic resume, and while of course, your resume is incredibly important, having a great cover letter is also essential.

While your resume showcases your skills, certifications, and experience, your cover letter gives an employer a little more insight into you as a person.

A well-written cover letter can make you stand out from the crowd, but on the other hand, a poor cover letter could mean your application is resigned to the bin, regardless of how impressive your resume is.

Simply put, your cover letter can make or break your application, yet it’s something that many of us don’t put a great deal of time into, instead placing our focus on perfecting our resume.

So why not give yourself the very best chance of securing a great receptionist job with a truly excellent cover letter? Read on to find out how…

Always write unique cover letters

It can be tempting to write a cover letter, print it off a dozen times, and send it out to all those receptionist jobs you like the look of.

However, while this is time-saving, a generic cover letter is not going to give you the best chance of getting any of the jobs. Time spent tailoring each cover letter to the specific post you’re applying for is time well spent.

You could start with something such as the following…

Example: “Dear [Hiring Manager’s Name],
I am excited to apply for the [Receptionist Position] at [Company Name]. What drew me to this role is not just my experience in front-facing customer service but also my passion for creating a welcoming and organized environment for clients and colleagues alike. I understand that every company has its own culture and expectations, and I take pride in tailoring my skills and approach to align with the specific needs of each workplace. I would love the opportunity to contribute my skills to your team and ensure every visitor receives a warm and professional first impression.“

Carefully choose your wording

Every word you use must be for a reason. Don’t add content without a purpose.

For example, a cover letter for a medical receptionist doesn’t need to include information about your pets, but a vet receptionist’s cover letter would be enhanced with the inclusion of the information that you’re experienced with animals.

Example: “As someone who thrives in fast-paced environments, I have developed strong multitasking skills that allow me to efficiently manage phone lines, schedule appointments, and assist clients—all while maintaining a friendly and professional demeanor. In my previous role at [Company Name], I successfully coordinated daily office operations, ensuring smooth communication between departments. I am confident that my ability to prioritize tasks and stay detail-oriented would make me an asset to your team.“

Match your skills to those they’re looking for

Carefully read the job advertisement and research the company.

What are they looking for that perfectly fits with your own skills or experience? Seek out areas where you might make an impression, for example, if an advertisement for a hotel receptionist mentions that foreign language skills would be advantageous, and you speak multiple languages fluently, then this would certainly be an asset to the business and a worthy fact to clearly state in your cover letter. 

Example: “I was particularly drawn to your job listing because of your emphasis on strong organizational and communication skills. With over [X] years of experience in reception and administrative support, I have honed my ability to manage busy schedules, handle high call volumes, and provide top-tier customer service. Additionally, my proficiency with [specific software, e.g., Microsoft Office, booking systems] enables me to efficiently assist with administrative tasks. I am confident that my background aligns perfectly with the needs of your team.”

Look for shared goals or beliefs

Most businesses will have a company statement regarding the company’s philosophy and ambitions and it’s likely that you’ll find this on their website.

Perhaps some of their ideology aligns with your own passions, so when it comes to demonstrating why you want to work with that particular company, you have a valid reason.

It may be that the company helps a charity you are passionate about, or you’re a keen environmentalist and you’re impressed with the business’s green credentials.

Keep it real, find something you actually care about, and you’ll have no trouble discussing it if you’re called in for an interview.

Example: “What excites me about the opportunity to join [Company Name] is your commitment to [mention company value or mission]. I strongly believe in [align your belief with theirs], which is why I am eager to bring my skills in [mention a key skill] to support your team. Knowing that your company values [specific aspect, such as customer experience, sustainability, innovation], I would be honored to contribute to a workplace that aligns with my professional goals and personal values.”

Include your achievements

Your cover letter is a great place to highlight personal and career-related achievements that may not have been included in your resume.

Perhaps you won an employee of the year award in a previous role, or you’ve successfully trained many novice receptionists.

While you shouldn’t place too much focus on your personal life, if you’ve done something truly outstanding, you could mention it in relation to your work ethic, for example, if you’ve climbed Everest, then you’re certainly someone who doesn’t give up, someone who is focused and dedicated.

Example: “Throughout my career, I have taken pride in my ability to improve workplace efficiency and customer satisfaction. At [Previous Company], I was recognized as ‘Employee of the Month’ on multiple occasions for my proactive approach to problem-solving and my dedication to providing exceptional service. Additionally, I implemented a new scheduling system that reduced appointment conflicts by 30%. I would love the opportunity to bring this same level of dedication and innovation to your team.”

Convey your enthusiasm

Employers are looking for skilled workers with experience, but they’re also looking for people who are friendly, keen, and easy to get on with.

No one wants to hire someone who is miserable, who is only doing the job to get their paycheck to pay their bills. So your cover letter should express your passion for the position.

You could explain how you love to help people, or that using your organizational skills brings you great satisfaction. In short, you should portray positivity and a true desire to do the job you’re applying for.

Example: “I genuinely enjoy interacting with people and ensuring they feel valued from the moment they walk through the door. As a receptionist, I see myself as the face of the company, and I take great pride in making every client interaction a positive one. The opportunity to be part of a dynamic team at [Company Name] excites me, and I am eager to contribute my warmth, efficiency, and problem-solving skills to help create a welcoming environment for all visitors and staff.”

Ensure your cover letter is a reasonable length

Your cover letter needs to hit the sweet spot for length. A few sentences will not be enough, but no employer wants to read a multi-page essay.

Aim for approximately 300-400 words and you’ll be on track. Use paragraphs to break it up, so it looks more attractive and is easy to read.

Address the recipient directly

A generic ‘To whom it may concern’ is not going to make the best impression. Take the time to find the right person to address your letter to, and it will appear more professional and less generic.

Use your initiative and it’s likely you’ll find the correct name and title. Read the job description carefully, check the company website, or call and ask who to address it to.

Detail matters when you’re a receptionist, so show them that you’re capable of going the extra mile.

Keep it professional – don’t use formatting as a way to stand out

Most receptionist vacancies get a large volume of applications. Someone has the job of sifting through all those resumes and cover letters, and while you may think that using a quirky font and a rainbow of colors is going to make your cover letter stand out, you really should think again.

You’re applying for a role as a receptionist, not a graphic designer, and anything that hinders the readability of your cover letter is a negative point.

Keep it simple and formal, and read up on how to lay out a professional letter if you’re not familiar with the format. Use a standard font such as Arial, Calibri, or Times New Roman, and limit your use of color. With a cover letter, sometimes less is more.

Example: “My approach to reception work is rooted in professionalism, attention to detail, and a warm, welcoming demeanor. I understand the importance of a polished and structured approach, which is why I prioritize clear communication and organization in every task I handle. My experience managing front-desk operations, scheduling appointments, and handling inquiries has taught me that simplicity and efficiency are key to maintaining a well-run reception area.”

Make sure there are absolutely no errors

Attention to detail is a key skill of a receptionist, and if your cover letter shows a lack of precision, it is likely to go against you.

Read your cover letter several times over. Look at each word, and each sentence, and read it out loud. Is it perfect?

Check your spelling, grammar, and punctuation. It’s so easy to skip a word or have autocorrect accidentally select the wrong word for us.

It’s always a good idea to get another set of eyes to look over your cover letter, so ask a helpful friend or relative to take a look, it’s amazing how we can overlook errors when we’re so close to something, then someone checks it afresh and a glaring error stands out a mile.

If you doubt your letter-writing skills, you could even hire a professional proofreader to ensure it’s absolutely spot-on before you send it.

A good cover letter really is incredibly important. It’s not unheard of for a receptionist with no experience to beat more experienced candidates due to their outstanding cover letter.  So, follow our tips, and never neglect your cover letter – it could be your passport to a whole new career.

The Important Final Paragraph

The conclusion of your cover letter is just as crucial as the opening.

It’s your final chance to leave a strong impression, reinforce your enthusiasm for the role, and prompt the employer to take action. A well-crafted closing paragraph ensures your application doesn’t just fade away but instead leaves the hiring manager with a compelling reason to invite you for an interview.

Example: “I appreciate the opportunity to apply for this position and would love the chance to discuss how my skills and experience can contribute to your team. Please find my resume attached for your review, and I am happy to provide references upon request. I look forward to the possibility of an interview and thank you for your time and consideration.”