How to build a compelling office staff cover letter

Every office-oriented company needs office staff professionals to keep its business tasks and operations running smoothly. To earn a position as a member of an office staff, you will need not only a resume but also a cover letter that is optimized to show your professional strengths and the value you have to offer.

In this guide, we will cover 5 key steps to writing the optimal office staff cover letter. Keep reading to learn how to:

Craft an office staff cover letter header & headline
Create a personalized greeting on your office staff cover letter
Write a compelling office staff cover letter introduction
Showcase your professional value on your office staff cover letter
End your office staff cover letter with a well-written closing statement

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1. Craft an office staff cover letter header & headline

The first step to writing a cover letter of any kind is to correctly craft a header and headline.

A cover letter header contains all the necessary company and applicant information to ensure the document reaches the right person. This will include the company name and department, your name and professional title, and your contact information.

The cover letter headline is a brief, one-sentence statement placed right about the greeting and introduction that helps to grab the attention of employers and inspire them to read further.

Below are examples of how to format both of these elements on your Office Staff cover letter:

Formatting the header

A cover letter header will generally take up around 3 lines of text in the top left corner of the document. Although the order of information can vary, it should always include the above-mentioned information.

Here is an example of what this may look like on your office staff cover letter

To: The Paper Production Company, Office Management Department

From: John Doe, Office Staff Professional
(123) 456-7890 | johndoe@email.com | linkedin.com/in/john-doe

Writing the headline

The headline of your Office Staff cover letter is crucial, as it will help to make the first impression on the employer or hiring manager reading the document. Think of it as being similar to a newspaper or magazine headline that is designed to catch the attention of readers and compel them to read further.

When writing this headline, you should always use a keyword related to the position, an eye-catching number or trigger word, a powerful adjective or verb, and a promise.

Here is an example of an effective office staff cover letter headline

3 Ways I Will Apply My Office Staff Skills to Support Your Company’s Success

Trigger Word/Number: 3 Ways
Keyword: Office Staff Skills
Adjective/Verb: Support, Apply
Promise: Support Your Company’s Success – this type of promise statement helps to show employers you are serious not just about your career but about committing to their company.

2. Create a personalized greeting on your office staff cover letter

Once your header and headline are in order, it’s time to create a personalized greeting that will impress employers. While greetings such as “To Whom It May Concern” may be the easiest approach, these kinds of greetings fail to show any level of research or attention to detail.

Instead, you should look on the company’s website or LinkedIn to uncover who the exact person is that will be reviewing your cover letter and address the greeting directly to them.

If you cannot pinpoint exactly who will be reviewing your cover letter, try out one of the following options:

To the [Company Name] Team

To the [Company Name] Hiring Manager

3. Write a compelling office staff cover letter introduction

By the time an employer reaches your introduction, they will already have some level of an impression of you from the above elements of your cover letter. As such, you should jump immediately into describing your experience level, as well as why you are a good fit for the company.

In your office staff cover letter introduction, you should include the following information:

A brief overview of your professional history and goals
A statement on why you are enthusiastic about applying to this company
A mutual acquaintance (when possible)

Here is an example to help demonstrate how to write an office staff cover letter introduction

To the [Company Name] Hiring Manager,

As a results-oriented Office Staff Professional, I have over 3 years of experience working in corporate environments with a large staff of 100+ members. Our mutual acquaintance Joe Smith, the CEO of [Company], recommended I apply for this position after reviewing my resume and portfolio of work.

4. Showcase your professional value on your office staff cover letter

Following your cover letter introduction will be your body paragraphs. In general, you should aim to have between two to four body paragraphs total that aim to answer the following questions:

What excites you about working at this company?
What do you hope to learn from working at this company?
What accomplishments or qualifications make you stand out as an applicant?
What key skills do you possess that are relevant to the position?

Key accomplishments will play a major role in these body paragraphs, as they will help to show the quantifiable value you have to offer the company. As such, make sure any examples of achievement you include are as specific as possible.

Here is an example of how to describe an accomplishment in a cover letter

In my position at [Previous Employer], I helped increase overall office productivity by 55% by sourcing and implementing a new digital productivity software platform. This platform additionally helped save roughly $15K annually in operational expenses.

5. End your office staff cover letter with a well-written closing statement

The end of your cover letter often matters just as much as the beginning and middle, as this is the part where you will reiterate your commitment to the company and make plans to schedule a call or interview.

In this closing statement, you should include:

An enthusiastic sentence saying you are looking forward to hearing from them
An additional sentence stating you will follow up, including how you will contact them or how they can contact you
A formal sign-off

Here is an example of a well-written closing statement on an office staff cover letter

With the combination of my Office Staff proficiencies and your company’s commitment to exceptional service, I am confident I will be the perfect addition to your team. I am available for calls, virtual meetings, and in-person interviews every weekday from 9 a.m. to 5 p.m. You may reach me at my office phone number, (123) 456-7890.

Yours Truly,

[Applicant Name]

If you have ever wondered how a cover letter differs from a resume, this article will tell you everything about the key differences between the two.

Published on April 20, 2022

Nikoleta Žišková

Resume Writer & Editor

A journalist by trade, a writer by fate. Nikoleta went from writing for media outlets to exploring the world of content creation with Kickresume and helping people get closer to the job of their dreams. Her insights and career guides have been published by The Female Lead, College Recruiter, and ISIC, among others. When she’s not writing or (enthusiastically) pestering people with questions, you can find her traveling or sipping on a cup of coffee.