If you're eyeing an office staff role, a well-crafted resume won't be enough — you need a show-stopping cover letter that showcases your unique professional strengths and the unmatched value you bring to the table. Let's craft that winning combination together!
You've landed at the right place if you're seeking practical tips, real-life examples, and efficient templates that save your precious time, while ensuring you stand head and shoulders above the competition.
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Keep reading and learn how to:
- Explore office staff cover letter examples
- Format your cover letter neatly
- Craft an effective 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
- Make your cover letter stand out with powerful action words
- End your office staff cover letter with a well-written closing statement
- Avoid common mistakes in an office staff cover letter
- Pair your cover letter with an effective resume
- Access the average salary and job outlook information for office staff
- Find the best job search resources for office staff
Still looking for a job? These 100+ resources will tell you everything you need to get hired fast.
Back office assistant cover letter sample
Why does this office assistant cover letter sample work?
- Quantifiable achievements: The candidate has detailed her accomplishments in measurable terms such as decreasing the costs by 24%. This gives a tangible sense of her contribution to her previous employer.
- Relevant credentials and skills: Veronika has aptly pointed out her certification, degree, and experience with necessary software, establishing her qualifications for this role.
What could be improved in this cover letter sample?
- Weak opening: The introduction doesn't immediately showcase the value Veronika brings to the job. Instead of simply stating her confidence about being a great fit, she could start with a unique achievement or a time she outperformed in a similar role. This could help hook the reader from the get-go, reinforcing her suitability for the role.
- Lack of personal connection: Including a line about why Veronika is passionate about Wexx Group Inc., or how she aligns with their vision or values, could make it more compelling.
- Generic closing: While Veronika's closing is polite, there's room to show more enthusiasm here. Instead of merely stating that she looks forward to speaking with them, she could express her excitement about potentially contributing her skills to their team.
Office manager cover letter sample
What the strengths of this office manager cover letter sample?
- Demonstrated leadership and initiative: Marc describes specific tasks that showcase his leadership skills and initiative, such as developing and implementing new office processes and procedures.
- Relevant education and certification: The inclusion of relevant educational accomplishments and certifications aligns well with the role's requirements.
What could make this sample better?
- Personal connection to the company: The letter could feel more tailored to Hulu, Inc. — perhaps mentioning a particular project or initiative that inspired him to apply.
- Call to action: The end of the letter could be more proactive. Instead of waiting to hear back, Marc could express intent to follow up, indicating a proactive mindset.
Office intern cover letter example
What are the pluses in this office intern cover letter sample?
- Well-structured and clear: The letter is well-organized and broken down into clear segments — academic background, previous experience, additional skills, and closing remarks. This structure makes the letter easy to read and follow.
- Proficiency in tools: Petro mentions his familiarity with software relevant to the role like Asana, TaskWorld, Bitrix24. This demonstrates his readiness to slide into the necessary tasks with minimal ramp-up time.
- Demonstration of key skills: Petro does a great job of illustrating his key skills. His stint as a Secretary highlights his ability to work well in a team, stay organized, and manage his time effectively.
Areas for improvement
- Quantifiable achievements: While Petro mentions a few responsibilities and roles, adding quantifiable achievements would strengthen his case. For instance, he could mention how his role as Secretary in the Business Club improved club operations or member engagement with numbers. For instance, "During my tenure as Secretary at the Business Club, I implemented new member engagement strategies that increased active participation by 25%."
- More specific sxamples: Petro could share more specific examples of his accomplishments or challenging situations he effectively managed. This will provide a fuller picture of his capabilities.
- Connect personal to professional: Linking how the role would help him grow "both personally and professionally" is an interesting point. It could be strengthened by detailing what personal growth looks like and how it would translate to professional success.
1. Format your office staff cover letter neatly
Everyone appreciates a clean, easy-to-read document — and your potential employer is no exception. Here are some handy tips on how to format your office staff cover letter:
- Choose a simple and clear font: Flashy or overly stylized fonts can be distracting and come off as unprofessional. Opt for classic, easy-to-read fonts like Times New Roman or Arial. A font size of 10-12 points nails the sweet spot between readability and optimal use of space.
- Include plenty of white space: White space shouldn't be seen as wasted space — it gives the reader's eyes a break, making your cover letter less intimidating and smoother to navigate.
- Keep it to a single page: While every detail about your career might seem essential, brevity is vital. Aim to capture your most significant achievements and skills within a page — it shows respect for the recruiter's time and focuses on what truly matters.
- Use standard margins: This isn't the time for creativity. Stick with the status quo of 1" on all sides.
- Align your text to the left: It may sound basic, but don't play around with alignment. Our eyes naturally move from left to right. So, left-align your text to ensure your words flow naturally, improving the overall reading experience for the reviewer.
Every detail matters when it comes to making a positive impression. A well-formatted cover letter not only demonstrates your clear communication and organization skills but also shows respect for the reader's time.
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2. Craft an effective 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:
- Your information: Include your full name, home address, phone number, and professional email address.
- Date: The day the letter is being sent.
- Recipient’s information: Where you drop your digital knock. You should know the name of the person you're addressing (if possible), their title, the company name, and the company's physical address.
Let's look at two examples — one done right, and one that could use a little tweaking:
Bad cover letter header example
John Simmons
john.simmons@email.com
XYZ Corporation
Why is it weak? This header lacks several key elements. Although John Simmons puts his name and email (good start), he omits both his and the potential employer's address. He also fails to address a specific person at XYZ Corporation and does not include a date. The details might be present, but they aren't comprehensive or correctly ordered.
Good cover letter header example
John Doe
Los Angeles, CA 90001
john.doe@gmail.com
(123) 456-7890
August 12, 2020
To: Mr. Robert Smith
Office Manager
XYZ Corp
5678 Orange Lane
San Francisco, CA 90002
Why does this work? John Doe provides all the necessary personal details, the date is specific, and the hiring manager's name, title, company name, and address are clearly stated. It's well-structured and provides all the necessary information right off the bat.
By correctly formatting your header, you've taken the first step in enticing your reader to open the door and invite you in.
Writing the headline
The headline of your cover letter sets the tone for the rest of the document. Ideally, it should catch the reader's attention, provide a glimpse into your professional identity, and reflect the job you're applying for.
Bad cover letter headline example
Office Job Application
Why is it ineffective? This headline is vague and fails to make an impact. It doesn't specify the position or hint at any unique qualities the applicant may have.
Good cove letter headline example
Organized Office Professional with 5+ Years Experience Seeking Office Staff Position
Why does it hit the mark? It clearly articulates the job seeker's intended position, relevant work experience, and a key trait desired in office staff roles — organization. This gives the hiring manager an immediate, positive impression of the applicant's suitability for the role.
3. 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.
Specific examples of personalized greetings
- Dear Mr. Carlson,
- Dear Mr. Peter Carlson,
- Dear Hiring Manager Peter Carlson,
If you cannot pinpoint exactly who will be reviewing your cover letter, try out one of the following options:
General greetings for your office staff cover letter
- Dear Hiring Manager,
- To the [Company Name] Team,
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4. 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)
Bad example of an office staff cover letter opening
To the Hiring Manager,
I am applying for the open office staff position. I have previously worked in an office setting.
Why does it fall short? Though correct in its bare-bones approach, this opening lacks enthusiasm, specificity, and fails to make a memorable first impression.
Here's an example to help demonstrate how to write an office staff cover letter introduction
To the Hiring Manager Peter Carlson,
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.
Why does this introduction hit home? It offers a concise outlook of the candidate's experience, underscores their keen interest in the company, and name-drops a mutual contact — setting the stage for a compelling narrative.
5. Showcase your professional value in 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 are a few examples of how to describe an accomplishment in an office staff 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.
- During my time as an office staff member at [Previous Employer], I spearheaded a comprehensive digitization project that revolutionized our document management system. By diligently scanning and organizing physical files, we reduced the need for paper-based records by 80%, leading to a significant reduction in storage costs and environmental impact.
- Additionally, I implemented a streamlined filing system, improving access to critical information for all team members and increasing overall efficiency. This initiative not only earned recognition from upper management but also played a key role in enhancing our office's productivity and contributing to our overall success.
6. Use powerful action words throughout the office staff cover letter
Effective communication is backbone of a compelling cover letter. One way to invigorate your letter is by infusing it with powerful action words. These are 'muscle' verbs that depict you as an active contributor rather than a passive presence in your work environment.
Here are some action power words for an office staff cover letter
- Administered
- Coordinated
- Executed
- Managed
- Negotiated
- Organized
- Solved
- Streamlined
- Supervised
- Upgraded
For instance, instead of saying "I was in charge of file management," use an action word for a stronger statement: "I organized and streamlined the company's file management system, improving retrieval efficiency by 20%."
All in all, using powerful action words throughout your cover letter not only makes your document more readable but also paints a dynamic and vivid image of your professional path.
7. 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
Bad example of a cover letter closing statement
I hope to hear from you soon.
[Applicant Name]
Why is it weak? This example, while polite, falls short because it fails to demonstrate enthusiasm, doesn't provide specific availability for follow-up, and lacks a clear mode of contact.
Here's 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]
Why is it correct? This opening example underscores the candidate's confidence, clear availability, enthusiasm to engage in the next steps, and makes it easy for the employer to reach out. It exemplifies a closing statement that leaves a lasting, positive impression.
In essence, the final touch of your cover letter shouldn't be a mere formality. It's an opportunity to reemphasize your keen interest in the role, set the stage for the next steps, and wrap up on a note that resonates with the employer.
8. Avoid common mistakes in an office staff cover letter
Crafting a top-notch cover letter can be a bit of a balancing act. And it's way too easy to stumble into pitfalls that could dull the shine of your application. So, let's unpack some common missteps and how to sidestep them:
1. Generic greetings: Opening with a "To Whom It May Concern" is a missed opportunity. Make an effort to find out who is hiring — a personal touch makes a difference.
- Incorrect: To Whom It May Concern
- Correct: Dear Mr. Taylor:
2. Rehashing your resume: Your cover letter shouldn't be a love letter to your resume. Instead, reflect on experiences and skills that your resume can't relay effectively.
- Incorrect: As you can see on my resume, I have five years of experience…
- Correct: My five years of administrative experience have taught me how to manage...
3. One-size-fits-all approach: Every company is distinct and so should your cover letters be. Spend time to tailor each letter to the specific job and organization.
- Incorrect: I wish to apply for the advertised role...
- Correct: I'm excited about the office staff opportunity at ABC Corp...
4. Spelling and grammar errors: Don’t rely solely on spell-check. Take the time to proofread your cover letter or have someone else look it over.
- Incorrect: I’m confidant in my experience…
- Correct: I’m confident in my experience…
5. Neglecting to follow instructions: From word count to file type, make sure you follow all the application instructions.
- Incorrect: Attaching a .docx when guidelines asked for a PDF.
- Correct: Converting .docx file to PDF before sending.
Cover letter blunders can range from small typos to significant content mistakes. Avoiding these common pitfalls will demonstrate your attention to detail and commitment to the role — traits any employer values.
9. Pair your resume and cover letter
Pairing your resume with a well-tailored cover letter is akin to presenting your professional story in full color, 3-D glory. While both documents serve related purposes in the job application process, they perform distinct roles.
Your resume serves as an overview of your work history, skills, education, and accomplishments. It's designed for skimming and quick reference, offering concise, bullet-pointed evidence of your qualifications.
Your cover letter, on the other hand, is where you get to provide the narration for your professional journey — why you're interested in the role, how your experiences have shaped you, and what unique value you bring to the table. It's a personal letter — so it can engage emotions and expressions, something a resume typically doesn't do.
Pairing these two successfully calls for a certain degree of coordination. Despite their differences, it's crucial to ensure a consistent design between the two. Here are a few reasons why:
- Branding consistency: Just like any brand, you want to have a unique and consistent look and feel across all your 'marketing materials.' Consistency in font, layout, and format conveys a unified professional image.
- Ease of association: When both your resume and cover letter possess the same stylistic features, it's easier for hiring managers to connect them both to you and remember your application.
- Shows detail orientation: Using the same design for both your resume and cover letter highlights your attention to detail and professionalism — always a plus for an office professional!
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10. Average salary and outlook for office support occupations
Understanding the salary expectations and future trends in any profession is of critical value — and office support professions are no exception.
As per the most recent data from the Bureau of Labor Statistics (BLS), the average yearly salary for office support positions stood at $40,910 in May 2022. However, like any profession, remember that actual compensation varies based on factors such as geographical location, level of experience, specialization, and the size of the company.
In terms of job outlook, it's crucial to keep a finger on the pulse of the market trends. The BLS projects an overall decline in employment in office and administrative support occupations from 2022 to 2032.
However, not all is grim. The labor market is dynamic, and changes always bring opportunities. According to the BLS, on average, about 2.1 million openings are projected each year within these professions. This demand stems from the need to replace workers who retire or shift to different career paths.
While these trends provide a general landscape, it's important to always consider your personal career aspirations, skills, and potentials when planning your job-seeking strategy. As they say, in the end, the best job is the one you love waking up to every day.
11. Top job search resources for office staff
Navigating the job market can be daunting, but a wealth of resources can significantly ease your journey. Here are a few powerful platforms that could land you your dream office job.
- LinkedIn: No list of job search resources would be complete without LinkedIn. This platform offers more than just networking opportunities. Its job search function is robust, and it allows you to filter by job title, location, and even through connections. Moreover, it gives potential employers a chance to assess your online professional persona.
- OfficeTeam: This highly-specialized job search site focuses solely on administrative professionals. OfficeTeam allows you to browse through numerous relevant listings and even offers training resources to help you sharpen your skills.
- Indeed: Indeed is another powerhouse in the job search realm. With plenty of filtering options and alerts for new job postings, this site streamlines your job hunt, saving you time and energy.
- Glassdoor: Glassdoor offers a unique twist because it pairs job postings with company reviews from current and former employees. It provides you with an inside look at the company culture, salaries, and potential benefits before you even apply.
- Your university's career centre: Don’t underestimate the power of your alma mater! Many universities offer career services to alumni, including job postings from companies specifically interested in hiring their graduates.
Boost your job hunt by tapping into these resources and simplify your quest for that perfect office job. Your dream role is out there, so go get it!
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.
Office Staff Cover Letter FAQ
Ideally, your cover letter should not exceed one page. Keep it concise and to the point, focussing on your key skills and experiences relevant to the office staff job position.
If the job posting includes the name of the hiring manager, use it to address them (e.g., Dear Mr. Smith). If not, ‘Dear Hiring Manager’ serves as a formal and acceptable greeting.
Your cover letter should highlight your skills, experiences, qualifications, and achievements that relate to the office staff job. It should also include why you're interested in the position and the company, plus your contact details.
It's not recommended to use a 'one-size-fits-all' cover letter. Instead, tailor each cover letter to the specific job application. Modify it to highlight the most relevant experiences or skills to match the job description.
Unless the job advertisement specifically requests it, it's usually not necessary to include salary expectations in your cover letter. The negotiation about salary typically happens later in the hiring process.
