How To Write an Office Administrator Cover Letter (With Examples)
Updated 18 April 2023
If you're looking to secure a job as an office administrator, your application is more likely to be successful if you submit a well-written cover letter. The purpose of your cover letter is to complement your CV and to persuade a potential employer that you are the ideal candidate. Knowing how to write an effective office administrator cover letter can help you increase your chances of being invited for an interview. In this article, we explain how to write a good cover letter and provide you with some examples.
How to write an office administrator cover letter
When you're applying for a position as an office administrator, the requirements listed in the job posting are your primary guide when it comes to knowing what to include. Your cover letter is meant to highlight your relevance to the role and persuade the reader that your additional skills and experiences make you an ideal candidate. The latter often includes soft skills, which are desirable in any workplace. The steps to writing an effective office administrator cover letter are as follows:
1. Research your potential employer
In addition to acquainting yourself with the specific requirements of the role, carry out some research into the company itself. This gives you a good idea of what they appreciate and prioritise, which is useful when you are persuading them of your candidacy. Try to find out who the recipient of your cover letter is, or the name of the recruiter or hiring manager.
2. Address the recipient by name
If you've managed to identify who is receiving your cover letter, you can address them by name at the beginning. This shows a potential employer that you are willing to put in extra effort, meaning that you are serious and diligent. It'll also help your cover letter stand out among the many others which start with a generic 'Dear Sir/Madam'. Address the letter as 'Dear Hiring Manager' if you were unable to find their name.
3. State the position you are applying for
In the first sentence or two, tell the reader which position you're applying for. Recruiters receive many letters on a daily basis, and it's helpful to them if you state the purpose of your letter early on. In addition to stating this, you can also tell them about where you came across the vacancy. You can also explain why you are interested in this position in particular.
4. Talk about your relevant qualifications
Based on the requirements in the job posting, detail as many of them as you feel you possess. This includes skills, experiences and personal attributes. Once you've addressed all of the stated requirements for the position, you can talk about some of the additional skills that you can bring to the company. These can include soft skills, like leadership and communication, and language competencies or the ability to use certain software. Make sure any additional skills you talk about have some relevance to the job.
5. Talk about why they should hire you
You can write this section separately or include it within the previous two. This is where your cover letter differs most from your CV, as it must persuade the reader. Talk about how well your skills and experiences match the job requirements, the extent to which you exceed those requirements and additional skills that you can bring to the company. When relating this information, use stories or examples rather than simply stating it. For example, instead of saying 'I'm a good communicator', it's better to say 'My client-based work experience has allowed me to develop excellent communication skills.'
6. Conclude the letter
After you have completed the steps listed above, thank the reader for their time and consideration. You can also add a parting remark regarding your interest in the position, and that you look forward to discussing the matter further. You can then politely close the letter with your full name, email address and phone number. If you have already been asked to submit your contact details at another stage of the application, then you can just add your name.
7. Proofread your cover letter
Before you send a cover letter, it is a good idea to proofread it. This allows you to spot and correct any grammatical and spelling mistakes. You can also take the opportunity to assess how well you have written the cover letter, how persuasive it is and its relevance to the position you are applying for. If possible, ask a friend or relative with relevant experience to read your cover letter and offer constructive criticism and feedback.
To help you assess the efficacy of your office administrator cover letter, the section below contains a three-part checklist of important things to look for. When proofreading your cover letter, ensure that it is:
Whereas your CV is meant to inform a potential employer, a cover letter is intended persuade them to hire you, or at least secure you an interview. Try to read your cover letter from the perspective of a recruiter and assess how persuasively you have written. Ensure that you are using suitable language that confidently conveys your suitability.
Make sure that your paragraphs are four or five lines at most. Ensure that you are writing in a clear, straightforward manner that avoids the use of gratuitous or ambiguous language. Aim for the whole cover letter to be one page long at most, even if you are using extra spacing to increase readability.
While you can use a master copy or template to help you write your cover letters, you want the final copy you send to be as unique as possible. Tailor your contents and persuasion to the company and position in question in a way that shows you have done your research and familiarised yourself with the company. If you find it still appears a bit generic, you can take steps to address this.
Examples of office administrator cover letters
To help you write an effective office administrator cover letter that increases your chances of securing an interview, there are two examples below. These can be used as guides or templates for when you write your own:
Dear Mr Johnson,
My name is Daniel Smith and I'm writing to you with regard to the office administrator position. I came across the vacancy on the Indeed website, and I wish to submit my application.
As you will see on my CV, I have been working as an office administrator at Carwyn Retail Group for just over five years. I'm also very familiar with all of the most popular administrative software packages mentioned in your advert. Additionally, I speak fluent Welsh, which I believe will be a useful skill given the office's location. My time working for Carwyn has allowed me to greatly develop my organisation and communication skills. I have successfully implemented new software packages to streamline the workload in my office and helped managers implement new procedures.
I am a very detail-oriented individual with an impeccable work ethic, which I have often been commended for. My goal has always been to ensure that work continues smoothly and with minimal unnecessary interruption. I believe that I both meet and exceed your requirements, and that I would be an excellent addition to your company.
Thank you very much for your consideration of my candidacy. I look forward to the opportunity to discuss it further in an interview.
0111 2222 333
Dear Ms Jones,
I am writing to you to express my interest in applying for the role of office administrator at your company. I was made aware of the vacancy by a coworker of yours, who referred me to you.
Currently, I am in my second year as an administrative assistant at my current place of employment. In that time, I have consistently met deadlines, exceeded work expectations and learned to work cooperatively with a wide array of people with differing priorities. I have provided administrative support to several senior members of the company, helping them coordinate their schedules and implement new procedures for enhancing workflows.
I believe I have developed an excellent grasp of how to effectively carry out the role of office administrator. By cooperating in the initiation and running of certain special projects, I contributed to a 10% increase in office productivity. The breadth of my work experiences has granted me excellent communication skills, whether I am dealing with entry-level colleagues or senior managers. I would rate my organisational skills as first-class and believe I am certainly the ideal candidate for this position.
Thank you very much for considering my application, and I look forward to receiving your reply.
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