How to make a cover letter for data entry

Written by tammy hong
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How to make a cover letter for data entry
A catchy cover letter will help you get an interview. (la rencounter image by Yves Damin from

The job market can be competitive. Jobs, including data entry jobs, will have numerous applicants with top-notch credentials and qualifications. An employer's first impression of you is your cover letter. Having a cover letter that catches attention will not only help you stand out, but will get your foot in the door for an interview.

Skill level:


  1. 1

    Review the job qualifications. Print the listing for the job you are applying for. Highlight action verbs and other keywords in the listing. For example, if the listing states "Efficiently and effectively gather and input information," you will highlight "effectively" and "efficiently." You will later refer to the highlighted words when spotlighting your previous data entry experience.

  2. 2

    Address your cover letter. Personally address the human resources employee if you know a contact name. Use "Mr.," "Mrs.," "Dr.," etc. For example, if John Smith is the human resources employee listed as a contact, you would start your cover letter with "Dear Mr. Smith."

  3. 3

    Introduce yourself. Tell the personnel department who you are, where you are from, and what you have accomplished in the field of data entry. It doesn't matter if you have had more than a dozen jobs prior to this, all the company wants to know is if you are qualified. Talk about prior data entry jobs you held. Make sure to list specifics, rather than general descriptions. For example, instead of writing that you have "effectively recorded handwritten documents into the electronic database," you might add "effectively recorded handwritten documents into the electronic database at 80 words per minute." Include the words you highlighted from the job description. This simple task will help you appear more relevant to the hiring company and the position. Lastly, talk about how your contributions were "above and beyond" at your previous company. If you helped train data entry personnel use new software, say so. If you changed the way the company organised notes, say that.

  4. 4

    State in your second paragraph how your experience will benefit the company. Go back to the job listing again and review the highlighted words. Tell the hiring team that you have success in "efficiently entering data" and "effectively storing information." Tell the hiring team how you plan on bringing your prior experience to the company. Again, if you trained data entry personnel on new software, write that you have an aptitude for technology and professional development that will greatly benefit the organisation. Be specific. For example, you might want to say that you "successfully and efficiently trained data entry staff on Microsoft Office Professional 2010" and that you have "an excellent capacity to learn and an expansive aptitude to teach and develop others professionally."

Tips and warnings

  • Even if you have been entering data for your organisation, update your knowledge of the different types of data entry software. Simply do a search online and briefly read the tutorial on each software.
  • Make sure to include your contact information, not just on the application and your resume, but also your cover letter. You information could get separated. Having your contact information listed on every document you submit will make it easier for the hiring company to get in touch with you.

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