Data Entry Specialist Cover Letter Examples & Templates

Nilda Melissa Diaz, CPRW
By Nilda Melissa Diaz, CPRW, Career Advice Expert
Last Updated: August 31, 2023

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Start by editing this cover letter sample for a data entry specialist or explore our cover letter templates to find the best match for you.

Data Entry Specialist Cover Letter Template Edit this template

Data Entry Specialist Cover Letter (text)

Elijah Lee

Phoenix, AZ 85054
(555) 555-5555
example@example.com

Dec. 5, 2022

Evan Jones, Human Resources Manager
Reynolds and Reynolds
Houston, TX 77040
Phone: 555-555-5555
E-Mail: example@example.com

Dear Mr. Jones,

I write in response to your ad seeking a data entry specialist at Reynolds and Reynolds. As a highly competent data entry professional, I believe I would bring a resourceful, self-directed and energetic attitude to this role.

In my current position, I maintain an exceedingly efficient and professional environment while managing medical data entry for multiple clients. I have a knack for problem-solving and work well independently and with little oversight. I respond to requests from colleagues and clients in a timely manner and am adept at prioritizing multiple ongoing projects.

Additionally, I am adept at:

Compiling data and creating monthly reports detailing records, reducing data risks by 25%.
Updating outdated computer systems by converting paper copies via scanning.
Identifying and resolving discrepancies.
Establishing data entry standards and procedures, improving data quality by 55%.
Assisting with other functions including payroll and tax documentation.

I am a self-starter and excel at verifying information, analyzing errors and managing confidential information. I am also deeply familiar with MS Excel and Word and adapt quickly to new programs. As a part of the team at Reynolds and Reynolds, I hope to contribute to your ongoing success.

Please take a moment to review my attached resume to demonstrate the scope of my career history and professional competencies. I appreciate your evaluation of my credentials and subsequent response.

Sincerely,
Elijah Lee

How to format a data entry specialist cover letter

A cover letter explains why you’re the candidate an employer needs, allows you to expand on your resume and connect with the hiring manager. Sounds like a lot for one page? We got you! Let’s start with the format and how to write a cover letter for a data entry specialist.

  1. Use the business format for your data entry specialist cover letter

    There is only one format for cover letters: the business letter format. It is simple and consistent, using 1 and ¼ inch margins, single space and left aligned one-page document. This is standard across all industries. 

    Your data entry specialist cover letter should also include: 

    • A header. You can reuse your resume header and add the name, title and company’s name. 
    • Salutation. Use a simple salutation, Mr. Rodriguez, Ms. Smith or, in case you cannot find a person to address, Dear Sales Department.
    • Adding a simple closing. Don’t overthink here. Using “Thank you,” “Respectfully” or “Sincerely” will suffice.

How to write a data entry specialist cover letter

  1. Use an elevator pitch for your opening paragraph

    Start with a bang by using an elevator pitch approach. Using keywords from the job description,   present yourself as the best candidate. Use one sentence to explain why you’re interested in this particular position and company.

  2. Use accomplishments to explain why you’re a great fit for the role

    Seal the deal in the body paragraphs. In two or three short paragraphs, talk about your accomplishments. Use storytelling to talk about your quantifiable accomplishments, including the skills you’ve used to achieve them, like a particular software or your analytical skills. Include job-relevant achievements to make a good impression. If this is your first position as a data entry specialist, explain what your previous experiences bring to the table and how they’ll help you perform in this role.

  3. Close with a call to action

    Use the last paragraph to leave an open door and restate why you’re a candidate they need to consider. Thank the employer for their attention and focus on the next step by ending with a call to action. Include a few words that round up why you’re the candidate they need.

Pair your data entry specialist cover letter with a matching resume

Do’s and don’ts for building a data entry specialist cover letter

  • Personalize the letter to the attention of the recruiter or hiring manager.
  • Explain what attracted you to the company in one or two sentences. 
  • Include the name of the employer, it’ll show you customizing your data entry specialist cover letter.
  • Include keywords from the job description. 
  • Use storytelling to expand on your accomplishments and skills.
  • Explain why you are a candidate to consider and what you can do for the employer. 
  • End with a clear call to action to further the conversation. 
  • Write a generic cover letter. Take the time to tailor it to the employer. 
  • Go over a one-page letter. You’ll have time to speak more at an interview. 
  • Use the generic “To Whom It May Concern” or “Dear Sir/Madam.”
  • Regurgitate your data entry specialist resume. Expand and back up your skills and achievements. 
  • Rely on automatic grammar checks. Get another pair of eyes to read your data entry specialist cover letter.
  • Write a fan letter, even if it is your dream job. Focus on what you can bring to the potential employer.

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