Writing the Perfect Data Entry Cover Letter

Writing the Perfect Data Entry Cover Letter

Data entry is a competitive industry. Most data entry jobs require little in the way of qualifications, advanced skills or experience.

The position you’re applying for could be open to people in countries all over the world.

In addition, the majority of data entry jobs are work-from-home opportunities. This makes the work appealing to an even wider audience, such as stay-at-home moms, those who live in remote areas, and anyone who finds getting out to work difficult, perhaps due to a disability or anxiety.

When you apply for a data entry job, you’re competing against far more people than if you were looking for a position with a business in your local town.

With this in mind, you can see how important it is that your cover letter stands out from the crowd and conveys your abilities effectively and concisely.

Writing the Perfect Data Entry Cover Letter

Keep it short and relevant

There could be hundreds, if not thousands of applicants for each job.

Now imagine you are not the applicant, but instead, you are the employer.

Are you going to carefully read a thousand cover letters? Of course not, you simply do not have the time or the inclination.

The job isn’t too taxing, the applicant doesn’t need any special skills, but you do want the best person for the job.

So you’re going to scan the letter for the pertinent points and shortlist it if it ticks all the boxes.

With this in mind, you can see that there’s no benefit to writing a huge, long cover letter. Keep it short, and to the point, and ensure your layout makes the important skills stand out.

Think about what makes you the best candidate for the job and ensure you highlight this.

It could be that you have a lot of previous data entry experience, you could have a relevant data entry certification, or maybe you have excellent typing speed and accuracy levels.

Whatever makes you stand out from the crowd should be easy to spot on your cover letter at a glance.  

Don’t use a generic letter

If you’re applying for a variety of different types of jobs, it can be tempting to save time by creating a ‘one size fits all’ letter and sending it out to everyone regardless.

But you’ll fare much better if you take the time to tailor your cover letter to the particular job you’re applying for.

Your letter could easily be disregarded if the person sifting through the application glances at it and sees your experience as a barista or your love of dogs rather than your excellent typing speed and advanced abilities using Microsoft Excel.

Make sure it is 100% error-free

Data entry work is all about accuracy and attention to detail.

There’s perhaps nothing more likely to get your application thrown in the bin than a typo in your cover letter.

If you’re making mistakes in this important phase in the application process, then it stands to reason that an employer may doubt your ability to focus hour after hour when undertaking data entry work.

So, once you’ve written your cover letter, read it over several times and make sure there are no mistakes.

It’s also wise to hand it over to someone with good proofreading skills to double-check your spelling and grammar.

If you want to be absolutely sure your cover letter is perfect, you could even hire a professional proofreader to look over it before you send it.

Don’t use AI or copy someone else’s cover letter

While AI has its uses, using it to generate your cover letter could be seen as lazy, and not a true example of your own abilities.

While using AI, or online examples to give you an idea of the points you should include in your cover letter, simply asking ChatGPT to create your letter for you, or copying a letter from the internet is a bad idea.

Many employers will run all cover letters through an AI and plagiarism detector and discard any that have been created through these means.

By all means, take inspiration from online sources, but do create your own original cover letter.

Write your letter with care

While it’s important to apply for data entry jobs quickly, as these positions are often filled fast, you should never rush when you’re writing your cover letter.

It can help to make a list of all the points you want to mention before you start writing.

Think hard about everything that makes a great data entry specialist, and then write a list of all the skills you have that match these requirements.

Consider the following:

Qualifications & Certifications

It’s important to list all the relevant qualifications or certifications, so make a list of everything you have achieved and don’t overlook anything.

A short half-day course in using Microsoft software, or a workshop you once attended to improve your communication skills may seem trivial, but on paper, they look very good to a potential employer.


As with qualifications, think back to any work you’ve ever done that has involved data entry.

When you look back over your employment history, the long-term positions are most likely to spring immediately to mind, but if you’ve ever worked within the data entry industry, even if it was a short-term project, or you volunteered your time for free for a family member or a charity, it’s all relevant and should all help to make your cover letter stand out.

Personal qualities

Think about what you can bring to the job.

Are you self-motivated with great attention to detail? These are vital skills for a good data entry worker.

Do you have good time management skills and are you an excellent communicator?

Again, these are all valuable abilities for a data entry specialist.


Many people choose data entry work because it fits around their other commitments.

If you have fewer commitments and greater availability, this could certainly be an asset.

If you’re not working around college, childcare commitments or another job, an employer may prefer you over another applicant.

So if you are able to work weekends or long hours, or you don’t mind being contacted outside of standard working hours, mention it in your cover letter. It could help you secure your ideal data entry job. 

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