Thanks to global digitization, the demand for data entry specialists has been growing. These experts must turn handwritten documents into digital formats by typing and saving them in a database management system. To become a data entry specialist you need to create the perfect data entry specialist cover letter and resume to help you in your job search.
In this article, you are going to learn how to make a professional data entry specialist cover letter and resume. You will learn the importance of cover letters and resumes and the key components of these documents.
Data Entry Specialist Cover Letter Guide
A data entry cover letter is a professionally written document that is used to introduce your skills and state your interest during a job application. It is usually submitted with your resume, but it is not always required.
Why Does Your Data Entry Specialist Cover Letter Matter?
A data entry specialist cover letter is important because it is an opportunity to give the hiring manager an impression of you and what you can offer to the company. Your cover letter can significantly influence your chances of being invited for a job interview.
For a data entry specialist role, the most important skill is typically your ability to type quickly and accurately. Your cover letter is the first opportunity you will have to showcase your typing skills. The hiring manager will also consider your command of the English language while reading your cover letter.
According to the United States Bureau of Labor Statistics, there will be a two percent rise in the demand for data entry specialists in the United States between 2020 and 2030. While it might not be as competitive as other data-centric roles, it is a good start that can pave the way for more lucrative positions.
Essential Components of Your Data Entry Specialist Cover Letter
The most essential components of an effective cover letter are the header, introduction, body, conclusion, and call to action. The kind of information you put in each part of the cover letter can vary from job to job. However, the elements listed below should be included in every cover letter.
- Header. The header of your cover letter should contain your contact information like your name, telephone number, and email address. This will allow the employer to contact you if you are chosen for an interview.
- Introduction. Some hiring managers read introductions before headers. So make sure that your introduction is appropriate. Start with “Dear” and insert the name of the hiring manager. If you do not know the name of the person, stick with “Dear Hiring Manager.” This should be followed by a brief introduction of yourself, your skills, and why you are a good fit for the job.
- Body. The body is the most important part of the cover letter. It is where you write your pitch on why you are the ideal candidate for the job. Make sure you mention specific information about the data entry skills you have acquired. You should also include information about your experience and knowledge.
- Conclusion. Make a one-paragraph summary of why you believe that you should be given the job. The reader should want to learn more about you after reading the cover letter.
- Call to action. Your call to action should be a sentence asking the hiring manager to reach out to you or read your resume for more information. This should be followed by “Sincerely” and your name. Some professionals prefer to add the signatures along with their names but this isn’t required.
5 Tips for Writing a Strong Data Entry Specialist Cover Letter
You now know the components of writing a good cover letter, but there are also important tips to consider as well. The tips below will help you write a powerful cover letter.
- Keep it short. Cover letters should be only one page long. Ideally, this is about 400 to 500 words worth of content. The hiring manager has many other applications to review so keep yours short and to the point. You can achieve this by making it as relevant to the job posting as possible.
- Make sure it’s tailored to the job. Before you write a cover letter, read about the company and the job in question. Even if you’ve explored many fields in the past, you should tailor your cover letter to the data entry specialist position you intend to fill. Any accomplishment you list should apply to the role in question.
- Use formal language. These days, many companies are adopting a more laid-back and informal work environment. However, a cover will always be a formal document. So, even if you want to make your cover letter engaging, do so without sounding informal or disrespectful.
- Use an active voice. When you write in an active voice, the subject of each sentence is doing the action. Use the present tense. It shows that you have an excellent command of the English language. Compared to passive voice, active voice has been proven to improve engagement.
- Mention your previous position. If you have relevant experience at a previous company, including this information can be helpful. This increases your credibility and makes your professional profile more interesting to the reader.
Data Entry Specialist Cover Letter Example
The data entry cover letter example below will help you create your own. Remember to use only relevant and accurate information.
Data Entry Specialist Cover Letter Sample
[Month Day, Year]
Dear Hiring Manager,
For over five years, I have admired the work culture and objectives of [The Data Entry Company]. Now, I believe that I am fully equipped to join your company and fill the role. I have experience in this field and am looking to expand my expertise.
If I am awarded an opportunity to work as a data entry clerk for [The Data Entry Company], I believe that the skills I have gathered over the last 10 years will help me thrive. I can write over 70 words per minute using Microsoft Word, Google Docs, or any other popular word processor. Combined with my expertise in Microsoft Excel and other similar software, I can transfer data from different sources to a single database with speed and accuracy.
During my last job at the Data Republic, I was praised for my adaptability and ability to work efficiently under pressure. I have also taken the lead on over 15 data migration projects because of my excellent collaboration, time management, and communication skills.
Thank you for taking the time to consider my application for the data entry specialist position at [The Data Entry Company]. I eagerly look forward to hearing from you soon.
Data Entry Specialist Resume Guide
A data entry specialist’s resume is a job application document that highlights your most relevant qualifications for a specific role. It is a list of your work and education history that provides insight to your hiring manager. These resumes are vital parts of most job applications and should be written with care.
Why Does Your Data Entry Specialist Resume Matter?
Simply put, your resume shows the hiring manager your qualifications for the data entry specialist role in the company. Written properly, your data entry resume can help you secure the job. Since data entry is the digitization of handwritten data, you might think it is a simple role that doesn’t require significant hands-on experience or skills. This is incorrect.
Not everyone can work efficiently in data entry. It takes a unique set of skills and practice to get the job done especially when you’re applying at a big data-centric company. Your resume gives you a chance to show the hiring manager that you have the skills required and are passionate about working for the company.
Essential Components of Your Data Entry Specialist Resume
The most important components of your data entry resume are the header, objective, education history, work experience, skills, projects, and certifications. We’ve listed detailed descriptions of these elements below.
- Header. The header of your resume should be bold and clear. It should contain your phone number, email address, and a link to your LinkedIn profile. The LinkedIn profile is important because some hiring managers will review your profile for more insight if you are considered for the position.
- Objective Statement. This section should be a summary of the entire resume that tells the reader why you are the best fit for the job. Your objective statement should always be tailored to the job you’re trying to get.
- Education. If you have a college degree, you should add the name of the school, field of study, and dates to your resume. If you do not have a college education, you can write details about your high school, bootcamps, or online courses you attended to learn and master data entry.
- Work experience. This section is where you will list your most relevant data entry specialist experience. The industry standard is listing your work experience with previous employers in reverse chronological order. Make it clear that you currently have a job, if that’s the case.
- Skills. One section should be dedicated to relevant technical, non-technical, or soft skills, with the most relevant first. Some important data entry skills include organizational skills, accurate typing skills, and alphanumeric keyboarding skills.
- Projects, and Certifications. Showcasing projects and certifications will help if you don’t have extensive experience in data entry when applying. These elements will show off your level of accuracy in your work and the absence of common errors.
5 Tips for Writing a Strong Data Entry Specialist Resume
When it comes to finding a job, there is a lot of competition. This is especially true for a growing field. This means you need to make a strong case for yourself to stand a chance with potential employers. The tips below should help you write the perfect data entry specialist resume.
- Mention verifiable numbers. As a data entry clerk, you should be good with numbers and statistics. So, when you are writing your objective statement and job description, don’t forget to add statistics about your job experiences. Instead of saying “I type fast” say “I can type between 70 to 80 words per minute.”
- Add a personal touch. A resume is a professional document but it should not be a generic list that you send to every hiring manager. Avoid sounding mechanical by using an engaging tone. Some good places to add personality to your resume are the objective statement and work experience sections.
- Include technical and non-technical skills. Relevant and in-demand technical skills should be listed first in your resume. Technical skills include things like typing, proficiency in excel, and data collection. However, there should also be a section for non-technical skills.
- Be honest. Always read the job description and match the requirements to your credentials. If you don’t have enough technical expertise for the job you want, consider going for something less demanding.
- Proofread and edit. When you finish writing your resume, review it thoroughly to proofread and correct any grammatical errors or other issues that may be present. You may also ask someone with more experience to read and provide feedback on how you can improve it.
Data Entry Specialist Resume Examples
Below are two samples you can use as guides for your data entry specialist resume. The first one is a work section sample while the second is a full resume template.
Data Entry Specialist Resume Sample: The Work Experience Section
"Career Karma entered my life when I needed it most and quickly helped me match with a bootcamp. Two months after graduating, I found my dream job that aligned with my values and goals in life!"
Venus, Software Engineer at Rockbot
Senior Data Entry Specialist, IBM, Armonk, NY, US (HQ) 1 Orchard Rd. 2014 – 2020
- Supervised two teams for data migration during six different mergers.
- Adjusted the data migration software to speed up the process by 20 percent.
- Trained junior data entry clerks for supervisory roles.
Part-Time Junior Data Entry Clerk, SIC Data Systems, New Jersey 2006 – 2010
- Inputted handwritten customer information into computer databases for safekeeping.
- Cross-checked and verified customer data to ensure authenticity.
- Invented a method of data transcription that increases efficiency by 10 percent.
Sample Data Entry Specialist Resume Template
[LinkedIn profile link]
[In a few words, explain why you believe that you are the best candidate for the job. Briefly summarize your resume.]
[List your university degrees and certificates if you have any.]
[Mention your work experience starting with the most recent work first.]
[List the most relevant technical skills you have acquired over the years]
[Mention your most relevant soft skills]
[Attach a link to portfolio projects or samples of your work, if any]
[List your professional certifications]
Data Entry Specialist Resume Template Resources
- QwikResume. This platform provides templates as well as useful tips and resources that will help you create the perfect resume. You can either download a template in PDF format or build your resume from scratch.
- JobHero. JobHero provides several examples of high-quality, expert-approved resumes for data entry workers across different specialties. There are also options for entry-level, intermediate, and expert data entry specialists available for download on the platform.
- VelvetJobs. Since 2014, VelvetJobs has been providing job seekers with resume templates across various fields including data entry. Apart from using the resume builder, you can learn from the tips on VelvetJobs and create your resume without using the existing templates.
Importance of a Data Entry Specialist Cover Letter and Resume
Data entry specialist cover letters and resumes are vital documents for job applications that provide insight into your professional qualifications. Combined, they show a prospective employer that you are not just technically qualified for the role but you also have the right soft skills to thrive in a formal work setting. For most job applications, these two documents are required.
Data Entry Specialist Cover Letter and Resume FAQ
Yes, there is no harm in mentioning your current role in your cover letter. Hiring managers prefer to employ people who have current experience. So, adding that you currently hold a data entry position will increase your chances compared to someone who has gap years in their resume. It may also put you in a better position to negotiate compensation if you get the job.
Not researching the company, sending generic cover letters, and being too informal are some of the worst mistakes you can make while writing your data entry cover letter. Adding irrelevant information and making your cover letter more than one page long are also popular mistakes you should avoid.
You can write a good cover letter and resume by listing your most relevant skills and linking them to the position you are currently trying to get. The goal of both documents is to convince the hiring manager that you have what it takes for the role. Present yourself as qualified. Make it clear that you know a lot about the company and job description.
Typing skills, computer skills, spreadsheet management skills, and office management skills are important for data entry positions. Also important are written communication and verbal communication skills. Time management, data collection, attention to detail, and basic knowledge of data structure are also among the top skills you need.
About us: Career Karma is a platform designed to help job seekers find, research, and connect with job training programs to advance their careers. Learn about the CK publication.