How to Write a Cover Letter for a Receptionist Job (Example Included)

Learning how to write a cover letter for a receptionist job is an important first step if you want to work at a front desk. The receptionist is often the first person a visitor, client, or caller meets, so employers read your letter as a sample of how you will represent their organisation. A clear, polite, and well-organised letter tells them, before any interview, that you can communicate well, stay calm and professional, and handle details with care.

Many applicants worry that their experience is too general, or that they have never held the exact title of receptionist before. That is usually not a problem. Reception work draws on skills that people build in many settings: answering phones, greeting people, keeping records, scheduling, using office software, and helping visitors find the right person or information. If you have done those tasks in an office, a clinic, a school, a hotel, a shop, or a volunteer role, you already have honest material for a strong letter. You simply need to choose the right evidence and connect it clearly to the job posting.

This guide shows you the whole process. You will learn what a receptionist actually does, what employers look for in a letter, the standard structure to follow, a step-by-step method for writing each part, a full example cover letter you can use as a model, the key skills to highlight, the common mistakes that hurt receptionist applications, and a final checklist to use before you send anything.

Quick Answer

To learn how to write a cover letter for a receptionist job, follow this simple structure: a polite opening that names the exact receptionist role, one paragraph explaining why you want to work at this organisation, one or two paragraphs that prove your front desk skills — greeting visitors, answering phones, scheduling, handling messages, and using office software — with specific examples, and a short closing that thanks the reader and invites an interview.

Keep the letter to one page, usually three to four short paragraphs and about 250 to 400 words in the body of the letter itself. Use the job posting as your guide, name the tools and tasks you can actually do, and tailor the letter for every employer. Never copy a sample letter word for word, and never claim experience with a phone system, booking tool, or software package that you have not really used.

What Does a Receptionist Do?

A receptionist works at the front desk of an office or organisation and is the first point of contact for visitors and callers. The exact duties depend on the workplace — a medical office, a law firm, a hotel, a school, and a corporate office all run their front desks a little differently — but the core work is similar in most settings.

Typical receptionist duties include greeting visitors and directing them to the right person or department, answering and transferring phone calls, taking accurate messages, responding to general email enquiries, scheduling and confirming appointments, keeping visitor logs and sign-in records, sorting mail and deliveries, filing and updating records, and supporting other office staff with basic administrative tasks. In many workplaces, receptionists also help keep the reception area tidy and welcoming, monitor who enters the building, and follow procedures for security and confidentiality.

According to the U.S. Bureau of Labor Statistics, Receptionists page in the Occupational Outlook Handbook, receptionists perform routine clerical and organisational tasks and are often the first point of contact for an organisation. The same source explains, in general terms, that receptionists should be comfortable using telephones, computers, and other office equipment, and that strong communication and organisational skills matter in this work. Reading that page before you apply is a useful way to understand the real duties of the role, so your letter talks about the actual job rather than vague ideas about working in an office.

Why the Cover Letter Matters So Much for This Role

For many jobs, the cover letter supports the resume. For a receptionist job, the letter does more than that — it is direct evidence of the skills the job needs. A receptionist writes emails, takes messages, records information, and speaks with the public every day. If your letter is clear, polite, accurate, and easy to read, it proves you can do those things. If your letter is messy, generic, or full of small errors, it raises doubts that a strong resume may not remove.

Employers also use the letter to judge your tone. Receptionists must stay friendly and patient, even when a visitor is confused, a caller is frustrated, or the front desk is busy. A calm, professional, helpful tone in your letter suggests you will bring that same manner to the desk. That is why this guide spends as much time on what to say and how to say it as it does on format.

Who This Guide Is For

This guide will help you if: you are applying for your first receptionist job and have office, retail, hospitality, or volunteer experience instead; you have worked as a receptionist before and want a stronger letter for a new employer or a different type of workplace; you are changing careers into front desk work from customer service, retail, healthcare support, education, or another people-facing role.

you are returning to work and need to present older office experience clearly and confidently; or you are applying for a specialised front desk role, such as a medical receptionist, dental receptionist, hotel receptionist, or school receptionist, and need to tailor a general letter to that setting.

In every case, the method is the same: read the posting carefully, match your real skills and experience to its duties, and write a short, specific, honest letter for that one employer.

What Employers Look For in a Receptionist Cover Letter

Employers do not expect a long letter. They expect a relevant one. When a hiring manager reads receptionist applications, they are usually checking a small number of clear points.

First, they check that you understand the front desk role. A letter that mentions greeting visitors, handling calls, scheduling, and keeping accurate records reads very differently from a letter that only says you want an office job. Second, they look for communication skills — clear writing, a polite tone, and correct spelling and grammar. Third, they look for reliability and organisation: signs that you arrive on time, keep track of messages and appointments, and do not lose details when the desk gets busy.

They also look for basic technical readiness. Most postings name specific tools, such as Microsoft Word, Outlook, Excel, Google Workspace, an appointment booking system, or a multi-line phone system. If you have used the tools named in the posting, say so plainly and say what you did with them. If you have used similar tools, you can mention that honestly, but do not claim the exact system if you have not used it.

Finally, employers look for a reason to believe you chose their workplace on purpose. A sentence or two about the type of organisation, the people it serves, or the service it provides shows genuine interest. That matters for front desk roles, because a receptionist who understands and respects the workplace will represent it better to every visitor who walks in.

If you have never written a cover letter in any format, it helps to start with the general standard. Our complete guide on how to write a cover letter explains the basic layout, length, and tone employers expect for all roles, and this article builds on that foundation for receptionist jobs in particular. Once you understand how to write a cover letter for a receptionist job in this format, you can adapt the same structure to any front desk role.

The Standard Structure of a Receptionist Cover Letter

A receptionist cover letter follows the normal business letter structure. Keeping to that structure makes your letter easy to scan and shows that you understand professional basics — itself a useful signal for an office role.

Your Contact Details and the Date

At the top of the letter, place your full name, your city and country, your phone number, and a professional email address. Below that, add the date, and then the employer’s details when you know them: the hiring manager’s name if available, the organisation’s name, and its address. If you are pasting the letter into an online application form instead of attaching a document, you can shorten this header, but keep your name and contact details clear. Use an email address based on your name for job applications. An address with nicknames, jokes, or long strings of numbers looks careless on a front desk application, where presentation matters.

The Greeting

Use a named greeting whenever you can: “Dear Ms. Patel,” or “Dear Mr. Johnson.” Look for a contact name in the job posting, on the organisation’s website, or in the job advertisement. If no name is available, “Dear Hiring Manager” or “Dear Hiring Team” is professional and safe. Avoid “To Whom It May Concern” and “Dear Sir/Madam,” which sound cold and dated and do not suit a role built on warm, personal contact.

Paragraph 1: The Opening

Name the exact job title from the posting, say where you saw the role, and give one clear reason you are a strong candidate. Two or three sentences are enough. For a receptionist role, your opening summary might mention your experience greeting visitors, your phone and scheduling skills, or your background in a similar setting, such as a clinic or a busy office.

Paragraph 2: Why This Organisation

Explain why you want this front desk role at this organisation in particular. Mention something specific and true: the patients, clients, students, guests, or customers they serve, a service they are known for, their location and community role, or their reputation for professional service. Then connect that point to your own interest or experience. This paragraph is what separates a tailored letter from a generic one.

Paragraph 3: Your Skills and Proof

This is the main paragraph of the letter. Choose two or three requirements from the posting and give real proof for each one. Describe the setting, the tasks you performed, the tools you used, and, where you can do so honestly, the scale of the work — for example, a busy desk, a shared inbox, or a daily appointment schedule. Specific duties persuade employers; general claims do not. Some applicants use two shorter paragraphs here instead of one long one — for example, one paragraph for visitor and phone work, and one for scheduling, records, and software. That is perfectly acceptable, as long as the full letter still fits on one page.

Paragraph 4: The Closing

Thank the reader for their time, restate your enthusiasm in one short sentence, note that your resume is attached, and say that you would welcome the chance to discuss your application in an interview. Close with “Sincerely” or “Kind regards,” followed by your full name.

How to Write a Cover Letter for a Receptionist Job: Step by Step

Follow these eight steps for every receptionist application. The first letter will take the longest to write. After that, you will have a strong base version that you can tailor quickly and carefully for each new posting.

Step 1: Read the Job Posting Like a Checklist

Read the posting twice. On the second reading, make a list of the duties, skills, tools, and qualities it mentions. For receptionist roles, note in particular the type of workplace, the visitors or callers you would deal with, the phone and booking systems named, the software required, the hours and shift pattern, and any mention of confidentiality, security, or cash handling. Mark the items that appear first or are repeated — those usually matter most to the employer. Also record the exact job title, the organisation’s name, and any application instructions or reference number.

Step 2: List Your Matching Experience

On a separate page, write down everything you have done that relates to front desk work, in any setting. Include greeting and directing visitors, answering and transferring calls, taking messages, scheduling appointments, managing a diary or shared calendar, using email and office software, entering and updating records, filing, handling mail and deliveries, taking payments, and dealing calmly with difficult or upset customers.

Add the setting for each item — an office, a clinic, a salon, a school, a retail store, a community centre — and the tools you used. Write tasks, not just job titles. “Worked in an office” is weak. “Answered a multi-line phone, booked appointments in a shared calendar, and greeted visitors at a busy front desk” is strong, because the employer can picture the work.

Step 3: Match Your Strongest Evidence to the Posting

Compare your list with the posting checklist and choose the three or four strongest matches. If the posting stresses appointment scheduling, lead with your scheduling and calendar experience. If it stresses a medical or dental setting, lead with any healthcare, patient contact, or confidentiality experience you honestly have. If it stresses phone work, lead with call handling and message taking. Leave out experience that does not help with this job, even if you are proud of it. A focused letter always beats a complete life story.

Step 4: Research the Organisation Briefly

Spend a few minutes on the organisation’s website or listing. Learn what it does, who it serves, and how its front desk likely works. A dental practice, a law office, and a hotel need different things from a receptionist, and your second paragraph should reflect that difference. You only need one or two specific, true points — the type of clients, a particular service, or the organisation’s role in its community. This small step immediately separates your letter from the many generic applications employers receive.

Step 5: Draft the Full Letter

Using the structure above, write a complete first draft without stopping to perfect every sentence. Get the opening, the reason you want the role, your matched evidence, and the closing onto the page in clear, simple English. Write in your own voice: polite, calm, and direct. A receptionist letter should sound like a helpful professional speaking, not like formal language copied from the internet.

Step 6: Replace General Claims With Specific Proof

Read your draft and underline every general claim, such as “I have excellent communication skills,” “I am highly organised,” or “I am a people person.” For each claim, either add proof or delete it. “Excellent communication skills” becomes “I answered customer calls and in-person enquiries daily in my previous role and took clear written messages for a team of staff.” “Highly organised” becomes “I managed a daily appointment diary, confirmed bookings by phone, and kept visitor records up to date.” Specific facts build trust, and trust is what gets a receptionist applicant an interview.

Step 7: Check the Length and Tone

Your finished letter should fit on one page, with a body of roughly 250 to 400 words. If your draft is longer, cut repetition and details that belong on your resume. If it is much shorter, you probably need more specific evidence in the skills paragraph — add proof, not filler. Then check the tone once more. Every sentence should be polite and professional, with no slang, no over-familiar language, and no complaints about previous employers or workplaces.

Step 8: Proofread Slowly and Verify Every Detail

Read the letter aloud once, then check the details receptionist applicants most often get wrong: the spelling of the organisation’s name, the exact job title, the hiring manager’s name if you used one, your own phone number and email address, and spelling and grammar throughout. A letter for a job built on accuracy and communication must itself be accurate. If you can, ask a friend or family member to read it once — a fresh reader will catch errors you no longer see. Finally, make sure the file you attach is the correct, tailored version for this employer, with a clear file name that includes your name.

Full Example Cover Letter for a Receptionist Job

The example below shows a complete letter for a general office receptionist role. Use it as a model for structure, tone, and level of detail. Change every fact to match your own background, your own tools, and the specific employer you are applying to. Never send this example, or any sample letter, with details that are not true for you.

EXAMPLE LETTER: Sarah Mitchell, Austin, Texas | (512) 555-0147 | sarah.mitchell@example.com. May 12, 2026. Ms. Laura Bennett, Office Manager, Brightpath Consulting Group, Austin, Texas. Dear Ms. Bennett, I am writing to apply for the Receptionist position advertised on your careers page.

With two years of experience at the front desk of a busy dental practice, where I greeted patients, answered a multi-line phone, and managed a daily appointment schedule, I bring the communication, organisation, and office software skills your posting describes, and I would welcome the opportunity to support your consulting team.

I am particularly interested in Brightpath Consulting Group because your reception desk is the first point of contact for clients visiting your consultants, and I understand how much a calm, accurate, and welcoming first impression matters in a professional services firm. In my current role I work in a similar setting, where visitors often arrive for important meetings and need to be directed quickly, given clear information, and made to feel expected and comfortable.

At the dental practice, I greet patients on arrival, check them in, and update their records in our practice system. I answer incoming calls throughout the day, book and confirm appointments, take detailed messages for clinical staff, and respond to general email enquiries.

I use Microsoft Outlook for email and shared calendars, Word for letters and forms, and Excel for basic records and daily lists. I also handle filing, incoming mail and deliveries, and keep the reception area organised during busy periods. Working with patient information every day has taught me to handle personal details carefully and confidentially, and to stay patient and polite when the desk is busy or a visitor is anxious or frustrated.

I would welcome the chance to discuss how my front desk experience could support your office. My resume is attached for your review. Thank you for your time and consideration. Kind regards, Sarah Mitchell.

Why This Example Works

Notice what this letter does well. The opening names the exact job and where it was advertised, and summarises the strongest matching experience in one sentence. The second paragraph gives a specific reason for choosing this employer and shows the applicant understands what the front desk means in that setting.

The third paragraph is built entirely from real tasks and named tools — greeting, check-in, phone work, scheduling, messages, email, records, and confidentiality — rather than general claims about being friendly or organised. The closing is short, polite, and complete. The whole letter fits on one page and could be discussed, point by point, in an interview, because every claim in it is specific enough to be checked and explained. Studying a worked example like this is one of the fastest ways to learn how to write a cover letter for a receptionist job that actually gets read.

To compare this letter with complete letters for other roles and situations before you finalise your own, study a range of cover letter examples and notice how each successful example connects the writer’s background to one specific posting — then write your own version using your own facts.

Receptionist Skills to Highlight in Your Cover Letter

You cannot list every skill you have in a one-page letter, so choose the skills the posting asks for and prove each one briefly. The skills below are the ones receptionist employers ask about most often. Include only the ones you honestly have, and attach a task or example to each one you choose.

Communication and Customer Service

This is the core skill of the job. Receptionists greet visitors, answer questions, explain procedures, and deal with people who may be busy, confused, or upset. In your letter, show this skill with tasks: greeting visitors in person, answering enquiries by phone and email, giving directions or information, and resolving simple problems calmly. One concrete sentence about handling a busy desk or a difficult caller politely is worth more than three sentences calling yourself a great communicator.

Phone and Message Handling

Many postings ask specifically about phone experience. If you have answered a multi-line phone, transferred calls, placed callers on hold professionally, or taken and passed on accurate messages, say so. Mention the setting and the scale if you can do so honestly — for example, a busy clinic desk or a shared office line. Accurate message taking is a detail employers care about, because a wrong name, number, or time can cause real problems for the whole office.

Scheduling and Diary Management

Appointment booking is central to reception work in medical, dental, legal, beauty, fitness, and consulting settings, and calendar management is central in corporate offices. Describe any experience booking, confirming, rescheduling, or cancelling appointments, managing a shared calendar, or sending reminders. Name the type of system you used in general terms if you cannot name the exact product, and be precise about what you personally did.

Computer and Office Software Skills

Name the software you can actually use and what you did with it. Common examples include Microsoft Word for letters and documents, Outlook for email and calendars, Excel for lists and basic records, and Google Workspace tools such as Gmail, Calendar, and Docs. If you have used a booking system, a customer database, a practice management system, or data entry software, mention that too. Avoid listing software you have only opened once — an employer may test your skills or ask detailed questions at interview.

Organisation, Records, and Accuracy

Receptionists keep visitor logs, update contact records, file documents, sort mail, and track appointments and messages at the same time. Show this side of your work with examples: keeping records up to date, maintaining a filing system, checking details before passing them on, or managing several tasks during a busy period without losing track. Accuracy matters more than speed in your letter — one sentence about careful checking tells an employer a great deal.

Professionalism, Confidentiality, and Reliability

Front desk staff see and hear private information: client names, appointment reasons, personal phone numbers, and internal messages. In healthcare and legal settings especially, confidentiality is a formal requirement of the role. If you have handled personal or sensitive information in any previous role, mention that responsibility briefly and seriously. Reliability also belongs here: regular attendance, punctuality, and covering a desk consistently are qualities employers value highly in a receptionist, and a referee or a record of dependable shifts can support a brief mention of them.

How to Tailor Your Letter for Different Receptionist Jobs

A general receptionist letter is a good starting point, but you should always adjust it for the type of workplace. The duties overlap, yet each setting has its own priorities, and a tailored letter shows you understand them.

For a medical or dental receptionist role, lead with appointment scheduling, patient greeting and check-in, handling personal information carefully, and calm communication with people who may be anxious or unwell. Mention any experience with patient records, insurance forms, or practice systems only if you truly have it.

For a hotel receptionist or front desk agent role, lead with guest greeting, check-in and check-out, reservations, handling payments, and answering questions about the hotel and the local area. Shift flexibility, including evenings and weekends, is often relevant here and worth mentioning if you can genuinely offer it.

For a corporate or office receptionist role, lead with visitor management, meeting room bookings, mail and deliveries, supporting office staff, and professional presentation. Shared calendars, visitor sign-in procedures, and security passes are common details in these postings.

For a school receptionist role, lead with communication with parents and visitors, attendance and student records support, safeguarding awareness, and a patient manner with children and families. Accuracy and confidentiality matter greatly in this setting, as does staying calm at the busy start and end of the school day.

Whatever the setting, keep the tailoring method the same: change the job title and organisation name, rewrite the second paragraph for that workplace, swap the evidence in your skills paragraph to match the posting, and use the posting’s own words for duties and tools when they honestly describe you.

What to Include — and What to Leave Out

Include

The exact job title and the organisation’s correct name, spelled as in the posting. Where you saw the role advertised. A specific, true reason for wanting this front desk role at this organisation. Two or three skills from the posting, each backed by a real task or example. The office software, phone systems, and booking tools you can genuinely use. Experience with visitors, callers, scheduling, messages, or records from any relevant setting. Practical details the employer cares about, such as shift availability, when the posting mentions them. A polite closing with thanks and a clear invitation to interview.

Leave Out

Your full home address, age, marital status, or a photo, unless the specific employer or local practice clearly requires it. Long lists of hobbies or personal details with no connection to front desk work. Salary expectations, unless the posting specifically asks for them. Claims about software, phone systems, languages, or typing speeds that you cannot support. Negative comments about a previous employer, workplace, or team. Informal language, slang, or an over-friendly tone — warm and professional is the right balance for this role. Copied paragraphs from sample letters — hiring managers recognise the popular templates immediately. A repeat of your entire resume in paragraph form — select and explain your strongest points instead.

Common Mistakes in Receptionist Cover Letters

Mistake 1: Sending a Generic Letter With No Front Desk Duties

A letter that could be for any office job — with no mention of visitors, calls, scheduling, messages, or records — tells the employer you have not thought about this role. Name the actual duties of the posting and match your evidence to them. Even two or three specific duties, well chosen, transform how a letter reads.

Mistake 2: Calling Yourself Friendly and Organised With No Proof

Almost every receptionist applicant describes themselves as friendly, organised, and a good communicator, so these words alone persuade no one. Keep a claim only when you can attach evidence to it: a desk you ran, calls you handled, a diary you managed, records you kept, or a busy period you handled well. Proof is what separates your letter from the rest of the pile.

Mistake 3: Making Errors in a Letter About Accuracy

Spelling mistakes, the wrong organisation name, a leftover company name from a previous application, or an incorrect job title are especially damaging for receptionist applicants, because the job itself is built on accurate messages, records, and details. Proofread slowly, check every name and number, and make sure the file you send is the version written for this employer.

Mistake 4: Listing Software and Systems You Cannot Use

Claiming a booking system, database, or software package you have never used may get you an interview, but it will not survive one. Employers ask how you used a tool, set practical tasks, and check references. List only what you can genuinely use, describe what you did with it, and, where relevant, note honestly that you have used a similar system and learn new tools quickly — with an example of having done so before, if you have one.

Mistake 5: Writing a Letter That Is Too Long

A receptionist letter that runs to two pages suggests poor judgement about what matters — a worrying sign for a role that depends on clear, brief communication. One page is the rule. If your points do not fit, you are including points that do not need to be there. Cut repetition, remove resume detail, and keep only the evidence that matches this posting.

Mistake 6: Using the Wrong Tone

A letter that is too casual sounds unprofessional, and a letter that is stiff and old-fashioned sounds distant — neither suits a welcoming front desk. Aim for warm, clear, and professional: complete sentences, polite phrasing, no slang, and no exaggerated flattery of the employer. Read your letter aloud; it should sound like a capable receptionist speaking to a visitor.

Mistake 7: Forgetting the Workplace Type

A letter written for a corporate office will not fully convince a dental practice, and a hotel letter will not fully convince a law firm. Each setting cares about different duties — patient confidentiality, guest payments, visitor security, parent communication. If your letter never acknowledges the type of workplace you are applying to, the employer will assume it was sent to many different places unchanged.

Mistake 8: Leaving Out Practical Details

For front desk roles, practical details can decide between similar candidates: the shifts you can work, your start availability, languages you can genuinely greet visitors in, or experience with the exact setting in the posting. When the posting raises one of these points and it favours you, include it briefly. When it does not favour you, do not invent it — address it honestly or leave it for the interview.

Receptionist Cover Letter Checklist

Before you send any receptionist application, work through this checklist: The job title and organisation name are correct and spelled exactly as in the posting. My letter is one page, with three to four short paragraphs. My opening names the receptionist role and where I saw it advertised. I gave a specific, true reason for wanting this role at this organisation. I chose two or three requirements from the posting and backed each one with real tasks as proof. My letter names the duties of this front desk — such as visitors, calls, scheduling, messages, or records — rather than talking about office work in general terms.

Every software package, phone system, and tool I named is one I can genuinely use. I mentioned confidentiality or careful handling of personal information if the role involves it. The tone is warm, polite, and professional throughout, with no slang or casual language. My contact details are correct, and my email address sounds professional. I checked spelling and grammar carefully and read the letter aloud once. The letter matches my resume and does not contradict it. I tailored this version for this employer and this type of workplace instead of sending a generic letter.

If you can tick every box, your letter is ready to send. If several boxes are empty, fix those points first — for a receptionist role, this short letter is often the clearest evidence an employer has of the communication and care you will bring to their front desk.

Conclusion

A strong receptionist cover letter is short, specific, and written for one employer at a time. It names the exact role, gives a genuine reason for choosing that organisation, and proves the skills the front desk needs — greeting visitors, handling calls and messages, scheduling, keeping accurate records, and using office software — with real tasks from your own experience. It does all of that in a warm, professional tone and without a single error, because the letter itself is the employer’s first sample of your work. Learning how to write a cover letter for a receptionist job well is what turns a good resume into an interview.

Build one careful letter using the structure, steps, and example in this guide, then tailor it for every application instead of sending the same version everywhere. Check it against the checklist each time, and make sure every claim in it is one you could explain with confidence in an interview. Employers hire receptionists who make visitors feel welcome and keep the office running smoothly on paper as well as in person. A letter written this way gives them every reason to believe you are that person.

Frequently Asked Questions

How long should a cover letter for a receptionist job be?

One page is the standard. The body of the letter is usually around 250 to 400 words in three to four short paragraphs: an opening that names the role, a paragraph on why you want to work at that organisation, one or two paragraphs of skills and proof, and a short closing. A focused one-page letter is far more effective than a longer letter that repeats your resume or includes experience the posting does not ask for.

What skills should I put in a receptionist cover letter?

Focus on the skills named in the job posting, which usually include communication and customer service, answering phones and taking accurate messages, scheduling appointments or managing calendars, using office software such as Word, Outlook, and Excel, keeping organised and accurate records, and handling personal information carefully and confidentially. Choose two or three of these, and back each one with a specific task or example from your experience rather than simply listing the skill.

Can I apply for a receptionist job with no receptionist experience?

Yes, if you have transferable experience. Work in retail, hospitality, customer service, healthcare support, education, or volunteering often includes greeting people, answering enquiries, using a till or booking system, keeping records, and dealing calmly with the public — all of which are relevant to front desk work. In your letter, describe those tasks honestly in the settings where you did them, and connect each one clearly to the duties in the receptionist posting. Do not claim the receptionist title or a system you have not used.

Should I use the example cover letter in this guide word for word?

No. Use the example as a model for structure, tone, length, and level of detail, then write your own letter with your own experience, tools, and reasons for applying. Hiring managers recognise copied sample letters quickly, and a copied letter cannot match a specific posting the way a tailored one can. Every fact in your letter must be true for you and something you could discuss in an interview.

What greeting and closing should I use for a receptionist cover letter?

If you know the hiring manager’s name, use “Dear Ms. [Last Name]” or “Dear Mr. [Last Name],” spelled exactly as the organisation spells it. If no name is available, “Dear Hiring Manager” or “Dear Hiring Team” is professional and safe. Close with “Sincerely” or “Kind regards,” followed by your full name. Avoid “To Whom It May Concern,” which sounds cold and dated for a role built on personal, welcoming contact.