VA Proposal Template – How to Get Hired as Virtual Assistant

As a VA or Virtual Assistant, one should write client proposals based on a template. Otherwise, one can end up missing critical details. Moreover, to circumvent those crucial details, you end up adding unwanted details, which in turn, in most cases, is the root cause of the difference between being hired and fired.

Are you one of those freelancers who is sending tons of proposals for VA jobs on freelancing sites like Upwork or PPH without any response from clients?

If the answer is YES, you are not alone. Your proposal is your first impression to the client, and if you don’t make it a professional impact, you are more likely to see no reply from clients.

Why VA Needs Proposal Template?

The proposal template is a shell to help craft a custom proposal for clients and yet copy-paste most of the proposal. The best part for the template is it makes sure we don’t miss any critical details and yet craft the proposal in a very time.

Custom proposals addressing clients’ needs have higher chances of a response.

On sites like Upwork, initiating a communication first can help with client conversions. Writing a quick proposal can help get started communicating with clients as soon as humanly possible.

So to speed up the process, people keep the proposal ready and copy-paste it.

Instead, use a template and then fill the details in between to craft a unique proposal for the client.

It takes the best of both – Speed and custom proposal.

VA Proposal Template

So let’s begin with the template.

1. Start with a gratitude

Always start with gratitude.

Hi,

Thanks for sharing your VA requirements and an opportunity to work with you. I will be more than happy to assist you. Let me share my availability and expertise as a VA.

Always address clients with his or her name. Try getting the client’s name from the job details and add like Hi John. If they have not shared their name, keep it as Hi.

The first paragraph of the proposal is always a thank note. For invites from a client, change the wording slightly

Thanks for inviting me to your VA requirements and an opportunity to work with you. I will be more than happy to assist you. Let me share my availability and expertise as a VA.

2. Benefits instead of Features

A feature is what you offer, and the benefit is what the client gets. Craft your proposal to provide benefits to clients than listing the features.

As an example, the feature of your service can be

Complete email management

But the benefit a client may have is

Don’t need to check emails every hour

So the next paragraph in the proposal is to let the client know the benefits of hiring a VA.

As a VA for N years of experience, my clients are able to focus on building the business and leaving the nitty-gritty to me. My clients are able to focus on increasing their revenue by 50% and are still able to enjoy holidays. Now they now don’t need to check emails every hour or worry about making crucial calls right on time. Moreover, you can check my profile for client feedback.

See how the template help the client understand what he gets instead of what you can offer.

Often proposals include stuff like I can do social media management, email management, etc. but what benefits the client has for what you offer makes the proposal stand out. Clients are more intrigued in replying to such proposals.

3. Your Services

As a VA, you already offer a list of services for clients. Make a list, and for each service you offer, create a paragraph about what all you cover in each.

Social Media

For social media I offer to post new content on our predefined time, replying to direct messages and comments. Moreover, I will like and follow to bring in more followers as well as find tweets to retweet and interact in Facebook groups.

Blog Editing and Scheduling 

Edit content for images as well as recreate it for social media channels like Pinterest. Write content on niches like social media, marketing, entrepreneurship. etc

Email Inbox Management

I am sure replying to emails may take up a lot of your time but not anymore. You can be rest assured not even a single email reply will ever be missed again.

Calendar management

Calendar management will make you more time-efficient so you can bring in more clients that can help generate more revenue.

From the above master list, based on what the client is looking for, copy-paste those items into the proposal. So in the proposal template for a client looking for an email and social media management VA :

I am sure replying to emails may take up a lot of your time but not anymore. You can be rest assured not even a single email reply will ever be missed again. For social media I offer to post new content on our predefined time, replying to direct messages and comments. Moreover, I will like and follow to bring in more followers as well as find tweets to retweet and interact in Facebook groups.

Again, as a VA for social media, you can divide the proposal differently for the different social media platforms as well. Depending on how comfortable you are in managing various social media accounts, the proposal will vary.

4. Plan of Action

The most crucial aspect of a virtual assistant is onboarding. The plan of action helps in client understand it clearly.

If you decide to make me a member of your team, I will do a follow-up call to gather some key information for me to be able to start working for you. I will require access to CRM, Social Media account, Email, Calendar, etc. It typically takes a week’s time for me to fit within your existing system.

Hiring a VA is not easy for clients.

When your full business is online, and via email and CRM, they need to provide access to someone else.

Many clients want to go slow. So if clients sound skeptical in a job description or wish to test waters, allow them to be comfortable with you. Let the trust factor kick in before asking for every detail right at the start.

5. The Closure

The VA Proposal template should conclude with when you can start.

I can start for you immediately. Looking forward to working with you.

Thanks
YOUR FULL NAME

Make sure you don’t sound too desperate or amateur. Avoid phrases like “I will wait for your response,” or “I want to work with you/ your project.”

One more vital point to note here is, always end the proposal with your full name. Clients often Google the name and verify the social media profiles before hiring.

Final Thoughts

Clients are busy, and so they are looking for VA. So never try to make the proposal longer by adding extra fluff that doesn’t help clients in deciding to hire you.