You know the drill — a potential client lands in your inbox, excited about hiring a virtual assistant. You reply with your rates, a few details… and then crickets.
It’s not that they ghosted you for fun. It’s because you didn’t give them a clear, professional proposal that makes hiring you a no-brainer.
A freelance virtual assistant proposal isn’t just a price list or a “Hey, I can help!” message. It’s your chance to package your skills, outline exactly how you’ll make their life easier, and show why you are the safe, smart choice over every other VA in their DMs.
In this guide, you’ll get:
- A ready-to-edit freelance virtual assistant proposal template you can copy today.
- A breakdown of what each section should include (and why it matters).
- A mini freelance virtual assistant proposal example so you can see how it works in real life.
Whether you offer admin support, social media management, inbox cleanup, or a mix of everything, this template will help you pitch your services in a way that gets clients saying, “When can you start?”
Why a Proposal Matters for Virtual Assistants
A lot of virtual assistants lose clients before they even get started — not because they’re bad at what they do, but because they can’t show their value clearly. That’s where a proposal comes in.
Think of your proposal as your bridge between “I can help” and “Here’s exactly how I’ll do it.”
A well-structured proposal helps you:
- Show professionalism: Instead of sending a “Hey, I can help!” email, you present a document that proves you’re serious.
- Set clear expectations: Clients know what you’ll do, how you’ll do it, and when. No second-guessing or scope creep later.
- Win better projects: A proposal signals that you’re organized and dependable — two traits clients want in a VA above everything else.
- Save time: Once you’ve got a template, you can reuse it, tweak it, and send it out in minutes. No starting from scratch every time.
Think of your proposal as your first job performance before you even land the job. If it’s neat, clear, and client-focused, you’re already halfway to signing the deal.
Key Sections to Include in a Virtual Assistant Proposal
A well-structured proposal isn’t just a formality — it’s a roadmap. It helps the client clearly understand what you’ll deliver and sets the foundation for a professional working relationship.
Here are the essential sections every freelance Virtual Assistant proposal should include:
1. Cover Page
A professional first impression. Include your name, the client’s name, the project title, and contact details. It frames your proposal as organized and client-focused.
2. Project Summary
A short overview that highlights the client’s main challenge and positions you as the solution. It shows you’ve understood their needs and establishes relevance before diving into details.
3. Scope of Work
This is where clarity matters most. List the specific tasks you’ll handle (such as inbox management, scheduling, or research). A defined scope reduces misunderstandings and sets the boundaries of your role.
4. Timeline & Availability
Outline when tasks will be delivered and your working hours or time zone. For clients in different regions, this section avoids scheduling confusion.
5. Pricing & Packages
Be transparent about your fees. Whether you charge hourly, per task, or by monthly retainer, present it clearly. If you offer packages (e.g., 10 hours/week, 20 hours/month), include them here.
6. Payment Terms
Clarify how and when payments are expected — upfront, milestone-based, or monthly. This protects your time and ensures smoother client relationships.
7. Communication Guidelines
Set expectations for how you’ll stay in touch (email, Slack, Zoom) and how often you’ll provide updates. Clients value knowing how collaboration will work in practice.
8. Termination & Revisions
Include a simple clause covering cancellations, scope changes, or added tasks. This ensures fairness and prevents surprises if projects shift mid-way.
Freelance Virtual Assistant Proposal Walkthrough (With Examples)
Here’s a section-by-section breakdown of what your proposal should include — with real example snippets you can tweak for your own use. Everything is also included in the editable template below.
Cover Page
Purpose: Keep it clean and professional — client name, your name, project type, and date.
Example:
Proposal for: Virtual Assistant Support Services
Prepared by: Mike Snow
Client: BrightPath Consulting
Date: August 2025
Project Summary
Purpose: A short overview of what the client needs and how your VA services will help.
Example:
BrightPath Consulting requires ongoing administrative support to manage emails, schedule meetings, and handle research tasks. This proposal outlines a flexible VA package designed to streamline daily operations and free up executive time.
Scope of Work
Purpose: Clearly list what tasks are included so expectations are aligned.
Example:
- Email management (sorting, filtering, drafting responses)
- Calendar scheduling and reminders
- Travel research and booking coordination
- Document preparation (Word, Excel, Google Docs)
- Data entry and online research
Timeline
Purpose: Show how quickly you’ll get started and what the client can expect.
Example:
- Onboarding & setup: 2–3 days
- Ongoing weekly support: 15–20 hours per week (Mon–Fri)
Pricing
Purpose: Be upfront with rates and package options.
Example:
- Hourly Rate: $15/hour
- Weekly Package: $200 for 15 hours
- Monthly Package: $750 for 60 hours
Terms & Conditions
Purpose: Protect both sides with clear boundaries on scope, payments, and revisions.
Example:
- Payment due weekly via PayPal or bank transfer
- Tasks outside agreed scope billed separately
- Unused hours don’t roll over
- 7-day cancellation notice required
Communication Guidelines
Purpose: Set expectations for how you’ll stay in touch and respond.
Example:
- Main channel: Slack + Email
- Available: 9 AM – 6 PM (Client’s time zone)
- Response time: Within 24 hours on business days
Next Steps + Signature
Purpose: Make it easy for the client to accept and move forward.
Example:
If this proposal meets your needs, reply with “Approved” or sign below. I’ll share a contract and get started with onboarding.Signature Block:
Mike Snow
Freelance Virtual Assistant
mikesnow.com | mike@mikesnow.com
Download the Freelance Virtual Assistant Proposal Template
You don’t need to start from a blank page. We’ve built a ready-to-use Google Doc proposal template that includes everything a client expects to see from a professional VA — all you need to do is tweak the details.
👉 Click here to copy the Freelance Virtual Assistant Proposal Template
Quick Tip:
Once you copy it, just replace the placeholders with your name, project details, and client info. You’ll have a polished proposal ready to send in less than 15 minutes.
Why This Virtual Assistant Proposal Template Works
Freelance clients see dozens of pitches, but very few are clear, structured, and professional. That’s where this template stands out. Here’s why it’s effective:
- Instant clarity: The client doesn’t need to hunt for information. Scope, pricing, and timelines are neatly laid out in one place.
- Professional structure: From the cover page to the signature block, everything follows a flow that feels business-ready — not cobbled together.
- Trust-building: Clear terms and conditions show clients you’re serious about commitments and boundaries. This avoids scope creep and sets the tone for a smooth partnership.
- Easy customization: You don’t have to write from scratch every time. Swap in the project details, adjust pricing, and it’s ready to send.
- Future-proofing: Even as your VA services expand (e.g., social media management, inbox support, research tasks), the template framework still holds.
Instead of scrambling to draft a proposal at the last minute, you’ll have a polished document that positions you as the organized, reliable professional clients want to work with.
FAQs About Freelance Virtual Assistant Proposals
- Do I really need a proposal as a freelance VA?
Yes. A proposal is more than just a formality — it shows you’re organized, professional, and serious about the work. It also protects you by clearly outlining what’s included and what’s not. - How long should my VA proposal be?
Keep it short and sharp. One to three pages is usually enough. Focus on clarity, not fluff. - Can I reuse the same proposal for multiple clients?
Yes, but personalize it. Swap in the client’s name, business context, and specific tasks. A generic proposal looks lazy, while a tailored one builds trust. - What’s the best way to send a proposal?
PDF is usually the safest and most professional option. You can also use Google Docs if you want the client to add comments before finalizing. - Should I include my rates upfront?
Absolutely. Transparency builds credibility. It also saves you time by filtering out clients who can’t afford your services.
Ready to Send Your Virtual Assistant Proposal?
You’ve seen how to structure it. You’ve walked through each section.
Now it’s time to put it into action.
This template gives you everything you need to present your VA services with professionalism and confidence — no guesswork, no wasted time.
📄 Copy the editable Google Doc here →
(Make your own copy and start customizing it for your client today)
And if you’d like an even faster way?
We’re building Kreev — a lightweight tool designed to help freelancers like you generate personalized proposals in minutes.
Until then, use this free template as your starting point — and make your next client win a lot smoother.