Expanding your client base as a virtual assistant requires proactive outreach. But standing out in crowded inboxes takes skill.
This comprehensive guide provides tips and email templates to help VAs attract new business. Follow our outreach strategies to showcase your services and win clients.
Email enables VAs to:
For independent VAs, mastering email marketing is a must to fill your client pipeline. Our guide simplifies the process.
Apply these best practices when crafting your outreach emails:
With attention to these principles, your outreach drives meetings with ideal prospective clients. Now let’s explore proven templates.
Cold outreach to new business prospects is challenging but essential for VAs to generate leads. Use these template examples to create your own cold emails:
Subject: Could a skilled VA help you recover 5+ hours/week?
Hello [First Name],
As a fellow [industry] professional, I know you juggle countless tasks and priorities daily. Like many execs I work with, you likely waste 5-10+ hours per week on administrative work better suited for a Virtual Assistant.
My name is [Your Name] and I provide dedicated remote support to [industry] leaders here in [region]. I optimize workflows, manage communications, coordinate complex projects, and handle any digital busywork getting in the way of you operating at peak productivity.
My system and processes could likely save you at least 5 hours weekly. Would you have 20 minutes next Tuesday or Thursday for a quick call to discuss? I can share examples of workflows I’ve streamlined for other [industry] firms similar to yours.
Looking forward to connecting. Let me know which time works better!
[Signature]
This template positions the VA as the solution to wasting time on low-value work that distracts from the prospect's core role. Adjust details to reflect your specific specialties and services.
Subject: Tired of scheduling headaches?
Hi [First Name],
I came across [company] while researching firms in [city] struggling with calendar management and meeting coordination. As an executive assistant, I know how frustrating scheduling can be while juggling calls, emails, and projects.
I specialize in streamlining scheduling and logistics for [industry] leaders through dedicated virtual support. My comprehensive service removes the daily frustration of calendar overlaps, double-bookings, and constant meeting requests.
I’d love to learn about your current scheduling processes and hardships. Would you have 20-30 minutes this week to discuss potential solutions I could implement for [company]?
Let me know if Tuesday or Thursday works better. I look forward to learning more!
Sincerely,
[Your Name]
This template positions the VA as an expert in solving a common frustration like calendar management. Adapt the specifics to match pain points in your target verticals.
Follow up within a week if no reply to remind prospects of your offering.
Subject: Following Up on VA Discussion
[Recipient First Name],
I wanted to follow up regarding potentially optimizing your workflows and schedules through dedicated virtual assistance.
I know how busy things can get, so apologies if my previous email got buried. As an executive assistant focused on [industry] firms like [company name], I’m confident I could provide value through tasks like:
I’d love to learn more about your needs and discuss ways we could work together. Are you available for a quick intro call early next week?
Look forward to connecting. Just let me know which time works best!
Sincerely,
[Your Name]
Follow up persistently while reiterating your expertise. Make it easy for prospects to take the next step.
Beyond cold outreach, asking existing clients for referrals expands your pipeline exponentially.
Subject: Would You Refer Me to Other Founders?
Hi [Client First Name],
I'm reaching out because I'm currently expanding my client base and wanted to ask if you could refer me to any other founders or executives that could benefit from my virtual assistance services?
As we've worked together over the past [X months/years], you've seen firsthand the value I provide through administrative support, project management, email communications, and more.
Please let me know if any colleagues come to mind who could use an assistant to help free up their time and optimize critical business functions. I'd appreciate the introduction!
Thanks so much and looking forward to connecting you with [industry] leaders who could use my support. Just let me know!
Best,
[Your Signature]
This straight-forward template gets existing clients connecting you with new referrals. Adjust details about the types of services you specialize in.
Once you’ve had an exploratory call, use these templates to craft proposals, negotiate terms, and finalize new business deals:
Subject: My VA Proposal for [Company]
[Client First Name],
It was great learning more about [company’s] needs on our call. Here is an overview of what a partnership could look like based on your current pain points:
Dedicated 15 Hours Weekly
Additional Hours As Needed
My rate is $[XX] per hour. I'm confident dedicating 15 consistent hours weekly will save you 5+ hours in regained productivity. This will essentially pay for itself while providing you invaluable time savings and support.
Let's connect to discuss the proposal and finalize next steps to get started! I'm excited at the prospect of optimizing workflows and lightening the load through virtual assistance. Talk soon!
Sincerely,
[Your Signature]
This summarizes proposed roles and costs after an exploratory call. Quantify the time savings benefit to build your value.
Subject: Addressing Your VA Concerns
Hi [Name],
Thank you for expressing your concerns about moving forward with virtual assistance. I realize trusting outside support with key business functions feels like a risk.
To provide you complete peace of mind, I offer:
My goal is ensuring this partnership provides immense value and lifts burdens so you can focus on your priorities. Please let me know if you have any other concerns I can address! I'm committed to helping in any way possible.
I appreciate you taking the time to consider working together. Please feel free to reach back out with any other questions. Talk soon!
Best,[Your name]
Addressing specific concerns directly improves your chances of closing prospective clients. Highlight safeguards relevant to their industry like security measures.
Limited-time promotions incentivize sign-ups and provide a risk-free way for prospects to try your services.
Subject: 10 Hours for $X Trial Offer
Hi [First Name],
You mentioned wanting to test virtual assistance without a long-term commitment. I'm offering 10 hours of administrative services for just $[discounted rate] to new clients this month.
This allows us to work together with minimal risk. After the trial period, we can re-assess fit and scope ongoing projects.
My discounted rate won't last long so let's get your trial scheduled! Just let me know which days this or next week work best and we'll hit the ground running.
I'm looking forward to streamlining your workflows soon. Talk soon!
Sincerely,
[Your Signature]
This promotes a low-risk trial at reduced pricing. Adjust details to offer trials and discounts matching your offerings.
Once you’ve made initial contact, apply these techniques to convert conversations into paying clients:
With preparation and tenacity, you can turn outreach conversations into profitable VA partnerships.
Apply these strategies and use our email templates to win new VA clients consistently. Small business growth hinges on mastering client acquisition. Use these lessons to fill your pipeline with ideal clients.