How to Write a Virtual Assistant Proposal (Free Template Included)
Stand Out, Win Clients & Scale Your VA Business in 2025
1. Introduction
A professional proposal is your first impression—and in the competitive virtual assistant (VA) world, it can make or break a deal. With the VA market projected to reach $25.63 billion by 2025, more businesses are turning to VAs to streamline operations.
Whether you’re bidding on platforms like Fiverr or Upwork or reaching out via email, this guide shows you how to write a winning virtual assistant proposal with a free editable VA proposal template included.
2. What Is a Virtual Assistant Proposal?
A virtual assistant proposal is a formal document or email that outlines your services, pricing, timeline, and value proposition to potential clients. It establishes trust, aligns expectations, and helps secure the job.
Why Use a VA Proposal?
Establishes professionalism
Clarifies scope and deliverables
Acts as an onboarding document
VA Proposal vs. VA Contract:
Proposal = Pitch and project outline
Contract = Legal terms and binding agreement
When to Use a Proposal:
Job board applications (Upwork, Fiverr)
Cold outreach
Responding to client inquiries
3. Bonus: Free Virtual Assistant Proposal Template
[Download the Free Editable VA Proposal Template (Google Docs, Word, PDF)]
Your template includes:
Professional introduction
Service offerings
Pricing and payment terms
Timeline
Terms & Conditions
CTA to move forward
4. Key Components of an Effective Virtual Assistant Proposal
A. Personalized Introduction
Start with the client’s name
Show enthusiasm about their business
Mention a specific detail from their listing
B. Client Pain Points
Highlight issues like inbox overload, missed deadlines, or disorganized files
Position yourself as the solution
C. Your Solution
List relevant services (admin support, data entry, scheduling, inbox management, etc.)
Emphasize benefits (time-saving, accuracy, reliability)
D. Project Timeline
Specify expected start and end dates
Break into milestones (e.g., setup, weekly reviews)
Mention tools like Trello, ClickUp, Asana
E. Transparent Pricing
Hourly: e.g., $15/hour
Flat-rate: e.g., $300/month for 20 hours
Retainer: e.g., $500/month ongoing
Include payment methods: PayPal, Stripe, Wise
F. Experience + Social Proof
Add client testimonials or reviews
Highlight tools you’re skilled in (Google Workspace, Notion, Shopify, etc.)
Mention platforms: Upwork, Fiverr
G. Strong Call to Action
Ask to book a 15-minute call
Suggest a start date
Be specific: “Reply to this email to get started today”
5. Step-by-Step: How to Write a Virtual Assistant Proposal
Step 1: Research the Client
Look at their website, social media, job post. Understand their business model and pain points.
Step 2: Tailor the Offer
Avoid using the same proposal. Mention specifics from their business or job post.
Step 3: Use Clear, Benefit-Driven Language
Clients care about outcomes: “I’ll reduce your inbox time by 70%”, not just tasks.
Step 4: Focus on Results
Talk about past client wins, e.g., “Helped an Etsy seller save 10 hours/week on admin.”
Step 5: Visual Presentation Matters
Use bullet points, bolded headers, clean layout. Consider Canva or Notion.
Step 6: Proofread
Avoid typos. Use Grammarly or Hemingway for clarity.
6. Your Go-To Tool: Cone Proposal Software
Best Features:
Custom editable VA proposal template
Invoicing, e-signature, client chat
Proposal tracking + analytics
Why Cone for VAs?
Save time with pre-filled templates
Integrate payments (Stripe, GoCardless)
Track engagement to follow up strategically
7. Key Features to Look for in VA Proposal Software
Drag-and-drop editor
Brand customization
View tracking
Built-in contract templates
Affordable pricing for solopreneurs
8. Cone Pricing Plans (2025)
Annual Plans
Essentials – $8/user/month
Growth – $11/user/month
Monthly Plans
Essentials – $11/user/month
Growth – $15/user/month
Virtual Assistant Proposal Sample (Real Template Preview)
Here’s a real-life VA proposal sample you can customize and use directly. This format has helped Alisha land international clients via Upwork and cold email outreach.
Hi Sarah, I came across your job posting for a virtual assistant to help with inbox and calendar management. As a detail-oriented VA with experience using Gmail, Trello, and Google Calendar, I’d love to support you in staying organized and productive.
Here’s what I can do for you:
Organize your inbox for zero unread emails daily
Manage your calendar with reminders and conflict checks
Weekly progress updates using Trello or your preferred tool
I’m currently working with 2 international clients and helped one reduce their email backlog by 80% in two weeks. I’m available 15–20 hours/week and can start immediately.
Let’s schedule a quick call to align on goals?
Sincerely,
Aftab Ahmad
9. Wrapping Up
Clients judge your professionalism from your proposal. Make it clean, clear, and compelling.
Tools like Cone make your life easier and increase your chances of landing better, long-term clients.
Download the free editable virtual assistant proposal template now
Want to win more VA jobs in less time? Start your free trial with Cone today
| Feature | VA Proposal | VA Contract |
|---|---|---|
| Purpose | Pitch / Overview | Legal Binding Agreement |
| Timing | Before Project Starts | After Proposal Approval |
| Includes | Timeline, Pricing, CTA | Scope, Payment, Confidentiality |
| Length | Short (1–2 pages) | Longer (3–5 pages) |
| Tone | Persuasive, friendly | Formal, legal |
10. Virtual Assistant Proposal FAQs
Q1: How do I write a virtual assistant proposal? Include a personalized intro, service list, timeline, pricing, and CTA.
Q2: What should be in a virtual assistant contract? Scope of work, confidentiality clause, payment terms, termination policy.
Q3: Can I reuse the same VA proposal for multiple clients? Yes, but always personalize the intro and services section.
Q4: Is it okay to send my VA proposal by email? Yes. Use a professional proposal email for virtual assistant job format.
Q5: What should a beginner VA include in their proposal? Focus on transferable skills, software knowledge, and reliability.