Interactive tool
Outreach template: Virtual Assistant Services
The message to send when you are pitching this method — used by the Outreach Message Generator.
Live preview
Hi [business name], I spotted your post on Instagram and it sounded like the admin is eating the hours you'd rather spend on the actual work. I'm [your name] — I work as a virtual assistant handling inbox triage, calendar scheduling, data entry, supplier chasing and the general small stuff that piles up. Clients usually start me on 5 hours a week and expand once they see what comes off their plate. If it's useful, tell me the three tasks you most dread and I'll tell you honestly which ones I can take over and how long they'd take me. Thanks for your time, [your name]
Make this outreach land
Using this generator well for Virtual Assistant Services
Three things that change the reply rate more than the wording itself.
- Pick the two admin jobs you are fastest at and put them in the offer line — VA pitches that list ten services read like a CV, not a solution.
- Quote a trial block (five hours, one week) rather than a monthly retainer; it is a far smaller decision for the person reading it.
- Name the tools you already know (Notion, Xero, HubSpot) so the client pictures zero training time.
Who to send it to
The people most likely to say yes to this particular method.
- Solo founders and consultants who post regularly on LinkedIn but reply to emails at midnight.
- Small agencies of three to ten people with no operations hire.
- Coaches, therapists and trainers who handle their own bookings and rescheduling.
- Ecommerce shops with visible customer-service backlogs in their review replies.
Personalisation checklist
Run through this before you press send on every single message.
- Swap the generic greeting for the person's first name, spelled from their own profile.
- Reference one thing they published in the last fortnight.
- Change the task list so it matches their business, not your service menu.
- State your hourly or block rate — hiding it adds a round of email.
- Cut the message to under 120 words before sending.
Follow-up timing & etiquette
Most of the work is won on the second message, not the first.
- Wait four working days, then send a two-line nudge on the same email thread.
- Second follow-up after another week, adding one new, useful detail — never 'just bumping this'.
- Stop after two follow-ups and revisit in three months; VA needs are seasonal.
- If they reply 'not right now', ask for permission to check back rather than pitching again.
New to this one? Read the full Virtual Assistant Services guide before you start sending.