What you are handing off
The client's current bottleneck in their words — inbox volume, scheduling, follow-ups, admin backlog — and the hours a week it is costing them.
Virtual assistant · free template
Virtual assistant proposal template
VA proposals are usually a rate and a number of hours, which invites the client to treat you as an on-demand inbox. This template defines the tasks, the availability window, and the response expectation, so the relationship is a service, not a standby.
What the client is really deciding: "What will you take off my plate, and when are you actually available?"
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Section-by-section structure
Task scope
A categorised list: inbox management, calendar, travel, CRM updates, invoicing, research, customer replies. Mark anything explicitly out of scope.
Hours and availability
Monthly hours included, the days and time zone you work, and your response time for normal versus urgent requests.
Communication and reporting
Where tasks are assigned, the weekly check-in, and a short end-of-week summary of what was completed.
Tools and access
Which accounts you need, how credentials are shared securely, and who pays for any subscriptions.
Confidentiality
A short statement on handling client data, customer information, and financial access. It matters more than most VA proposals acknowledge.
Investment
Monthly retainer by hour band, the rate for overage, and the notice period on either side.
How to price this work
| Pricing model | Best when | Typical range |
|---|---|---|
| Monthly retainer by hour band | Ongoing support | $400 – $2,500/mo |
| Hourly | Irregular or trial engagements | $20 – $65/hr |
| Task-based package | Repeatable, defined workflows | Per package |
Ranges are general market guidance, not a quote — price against the outcome for your client.
Mistakes to avoid
- Selling hours instead of outcomes, which makes you a commodity.
- No availability window, so the client expects instant replies at any hour.
- Unused hours rolling over indefinitely and destroying your capacity planning.
- Credentials shared over email with no password manager.
- No notice period, so income disappears without warning.
Frequently asked questions
Should hours roll over?
No, or cap it at a small percentage. Rollover turns a retainer into a bank balance and makes your schedule impossible to plan.
How do I raise my rate with an existing client?
Tie it to a review date written into the original proposal. A scheduled review is a conversation; a surprise increase is a negotiation.
Retainer or hourly?
Retainer. It gives the client a predictable cost and gives you predictable income, and it reframes you as a part of the team rather than a task queue.
Let LogicVanta write it for you
Answer a few questions about the client and the project. LogicVanta drafts every section above, then gives you a shareable link your client can accept in one click.
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