10 ChatGPT Prompt Templates for Virtual Assistants

These are copy-paste ready. Each includes a clear goal, prompt, and VA tip so you can reuse or adapt them for clients.

📨 1. EMAIL — Client Follow-Up

Goal: Write a polite, professional follow-up email to a client.

Prompt:

You are a professional Virtual Assistant. Write a polite follow-up email to [Client Name] regarding [topic/project].

Tone: friendly and professional.

Include: subject line, short greeting, main message (3 sentences), and a soft call to action to schedule or confirm next steps.

Sign as: [Your Name], Virtual Assistant.

VA Tip: Add your client’s brand tone (e.g., “corporate but approachable”) for consistent messaging.

💌 2. EMAIL — Onboarding Welcome Message

Goal: Send a warm welcome to a new client.

Prompt:

Write a client onboarding welcome email for [business type].

Tone: warm, enthusiastic, professional.

Include: short intro, what they can expect next, how to contact you, and a positive closing line.

VA Tip: Use this right after the client signs the contract.

📱 3. SOCIAL MEDIA — 7-Day Content Calendar

Goal: Create a week’s worth of social media content ideas.

Prompt:

Act as a social media Virtual Assistant for [industry/niche].

Create 7 daily post ideas for [platform, e.g., Instagram].

For each post, include: 1) hook/headline, 2) caption (under 120 words), 3) 3 hashtags, 4) suggested visual concept.

Goal: [e.g., increase engagement / drive traffic].

VA Tip: Copy the results into your scheduler or Canva planner.

✍️ 4. SOCIAL MEDIA — Content Repurposing

Goal: Turn long-form content into shorter posts.

Prompt:

Summarize the following blog/article into 3 engaging LinkedIn posts and 3 Instagram captions.

Keep each under 120 words, maintain the original tone, and include a short CTA.

[Paste the original content here]

VA Tip: Great for maximizing client blog reach.

🧾 5. SOP — Task Documentation

Goal: Build Standard Operating Procedures for any recurring task.

Prompt:

Create an SOP titled “[Task Name]”.

Include: Purpose, Prerequisites, Tools Needed, Step-by-step Instructions, Estimated Time, and QA Checklist.

Format clearly with numbered steps and bullet points.

VA Tip: Keep your SOPs in a shared Google Drive or Notion page.

📋 6. ONBOARDING — Client Questionnaire Template

Goal: Collect client information efficiently.

Prompt:

Create a short onboarding questionnaire for a new [type of client].

Include sections: About the Business, Target Audience, Goals, Content Preferences, Communication Style, and Access Details.

Format it as a fillable list or Google Form-style layout.

VA Tip: Customize this per niche (social media, admin, eCommerce, etc.)

🔍 7. RESEARCH — Competitor Summary

Goal: Quickly analyze competitors.

Prompt:

Summarize top competitors of [client business/product].

Include: 1) Brand name, 2) Website, 3) Key features or offers, 4) Pricing or positioning, 5) Notable strengths or weaknesses.

Output in table format.

VA Tip: Double-check links or details before presenting to clients.

🧠 8. RESEARCH — Content Topic Ideas

Goal: Generate blog or post ideas for clients.

Prompt:

You are a content strategist VA.

Generate 20 blog post ideas for [industry or niche] that help achieve [goal, e.g., “brand awareness”].

Include one-line descriptions for each topic.

VA Tip: Filter the list to match your client’s target keywords.

🗓️ 9. PROJECT MANAGEMENT — Weekly Update Summary

Goal: Provide a client-ready weekly progress update.

Prompt:

Write a Weekly Project Update email for [client name/project].

Include: Tasks completed, Tasks in progress, Next week’s goals, and Any pending client inputs.

Tone: clear, concise, professional.

VA Tip: Send every Friday; it shows reliability and organization.

💬 10. CLIENT COMMUNICATION — Quick Reply Generator

Goal: Draft quick, polite replies for daily communication.

Prompt:

You are a Virtual Assistant managing client communication.

Write 3 short variations of a polite, professional response to [situation, e.g., “client requesting urgent edit”].

Tone: [friendly/formal].

Each reply under 60 words.

VA Tip: Keep a few saved replies in Notion or Gmail templates for speed.