Essential Email and Communication Templates for Virtual Assistants

Email Templates for Client Communication

📨 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.

Social Media Content Creation

📱 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.

Standard Operating Procedures

🧾 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.

Client Onboarding and Information Gathering

📋 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.)

Competitor Analysis and Research

🔍 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.

Project Management and Updates

🗓️ 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.

Quick Communication Responses

💬 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.

With these templates, you can streamline your communication and enhance your efficiency as a Virtual Assistant. Remember, effective communication is key to building strong client relationships. By using these templates, you can ensure that your messages are clear, professional, and tailored to your clients' needs.

Feel free to adapt these templates as necessary. They are designed to be flexible and can be customized to fit various industries and client preferences. Happy assisting!