Don’t struggle trying to create the business documents you need on your own!  Reward yourself with more billable hours by starting with our COMPREHENSIVE collection of professional, time-tested & easy to customize templates and forms.

Dear Colleagues,

I am a firm believer in the fact that organization goes a long way. If you can systematize your administrative and operational processes that you depend on to manage new clients and keep your business running, you will have more time for billable hours. After all, as a VA, if we aren’t billing clients, we’re not making money. So whether you are an established virtual assistant or just starting out, the two packages you will see below contain the essential resources you need to develop a truly efficient framework for your business operations while saving you time and money! The products contained in these packages include items you will NOT find in other virtual assistant resource packets – believe me, I’ve checked.

Most of the sample virtual assistant templates and forms included are one to two pages. That’s it! You do not need or want anything complicated and lengthy. Keep in mind, there will be some customization you will need to do, and having well-organized business forms and documents will not bring automatic success, but streamlining your virtual assistant business processes is a step in the right direction!

Increase Your Productivity with Simple, Clear and Customizable Documents

While there are some great websites out there with free virtual assistant forms and documents, I found that many of them needed A LOT of work to make them functional. As I gained experience running my virtual assistant business and working with clients, I was able to narrow down the essential documents necessary to keep my day-to-day business processes efficient. I also created replicable and repeatable templates and tools I needed to market and grow my business. I really wish I had access to this HUGE collection of simplified documents, forms, letters, and templates when I started my virtual assistant business!

✓ Request for Information Sheet
This form asks key questions and collects basic information that you can use to follow up with prospects. Embed this in your website or send it via email upon request.
✓ Prospect Consultation Form
This form will walk you through a detailed conversation with a potential client. The form drills down through a series of leading questions that help your prospect understand where your services would provide value while saving time and money. At the same time, you are collecting important information about the potential client, his/her business and the services needed.
✓ Virtual Assistant Client Agreement
Many clients will only have a vague idea of how to use a virtual business assistant. They know they need help, but initially may not be able to clearly define what they need you to do. As a result, using a formal proposal may not work and may seem intimidating. This agreement is a one-page document, easy to understand, and enables you to start working with a new client immediately. So if you don’t need a multi-page, detailed document with a lot of contractual language, this is the perfect form for your business. I use this form with every client, and they love how clear and concise it is!
✓ Request for Proposal Sample
If you need a formal RFP, this version is very easy to complete. It serves as a tool to educate the requester on the benefits of hiring you, while responding in detail to the services requested. In addition, this proposal incorporates the Virtual Assistant Agreement above in order to outline your fees, hours, confidentiality and terms succinctly and clearly.
✓ RFP Cover Letter Sample
Every request for proposal should be accompanied by a professional cover letter. You can use this one as it is, or add your own personal touch!
✓ Credit Card Authorization Form
This is a comprehensive form that collects all the required data to process a credit card payment. There is also a space to incorporate your credit card payment policy.
✓ Client Service Report
This is a simple excel template to report the status of total hours worked as well as total hours by task. This is handy for clients on retainer and can be customized for hourly clients. You can fill it out by request, or even better send it on a set schedule taking advantage of the added section at the bottom which outlines items you need from your client, including the “due” date.
✓ Time Tracking Template
This is a user-friendly excel tool for tracking and reporting your hours by client and by task. The calculations are pre-populated for you. Copy and paste rows to add more clients. When I have a client that wants to see the detail for my time, I copy and paste that section right into an email and hit send!
✓ Client Quote
This is a one-page excel form that creates a simple yet professional quote. For multiple tasks/projects, the calculations are pre-populated. This form works great in combination with the Virtual Assistant Client Agreement!
✓ Client Invoice
This excel form mirrors the client quote to give your business documents a professional and uniform look. I use this form for several clients who prefer not to pay via PayPal. All you need to do is customize the invoice with your business information and off you go!
✓ Referral Thank You Text
Expressing your appreciation for a referral that was sent your way is a simple yet highly effective relationship building tool. Regardless of whether the referral turns into a client, you should always acknowledge the gesture. Some clients prefer to send letters while many have realized the benefits of using a greeting card.