Free Virtual Assistant Proposal Template

Fully editable with custom branding and templated offering.

Free Virtual Assistant Proposal Template

Fully editable with custom branding and templated offering.

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First Name
Last Name
Acme LLC.
Client
First Name
Last Name
Corporation Corp.
First Name
Last Name
Acme LLC.
Client
First Name
Last Name
Corporation Corp.

Free Virtual Assistant Proposal Template

Fully editable with custom branding and templated offering.

Free Virtual Assistant Proposal Template

Fully editable with custom branding and templated offering.

Bonsai has helped create 1,023,928 documents and counting.

Trusted by 500,000+
business owners

Date: March 8th 2023


Between:

Coach:

First_name
Last_name
Acme LLC.
Client:

First_name
Last_name
Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.

1. WORK AND PAYMENT.

1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.

2.DUTIES AND RESPONSIBILITIES.

- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.

3. REPRESENTATIONS.

3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.

4. TERM AND TERMINATION

This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).

3. INDEPENDENT CONTRACTOR.

The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.

6. CONFIDENTIAL INFORMATION.

6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.

7. LIMITATION OF LIABILITY.

Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.

8. INDEMNITY.

8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.

9. GENERAL.

9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.

THE PARTIES HERETO AGREE TO THE FOREGOING AS EVIDENCED BY THEIR SIGNATURES BELOW.

Coach

First_name
Last_name
Acme LLC.
Client

First_name
Last_name
Corporation Corp.
Table of contents

The Fundamental Elements of a Virtual Assistant Client Proposal


A proposal for virtual assistant positions should always include five key elements:

  • An Introduction
  • Benefits of Working with You
  • Your Services
  • A Plan
  • An Expiration Date​​

Why is it important to include these items in your virtual assistant proposal?

When you work as a virtual assistant, there’s a chance you may never meet your employer in person. Instead, your virtual assistant proposal letter could be your biggest opportunity to make a lasting impression. Therefore, it’s critical that you learn to write a killer proposal based on those five fundamental elements.

Note: Ready to jump right in? If so, you can sign up today to edit and download our virtual assistant proposal template.

Introduction

The introduction to your virtual proposal should accomplish two things. First, it should introduce you and/or your company. You should use this opportunity to briefly describe what you do. You don’t need to go into too much detail here. You’ll get to expand on your services in a later section.

Your introduction should also describe the proposal itself. It’s crucial that you specify why you are submitting a proposal and what you plan to include in it. You can also lead into the next section by briefly describing why you would be a good fit for the job.

Benefits

In this part of your virtual assistant proposal template, you will get to expand on what you bring to the table. This is your time to show off your strengths and how they set you apart from other virtual assistants.

Not sure where to start? Then ask yourself:

  •  Do you have any unique abilities that help you to accomplish your tasks better than others?
  •  Do you have any experiences that make you more qualified for the job?
  •  Do you have any knowledge relevant to your client’s business or industry?

While it’s great to showcase yourself and your skills, don’t forget to keep the focus on your client. Your strengths should always tie into their needs. If your client mentioned any pain points to you during your discovery call, now would be the time to address how you can help with those.

Services

This is your opportunity to lay out exactly what you offer. You don’t need to describe how you will do it. That comes next. Instead, you should clearly define the virtual assistant services you are offering for this particular job. Your list should be concise, but it should also give your client a clear idea of what they will agree to.

Plan

In this section of your virtual assistant proposal template, you will detail how you will provide your services. It includes your rate and whether you charge hourly or fixed-rate basis. 

Since most virtual assistants work on an hourly basis, you will want to let your client know your availability. You should let them know if there are times you aren’t available, but you should also tell them how many hours you can work per week.

If you are working on a specific task, you will want to create a timeline. This lets your client keep up with your progress, and it also lets them know when they can expect completion. 

When writing this section, we suggest that you make a note of anything your client will need to provide so that you can complete the job.

Expiration Date 

​​You should conclude your proposal by providing an expiration date. Doing so lets clients know that your proposal isn’t indefinite, and it indicates a deadline for their decision.

In addition, this paragraph lets clients know how they can accept the terms. We recommend requiring some form of payment along with digital signatures to start your contract. If they fail to meet the deadline, the current terms will no longer be valid, and a new proposal will have to be made in the future. 

How to Write a Virtual Assistant Proposal


Now, you know more about what to include, but how do you write it? Whether you are customizing a virtual assistant proposal template or writing one from scratch, there are a few things you should keep in mind.

Make a Bold Entrance in Your Virtual Assistant Proposal Template

With the number of virtual assistants growing every day, your proposal is likely to get lost in the shuffle. To avoid that, you need to make yours stand out with a bold statement. 

That doesn’t mean that you need to be shocking or use bright colors. Instead, you should focus on selling your abilities from the first sentence to the last.

Whether you know it or not, your experiences and skills are unique. Each of us brings something different to the table, so it’s your number one job to figure out what that is and emphasize it. You need to make it easy for your client to see what sets you apart from the other virtual assistants in their inbox.

We know it’s easier said than done. However, we have a few recommendations to get your creative wheels turning:

  • Write an introduction that shows your understanding of the project or business
  •  Highlight something you recently helped another client achieve
  • Use numbers to stand behind claims you make about your skills or accomplishments

Tailor Your Proposal Templates to Show Strengths for Each Job

As we mentioned before, you should always tailor your virtual assistant proposal template for each client. It’s hard to set yourself apart from other freelancers when you reuse the same general proposal. Instead, a customized template shows prospective clients that you put in the time and truly care about the job.

It’s also a dead giveaway when you reuse a template and forget to change the client's name or other details. One of these mistakes can quickly send your proposal to the trash bin.

While it’s obvious that those details require personalization, it’s more important to focus on your strengths. That doesn’t mean you need to pick different strengths for every proposal though. You certainly shouldn’t lie about your abilities either.

In order to tailor your strengths for each client, you should prioritize relevant strengths, such as:

  • Organization
  • Self-Discipline
  • Written and Verbal Communication
  • Time Management
  • Creativity
  • Resourcefulness
  • Reliability

You might have other skills, such as coding, but that’s not relevant to the job. That strength and others should be left out.

If you don’t know what strengths you should emphasize, read the job description. Are there any specific tasks or requirements for this job? If so, you would want to show how your skills help you meet that criterion.

Talk Openly About Your Rates for Your Virtual Assistant Business

Are you worried that mentioning your freelancing rates will scare off potential clients? While that might seem like the worst-case scenario, it could actually be the best thing for your business.

When you openly communicate your pricing structure in your virtual assistant proposal template, you can eliminate the clients who aren’t interested. In fact, it would be a waste of both parties’ time to continue discussing the job further if a potential client can’t afford your prices.

In addition, including your payment terms creates transparency, which is a great foundation for a new working relationship. Clients tend to be unhappy with freelancers who add hidden costs after they’ve been hired. By openly stating your pricing and any discounts, you can avoid that scenario.

Focus on Quality over Quantity When Including Samples

It’s one thing to say that you can do something, and it’s another thing to show it. Work samples are a great way to demonstrate your skill set to a potential client. Again, you should always personalize your virtual assistant proposal template by including relevant samples. 

More importantly, you should also prioritize your samples in order of quality. Instead of listing every client and job you’ve ever had, we recommend highlighting your best work. 

In this case, quality far outweighs quantity, especially when a busy business owner is sifting through proposals. A brief summary of your previous job description works best!

Use a Virtual Assistant Proposal Template with a Visually Appealing Structure

When you search for virtual assistant proposal templates, you're sure to find thousands of options. Not all of them are winners though. Some have better designs than others. It’s important that you choose one with a visually appealing structure.

That doesn’t mean you should look for the most outrageous design though. Instead, you should find a well-organized virtual assistant proposal sample. It’s more important that your letter be easy for a client to understand.

We strongly encourage you to avoid any ambiguity and to refrain from showing off your big vocabulary. A potential client is far more concerned with what you can do as a virtual assistant than they are with all the frills.

Creating a Virtual Assistant Proposal Letter is Simple with Bonsai


If you’re feeling overwhelmed by all of this information, you don’t have to worry about creating a proposal from scratch. Bonsai offers a free virtual assistant proposal template to make your life easier. In fact, countless freelancers continue to use our templates, and here’s why.  

Save Time Writing a Proposal for Virtual Assistant Positions

A Bonsai virtual assistant proposal sample is fast and easy to generate. With a click of a button, you can remove irrelevant sections, calculate fees, and personalize details. All of this automation allows you to send out proposals faster without compromising on quality.

Include Transparent Estimates with Every Letter

When you use a Bonsai template, you get a built-in estimator. You don’t have to calculate the fees for all of your different virtual assistant services. Our proposal templates add everything up and display them in one easy-to-understand estimate. 

Obtain Read Receipt Notifications and Send Reminders

You no longer have to wonder whether a client received your proposal. Our read receipts send you notifications as soon as your client sees it. Bonsai also gives you the option to send out reminders for proposal expirations, late payments, and any other messages.

Personalize Branding for Professional Appearance

Branding allows you to avoid sending out a generic virtual assistant project proposal sample. For that reason, Bonsai allows you to personalize your proposal template with your logo. You can also add other branding elements to give your letter a more professional look.

Start Projects Faster with Convenient E-Signing

E-signing has long since eliminated the need for mailing an employment contract to sign it. Though e-signatures aren’t new, they haven’t always been easy to integrate into a proposal template. Fortunately, Bonsai makes it quick and easy for clients to sign your agreement so that you can move forward in your project.

Virtual Assistant Proposal FAQs


We know that this is a lot of information to take in, and you probably have many questions about creating business proposals. We recommend that you do more web research to discover the most effective strategies for writing a template. However, you can also refer to some of our FAQs to learn more.

What Do Clients Look for in a Virtual Assistant?

Clients often look for a professional person who demonstrates the ability to stay organized and communicate clearly. You should also be able to manage multiple projects at once. 

What Attractive Abilities Should I Highlight in My Proposal?

The answer depends on the position you are applying for. While you might think that all virtual assistants have the same job, that’s not the case. One virtual assistant position may need data entry and writing. Another might focus on social media marketing or help with the sales process. You should always highlight talents that fit that specific job description.

How Do You Land Your First Client as a Virtual Assistant?

When you are first getting started, you might be struggling to land a client. While it’s easy to blame this problem on your lack of experience, it could come down to your proposal. 

Many new freelancers don’t know how to create a winning proposal. Fortunately, a virtual assistant proposal template can help you to up your game.

It’s also important that you know where to look for clients. There are countless online job boards, freelancing platforms, and social media groups where you can find clients. However, you can also cold pitch your virtual assistant services to businesses you think you can help.

Is a Proposal Different Than a Cover Letter? 

In short, the answer is yes. However, the words cover letter and proposal are sometimes used interchangeably in the world of independent contractors.

Your cover letter is typically included in the overall proposal, and it is the first and most important part to personalize. The proposal usually refers to the entire document, including the cover letter.

Get a Free Sample Virtual Assistant Proposal Template


Looking for more information on how to create a killer proposal? Bonsai has hundreds of templates fit for a variety of businesses and scenarios.

You can download our free virtual assistant proposal template now if you sign up free today. With just a few minor adjustments, you’ll be ready to start sending out proposals to all of your dream clients.

Frequently Asked Questions
Questions about this template.

What are the fundamental elements of a virtual assistant client proposal?

A proposal for virtual assistant positions should always include five key elements: An Introduction Benefits of Working with You. Your Services. A Plan. An Expiration Date​​.

How to Write a Virtual Assistant Proposal

Whether you know it or not, your experiences and skills are unique. Each of us brings something different to the table, so it’s your number one job to figure out what that is and emphasize it. You need to make it easy for your client to see what sets you apart from the other virtual assistants in their inbox.

What Attractive Abilities Should I Highlight in My Proposal?

The answer depends on the position you are applying for. While you might think that all virtual assistants have the same job, that’s not the case. One virtual assistant position may need data entry and writing. Another might focus on social media marketing or help with the sales process. You should always highlight talents that fit that specific job description.

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