Virtual Assistant Proposal Template

What is a virtual assistant proposal template?

A virtual assistant proposal template is a repeatable framework VAs use to win work. It’s the structured, reusable version of a proposal: a single document that pulls together your services, pricing, process, and proof in a way that’s easy to customize for each client while staying consistent and professional.

Definition and purpose

A virtual assistant proposal template is a pre-built document layout that VAs use to pitch their services to potential clients. It’s designed to be reused across leads with small tweaks per client.

It typically includes pre-written sections for introduction, services, pricing, timeline, and next steps, plus a proof section with testimonials or case studies. Branding elements like your logo, color palette, and short bio help proposals look consistently professional, even when you customize for each client. In 2025, many VAs use templates in Google Docs, Notion, or PandaDoc to keep the layout stable while making quick changes easy.

The main purpose is to save time, keep branding consistent, and ensure every proposal covers the key information clients need to decide. When you customize scope, pricing, and deadlines within a fixed framework, you present a clear, compelling offer. For example, if you offer three service levels, the template preserves the tier names and descriptions while letting you adjust tasks and hours per client. Regular updates to pricing and services—done quarterly—keep proposals accurate in 2025.

How a template differs from a one-off proposal

Drafting from scratch means starting with a blank page each time, which can slow you down and introduce inconsistencies.

A template is designed once, then tailored for each lead. You keep core blocks—branding, sections, and formatting—while adjusting scope, pricing, and deadlines to fit the client. This reduces repetitive writing and formatting, and it makes it easier to stay consistent across all proposals.

In terms of benefits, using a template can cut drafting time by roughly 40-60% and reduce common errors, since the layout and language are already tested. It also shifts focus to research and personalization, not layout. To stay accurate, set a cadence to refresh pricing, services, and terms at least quarterly, and consider maintaining a small library of approved phrases and pricing blocks in your preferred tool (Google Docs, Notion, PandaDoc, or Proposify).

When virtual assistants should use this template

This template shines in several common scenarios for VAs.

Whether you’re new or have an established client base, having a professional structure ready to customize saves time and makes outreach more reliable. It’s especially useful when responding to inbound inquiries, sending bids on job platforms, following up after discovery calls, or formalizing offers after referrals.

Here are common scenarios where this template helps you stay professional and efficient:

• Responding to inbound inquiries with a ready-to-send proposal
• Bidding on freelance job platforms (Upwork, Freelancer, LinkedIn)
• Following up after discovery calls to formalize an offer
• Formalizing offers after referrals

Key components of a virtual assistant proposal template

A solid proposal template helps you win more work by clearly showing scope, value, and terms. In 2025, clients expect proposals that are easy to skim, personalized, and ready to adapt for their specific needs. This section breaks down the essential parts you should include in every template and explains what to prep in advance for each one, so you can customize quickly without starting from scratch.

Cover and introduction

The cover and opening section set the tone for the rest of the proposal.

Begin with space for the client’s name, project title, and a brief, friendly greeting. In the introduction, outline who you are, the type of clients you serve, and a one- or two-sentence summary of how you help (for example, saving time or reducing admin). Encourage adding a short, customizable paragraph that references the specific client or discovery call. To set up this section efficiently, prepare a reusable header with your logo, contact info, and a short value proposition you can tailor to each client.

Having a clean, welcoming cover and a precise introduction signals professionalism and makes it easy for the client to feel confident about moving forward. Use a ready-made template in Google Docs or HelloBonsai to insert the client name and project title, then drop in a one- or two-sentence personalized note. Keep the tone friendly and practical, so the client immediately sees how you can help them save time and reduce friction in their day-to-day work.

Problem statement and client goals

Describe the client’s current challenges and desired outcomes, in the client’s own language where possible.

Reserve a clear section to summarize the client’s pain points and the outcomes they want. Avoid generic language; use placeholders like [Pain point 1], [Pain point 2], and [Goal statement], and prompt yourself to insert 2–3 bullet points drawn from the discovery notes. This section shows the client you listened and understand the business impact of your work. If you have quotes from the client, incorporate them as part of the narrative to ground the problem in real-world context and to demonstrate how your support translates into measurable improvements.

Beyond listing issues, connect each pain point to a tangible result you will deliver, such as faster email triage, fewer missed meetings, or cleaner project briefs. This helps the client visualize the value of your services and sets the stage for the proposed solutions section. When you customize this section, pull directly from the discovery conversation and the client’s stated goals, keeping the language simple and outcomes-focused.

Services and proposed solutions

Detail how to structure the services section as a clear list or table. Advise grouping related tasks into service packages (e.g., inbox management, calendar management, social media support) and pairing each with a short explanation of the value or outcome it delivers. Include template copy for common offerings while leaving room to add or remove services based on each client. Emphasize using plain language, not internal jargon.

To make the offerings easy to compare, present them as grouped packages with concrete outcomes. Below is a simple example of how you can present service packages in a table, followed by notes you can customize for each client. This structure helps the client quickly see what’s included and what it costs, without hunting through long paragraphs. Use plain terms like “inbox management” and “calendar setup” rather than vague phrases, so the client understands exactly what they’re paying for.

In addition to the table, include copy you can reuse for common offerings, such as a one-liner for each package and a short paragraph describing the value of each service group. Leave space to add or remove services based on the client’s needs, and keep all language clear and jargon-free so anyone can understand the benefits at a glance.

Process and timeline

Describe the importance of showing how work will be delivered, not just what will be done.

Outline step-by-step phases such as onboarding, setup, weekly workflow, and reporting, with approximate start dates or timeframes. A simple visual timeline or bullet-based sequence helps clients quickly see when they’ll start seeing results and how communication will work week to week. For example, onboarding might occur within 0–3 days after acceptance, setup takes 4–10 days, weekly work begins in Week 2, and reporting happens every Friday. When you present this as a small table, it becomes an easy reference for the client to track progress and stay aligned.

Also include how you’ll communicate throughout the engagement: preferred channels (Slack and email), expected response times (within 24–48 hours on business days), and the cadence of updates. A clear process reduces ambiguity and builds trust, showing that you’ve planned for a reliable, steady workflow from day one.

Pricing and packages

Explain that this section should make investment and options very clear. Include space to present either hourly rates, monthly retainers, or service packages, along with what’s included in each. Use a structured format (bullets or tables) to show scope, frequency, and limitations. Add a short note on payment terms (e.g., when invoices are issued, accepted payment methods) while saving detailed legal terms for the contract.

Present your pricing in a transparent, easy-to-scan format. Reuse the packages from the Services section if possible, and clearly list what’s included in each package, how often work will occur, and any limitations or slippage. Include a quick summary of estimated monthly investment and a note about payment terms, such as invoices issued on the 1st of each month and due within 14 days, with payment methods like card, ACH, or PayPal. This helps the client compare options side by side and reduces back-and-forth on price questions.

Experience, portfolio, and social proof

Guide the user to set aside a section dedicated to credibility. Explain that this can include a short bio, relevant experience, industries served, and a curated selection of testimonials or mini case studies. Advise referencing or linking to a broader portfolio, positioning this section as a free virtual assistant portfolio template they can reuse across proposals by swapping in the most relevant examples for each client.

Use real, relevant examples to demonstrate your track record. A short bio should cover your background, years of experience, and the types of clients you typically serve (for example, solo professionals, small teams, or e-commerce businesses). Include 2–4 testimonials or mini case studies that highlight outcomes like time saved, tasks completed, or projects delivered on schedule. If you have a larger portfolio, link to a dedicated portfolio page or a Notion page where clients can see broader work. Treat this section as a reusable template—swap in the most pertinent examples for each client to keep it fresh and credible.

To maximize impact, present the content in a clean layout with a few client logos or industry mentions if allowed, and ensure the testimonials are specific about results. A short, compelling bio with a couple of client stories provides the social proof that reassures the client you can deliver the promised outcomes.

Terms, boundaries, and expectations

Instruct the user to define working norms that matter to both parties: communication channels, response times, availability (time zones, holidays), revision or change-request process, and what is considered out of scope. Clarify that this isn’t a full legal contract, but a practical, plain-language summary of expectations that aligns with the formal agreement they’ll sign.

Detail concrete norms you’ll follow and invite the client to confirm them. For example, specify channels (email and Slack), expected response times (within 24 hours on business days), and your availability (time zones and holiday coverage). Explain how you’ll handle changes or requests for revisions—usually within a defined number of rounds or a set hourly cap—and clearly state what’s outside the scope of the engagement. Present these in plain language so both sides can agree quickly, with the formal contract covering the legal specifics.

Having clear boundaries reduces miscommunication and protects both sides. Include a quick note that this section is a working guide and will be reflected in the final contract, ensuring alignment from the start.

Call to action and next steps

Explain that the proposal should end with a clear, direct call to action: what the client should do if they want to move forward. Suggest including instructions for approving the proposal, booking a follow-up call if needed, and what will happen after acceptance (e.g., contract and invoice sent, kickoff date). Encourage a confident but low-pressure tone that makes it easy for clients to say yes.

Close with simple, executable next steps. For example, instruct the client to reply with “Approve Proposal” or click a link to schedule a 15-minute kickoff call. After acceptance, outline that a contract will be prepared and an initial invoice issued, followed by a kickoff date. Keep the tone warm and professional, focusing on collaboration and rapid momentum to help the client feel supported rather than pressured.

How to customize a virtual assistant proposal template for each client

Turn a generic structure into a tailored, persuasive proposal using a repeatable workflow: research, personalization, and refinement. In 2025, clients expect proposals that reflect their situation and closely follow their instructions, not just polished design. This approach strengthens your bid samples by showing you’ve done your homework and can adapt quickly to different needs. By applying a simple, repeatable process, you’ll deliver clearer, more outcomes-focused proposals.

To research the client and their needs

Effective customization starts with solid research that informs every line of the proposal.

Begin by reviewing the client’s website and social profiles to spot priorities such as saving time, improving organization, or faster communication. Re-read the job post or inquiry and revisit notes from discovery calls to capture the client’s language and constraints. Look for clues about communication style, decision criteria, and success metrics. This research should directly inform the problem statement, the emphasis on your services, and the examples you choose to include.

When you finish this research, translate what you learned into the proposal by shaping the problem statement around their pains, selecting services that address the top priorities, and picking portfolio examples that mirror their industry and task ownership. This step makes your proposal read like a one-on-one conversation rather than a generic pitch, increasing the odds the client sees you as the right fit.

To align with specific instructions or job posts

When a job post or RFP comes with exact requirements, mirror it and map your strengths to their needs.

Parse the description carefully, highlight required tools or platforms, and restate key responsibilities in your own words while matching their terminology. Explicitly reference the tools and processes they ask for, such as calendar management, project tracking, or CRM updates, so the client sees you can hit their setup. Also answer any screening questions within the proposal, providing concise, evidence-backed responses. Following instructions precisely is often the deciding factor for clients choosing a virtual assistant, so make alignment effortless and obvious.

Beyond wording, ensure your proposed approach aligns with their preferred workflow and communication cadence. For example, if the post emphasizes daily status updates via Slack, mention your plan to provide brief daily summaries and a weekly results recap. This demonstrates you can follow directions while delivering measurable value.

To tailor services, scope, and pricing

From your standard service list, define scope and pricing to match the client’s priorities.

Start with your verified service offerings and map them to the client’s top pains, then trim any extras that don’t directly support those goals. This reduces overwhelm and keeps the proposal focused. Adjust pricing to reflect the chosen scope and level of support, using clear, transparent tiers so the client understands what each option delivers. Present 1–3 options (starter, standard, premium) with concise scope notes to avoid choice paralysis while keeping the document actionable.

For example, you might offer Starter at $350–$550 per month, Standard at $900–$1,300, and Premium at $1,800–$2,500, each with defined deliverables and response times. Keep the language consistent and easy to compare, so the client can quickly choose the level of support that fits their budget and needs.

To swap in relevant portfolio and case studies

Social proof should match the client’s industry or problem.

Maintain a bank of testimonials, metrics, and short case studies, and plug the most relevant ones into the portfolio section of the template for each proposal. This targeted approach makes the document feel actionable and credible, turning it into a free virtual assistant portfolio template you can refine over time. When selecting examples, prioritize outcomes that align with the client’s stated goals, such as time saved, improved organization, or faster project completion.

For instance, include a case study showing how you reduced report turnaround from 4 days to 24 hours, or a testimonial from a similar industry that highlights smoother inbox management and calendar coordination. By tailoring proof to the client, you strengthen trust and demonstrate real, replicable impact.

To polish design, branding, and readability

Keep the layout clean and on-brand: consistent colors and fonts, logo placement, and clear headings.

Use short paragraphs, concise sentences, and ample white space so busy clients can skim quickly. Favor a simple grid structure and one-page summaries that highlight priorities, deliverables, and outcomes. Before sending, run a final check for alignment, spacing, and any placeholder text that still needs to be customized. A well-formatted proposal reinforces your credibility and makes it easier for the client to say yes.

Best practices to write a high-converting virtual assistant proposal

Translate the structure of a Virtual Assistant Proposal Template into writing tactics that consistently win clients. Draw from common advice across competitors: focus on outcomes, address remote work concerns, and differentiate yourself. This guide gives practical guidance you can apply when filling in any virtual assistant proposal template—free or paid—so you can present a confident, outcomes-focused offer to potential clients.

To focus on client outcomes, not just tasks

When you start a proposal, lead with the impact the client will feel, not a long list of duties. People hire VAs to save time, reduce stress, and move the business forward, so your opening should point to those gains. This shift makes your offer feel tangible and credible from the first read.

Think in terms of time saved, stress reduced, or revenue opportunities unlocked. For example, instead of saying you will “manage email,” reframe it as “keep your inbox at inbox-zero so you can focus on revenue-generating work.” Other rewrites might be: “calendar coordination that unlocks 15 extra client-facing hours per month” or “briefing you with concise daily summaries so decisions move faster.” By tying every service to a concrete benefit, you create a proposal that reads like a value investment, not a task checklist.

To define scope with crystal clarity

A clear scope prevents misunderstandings and keeps both sides happy. It shows you have a plan, not just a clipboard full of tasks. By naming what’s included, how many hours you’ll work, and what deliverables you’ll provide, you give the client a concrete road map and a fair baseline for success. This clarity helps prevent late changes and last-minute negotiations.

Inclusions should be listed clearly so clients can scan quickly. For example you might include up to 6 hours of VA time per week, 4–6 tasks or tickets processed weekly, and weekly status updates with a monthly KPI snapshot. Common exclusions can be noted briefly to avoid confusion, such as “design work beyond simple templates is not included.” This structure helps both sides agree on what is in scope before work begins.

• Up to 6 hours of VA time per week
• 4–6 tasks or tickets processed weekly
• Weekly status updates and a monthly KPI snapshot

Exclusions note: design work beyond simple templates is not included. You can add brief reminders about remaining boundaries to keep the agreement clean as work progresses.

To address remote work systems and communication

Remote work brings concerns about reliability, visibility, and security. Clients want to know you’ll stay productive, share updates, and protect their information across time zones. A proposal that speaks to these worries builds trust and shows you’re proactive, not just task-driven.

Include a concise outline of tools, routines, and safeguards you’ll use. For example, you’ll share updates through a dedicated Trello or Notion board, communicate via Slack and email, and provide a short daily or weekly report. You’ll manage time zones with scheduling tools like Calendly and World Time Buddy, and protect passwords with a password manager such as LastPass or 1Password plus MFA. This approach reassures clients that you’re organized, secure, and easy to coordinate with, no matter where you are.

To showcase relevant skills and experience

Showcase skills and experience that directly support the proposed services. Pick software proficiencies, industry familiarity, and past roles that align with the client’s needs, and weave these into both your bio and any case studies. The goal is to prove you’ve done this before and can repeat the success for them.

Use brief, concrete examples that demonstrate impact. For instance, note how you’ve helped a CEO regain control of their workflow: “reduced CEO’s inbox from 2,000+ unread emails to inbox-zero within two weeks” or “built a weekly dashboard that cut reporting time in half.” These specifics help your proposal stand out and give clients a clear picture of potential outcomes. When you reference your experience, connect each example back to the proposed services so the client sees a direct line from skills to results.

To present flexible pricing options

Pricing should be simple and transparent. A good VA proposal offers a small, focused set of models so clients can choose what fits without feeling overwhelmed. The right structure reduces back-and-forth and positions you as reasonable and easy to work with.

Present each option with its scope and ideal use case, and avoid overwhelming the client with too many choices. A typical, client-friendly setup includes:

• Hourly (as-needed): pay for actual hours; ideal for sporadic needs or projects with uncertain scope.
• Retainer (monthly): up to a set number of hours per week; ideal for ongoing, predictable support and steady momentum.
• Full-Service Package (bundled): proactive management, with light or full support; ideal for long-term partnerships and ongoing optimization.

Be transparent about what each option covers and how success is measured. This clarity builds trust and helps clients pick a model that aligns with their goals and budget.

To end with clear next steps and a call to action

End the proposal with a straightforward path to yes. A concise summary of the value you bring, followed by a clear instruction makes it easy for the client to act. Avoid ambiguity about what happens next after they say yes.

Offer concrete next steps and sample CTAs. For example: “Click to approve and start onboarding within 24 hours,” “Reply with ‘yes’ to move forward,” or “Book a quick intro call here.” Pair your CTA with a brief onboarding outline so the client knows what to expect immediately after agreement—access provisioning, initial tasks, and the first weekly check-in. This reduces friction and speeds the decision.

How Bonsai helps manage virtual assistant proposal templates

Virtual assistants rely on a clear, repeatable proposal structure to win clients. Bonsai helps by tying the best-practice proposal framework to a smooth, end-to-end workflow. You can turn your strongest Virtual Assistant Proposal Template into a reusable template, track every proposal in one place, and automate follow-up steps like approvals, contracts, and invoices. In practice, this approach reduces drafting time, increases consistency, and speeds up the path from lead to project.

To create reusable virtual assistant proposal templates

Configure your ideal proposal layout once in Bonsai—cover page, introduction, services, pricing, and portfolio—and save it as a reusable template.

With this template, you store standard copy for recurring offerings—like Social Media Management, Email Outreach, or Virtual Admin. You can insert your branding and formatting in one place, then apply them to every new proposal. For example, prefill three pricing tiers (Basic, Standard, Pro) with service descriptions and a couple of case studies. When a new lead arrives, you duplicate the template and customize a few fields: client name, scope, timeline, and any add-ons. This keeps formatting consistent and reduces the chance of errors. On average, using templates can cut drafting time from 45 minutes to 12–15 minutes, while preserving quality and tone.

To track and manage virtual assistant proposals in one place

All proposals live in Bonsai's central dashboard, allowing you to see status at a glance and keep a complete history.

You can filter by status: Sent, Viewed, Accepted, or Awaiting Response, which helps you prioritize follow-ups and plan your next outreach. For a small agency, this setup makes collaboration easy: you can assign proposals to team members, add internal notes, and link each proposal to the corresponding client record and project. This connected view shows exactly what was offered, when, and how it ties into timelines and deliverables, so you’re always prepared for conversations with clients.

To automate approvals, contracts, and next steps

Automation in Bonsai streamlines the entire proposal-to-project workflow, so you spend less time on admin and more on delivering value.

In practice, Bonsai handles these core steps automatically within the same system you use for proposals, contracts, and invoices:

• Allow clients to approve proposals and sign agreements digitally in the same system
• Trigger contract creation from an accepted proposal without re-entering details
• Convert accepted proposals into projects with predefined services and timelines
• Generate invoices based on agreed pricing and schedule them automatically
• Send reminders or notifications when proposals haven’t been viewed or are about to expire