VIRTUAL ASSISTANT SERVICES PROPOSAL =================================== Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use Prepared for: [CLIENT NAME], [CLIENT BUSINESS NAME] Prepared by: [YOUR NAME / VA BUSINESS NAME], [YOUR EMAIL] Date: [DATE] | Proposal ref: [PROPOSAL NUMBER] | Valid until: [EXPIRY DATE] 1. What you need help with -------------------------- [ONE PARAGRAPH FROM THE DISCOVERY CALL. Example: "You run a [TYPE OF BUSINESS] with [NUMBER] clients and spend roughly [NUMBER] hours a week on email, scheduling and invoicing instead of client work. Your inbox has a large backlog, client calls are booked by back-and-forth email, and follow-ups after calls are often missed. You want to get [NUMBER] hours of your week back within the first month."] Biggest time drains: [1. INBOX] [2. SCHEDULING] [3. CLIENT FOLLOW-UPS] 2. Task categories ------------------ Category | Examples of tasks | Priority ----------------------- | --------------------------------------------------------------------------- | ---------- Inbox management | Daily triage, filing, drafting replies, flagging urgent items | High Calendar and scheduling | Booking calls, rescheduling, sending reminders, time-blocking | High Client admin | Onboarding emails, follow-ups, document collection | High Finance admin | Preparing invoices for approval, chasing overdue payments, logging receipts | Medium Research | Suppliers, venues, travel options, competitor lists | Medium Travel planning | Flights, hotels, itineraries | As needed Social media support | Scheduling posts you have approved, basic comment replies | [OPTIONAL] [OTHER] | [TASKS] | [PRIORITY] Out of scope: bookkeeping or tax filing, legal or financial advice, design work, making payments from your accounts without written approval, personal errands requiring physical presence, [OTHER EXCLUSIONS]. 3. Working hours and response times ----------------------------------- Item | Detail ---------------- | ------------------------------------------------------------------------------- Working days | [MONDAY TO FRIDAY] Working hours | [START TIME] to [END TIME], [YOUR TIME ZONE] ([EQUIVALENT IN CLIENT TIME ZONE]) Urgent requests | Acknowledged within [2] working hours, marked "urgent" in [CHANNEL] Routine requests | Completed within [1–2] working days Main channel | [PROJECT CHAT / EMAIL / OTHER] Weekly check-in | [15] minutes, [DAY] at [TIME] Planned leave | Notified at least [2] weeks in advance 4. Tools and access ------------------- Tool | Purpose | Access method -------------------------- | -------------------- | ------------------------------------ [EMAIL PLATFORM] | Inbox management | [DELEGATED ACCESS / SEPARATE USER] [CALENDAR] | Scheduling | Delegated access [PASSWORD MANAGER] | Sharing credentials | Shared vault [INVOICING / PROJECT TOOL] | Finance admin, tasks | User account with [ROLE] permissions [OTHER TOOL] | [PURPOSE] | [METHOD] Access rules - Credentials are shared only through [PASSWORD MANAGER], never by email or chat. - I request only the access needed for tasks in section 2. - Two-factor codes are handled by [SHARED AUTHENTICATOR IN PASSWORD MANAGER / CLIENT APPROVAL]. - At the end of the engagement, all access is removed and files I hold are returned or deleted within [NUMBER] days. - All client information is kept confidential, as set out in the [VIRTUAL ASSISTANT AGREEMENT]. 5. Packages ----------- | [STARTER] | [STANDARD] | [PRIORITY] ----------------------- | ------------------- | ------------------- | ------------------------ Hours per month | [10] | [20] | [40] Effective hourly rate | [CURRENCY] [RATE] | [CURRENCY] [RATE] | [CURRENCY] [RATE] Weekly check-in | – | Yes | Yes Urgent request handling | Next working day | Same working day | Within [2] working hours Monthly fee | [CURRENCY] [AMOUNT] | [CURRENCY] [AMOUNT] | [CURRENCY] [AMOUNT] Recommended: [PACKAGE], plus a one-time backlog clearance of [NUMBER] hours in month 1 for [CURRENCY] [AMOUNT]. 6. Hours, rollover and overage ------------------------------ - Time is tracked in [15]-minute increments against each task. - I notify you when [80]% of the month's hours are used. - Overage hours are billed at [CURRENCY] [OVERAGE RATE] per hour and are only worked with your approval. - Up to [25]% of unused hours roll into the next month only. Rolled hours are used first and expire after that month. - Hours do not carry over at the end of the engagement. 7. Billing and term ------------------- Item | Detail ------------- | ------------------------------------------------------- Monthly fee | Invoiced on the [1st] of each month, in advance Overage | Invoiced at month end Payment terms | Due within [NUMBER] days Minimum term | [1 / 3] months Notice | [30] days' written notice after the minimum term Fee review | Rates reviewed every [12] months with [30] days' notice All prices exclude [TAX] where applicable. 8. First week onboarding ------------------------ Day | What happens ------- | ------------------------------------------------------------------ Day 1 | Kickoff call: priorities, preferences, tone of voice, VIP contacts Day 1–2 | Access set up through the password manager and delegated accounts Day 2–3 | Inbox audit, folders and filters agreed, backlog plan Day 3–5 | Calendar rules, booking process and templates agreed Day 5 | First weekly summary and next week's plan 9. Reporting ------------ A monthly summary sent by the [DAY] of the following month: - Hours used, hours remaining and any rollover - Tasks completed by category - Recurring tasks that could be simplified or handed off - Items waiting on your input A detailed timesheet is available on request. 10. Acceptance -------------- Package chosen: [ ] [STARTER] [ ] [STANDARD] [ ] [PRIORITY] Backlog clearance: [ ] Yes [ ] No Start date: [START DATE] Client | Virtual assistant ------------------------------- | ------------------------------- Signature: ____________________ | Signature: ____________________ Name: [CLIENT NAME] | Name: [YOUR NAME] Business: [CLIENT LEGAL NAME] | Business: [YOUR BUSINESS NAME] Date: [DATE] | Date: [DATE] ------------------------------------------------------------ How to use this template 1. Fill section 1 with the time drains the client named on the call. 2. Mark out-of-scope tasks clearly in section 2. 3. State both time zones in section 3. 4. Do not start work until access is set up through a password manager. 5. Send the first monthly report on time. It is what renews the retainer. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.