Free Proposal Template for Virtual Assistants
A virtual assistant proposal should demonstrate your understanding of the client's workflow bottlenecks, not just list the tasks you can do. Start by identifying the hours the client currently wastes on administrative work, then show how your support will free them to focus on revenue-generating activities. Include a sample weekly task schedule to make the engagement tangible.
Virtual Assistant Proposal Preview
Administrative Support Retainer
Prepared for Derek Holloway
Valid Until: April 8, 2026
From
Apex Virtual Support
hello@apexvirtual.co
(555) 123-4567
acmedesign.co
Prepared For
Derek Holloway
derek@horizonrealestate.com
Project Summary
Ongoing virtual assistant support for Horizon Real Estate Group, covering email triage, calendar management, CRM data entry, and listing coordination to free up 15+ hours per week of executive time.
Scope of Work
Timeline
Pricing
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Onboarding and Setup | 1 | $175.00 | $175.00 |
| Monthly Retainer (40 hrs) | 1 | $1,400.00 | $1,400.00 |
| Tool Subscriptions (Calendly Pro) | 1 | $12.00 | $12.00 |
Terms & Conditions
Client Signature
Derek Holloway
Date: __________________
Authorized By
Apex Virtual Support
Date: __________________
This preview uses the Modern style. View all 9 proposal styles
What to Include on a Virtual Assistant Proposal
Billing Tips for Virtual Assistants
Retainer billing works best for virtual assistant engagements because it gives both you and the client predictability. Offer monthly packages of 10, 20, or 40 hours at a slight discount compared to your ad hoc hourly rate. This incentivizes the client to commit to a package and guarantees you a baseline income each month.
Track your time in 15-minute increments using a tool like Toggl or Clockify, and share the report with your invoice. Clients who see detailed time logs trust you more and dispute invoices less. Avoid rounding up aggressively because virtual assistant work is easy for clients to cross-reference against their own task submissions.
Establish a clear policy for unused retainer hours. Most VAs use a 'use it or lose it' model where hours do not roll over, which protects your availability. If you allow rollover, cap it at one month to prevent clients from banking hours and then requesting a massive surge of work.
Bill software subscriptions and tools as separate pass-through line items. If you purchase a scheduling tool or CRM seat on the client's behalf, list the exact cost and keep your time fee separate. Transparency on these small costs prevents them from becoming friction points during invoice review.
pro tip
Virtual Assistant Rate Ranges and Payment Terms
| Experience Level | Rate Range | Pricing Model | Payment Terms |
|---|---|---|---|
| Entry-level | $15 per hour | Hourly retainer | Monthly retainer, due on the 1st |
| Mid-level | $35 per hour | Hourly retainer | Monthly retainer, due on the 1st |
| Senior / Specialist | $75+ per hour | Hourly retainer | Monthly retainer, due on the 1st |
Rate data reflects 2025-2026 market ranges for freelance virtual assistants in the United States. Rates vary by location, specialization, and project complexity.
How to Create a Virtual Assistant Proposal
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Frequently Asked Questions
- How do I propose retainer packages to a potential client?
- Present three tiers (basic, standard, full-time) with specific hours and task types included in each. Show the effective hourly rate decreasing as the package size increases. This gives the client control over their budget while incentivizing a larger commitment.
- What should a VA proposal include about availability?
- Specify your timezone, working hours, and turnaround times for different task types. Clients need to know when they can reach you and how quickly tasks will be completed. Include your policy on weekends, holidays, and emergency requests.
- Should a virtual assistant proposal include a trial period?
- A one-week or two-week trial at your standard rate is reasonable. It lets both parties evaluate the fit without a long-term commitment. Avoid free trials because they devalue your time and attract clients who are not serious about hiring.
- How do I show my value in a VA proposal beyond listing tasks?
- Calculate the cost of the client doing these tasks themselves. If a business owner earning $200 per hour spends 10 hours on admin weekly, that is $2,000 in lost productivity. Position your $35 per hour retainer as a direct ROI on their time.
- What tools should I mention in my virtual assistant proposal?
- List the specific platforms you are proficient in: Google Workspace, Microsoft 365, Asana, Trello, Slack, Calendly, and any industry-specific tools. Clients want to know you can integrate into their existing workflow without a lengthy tool migration.
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