50 AI Prompts for Virtual AssistantsOnboard clients, manage tasks, and grow your VA business with AI.

Write a warm and professional welcome email for a new VA client. Include: a brief introduction, what they can expect in the first week, how to reach me, preferred communication norms, and next steps for onboarding. Client type: [describe client business]

Create an intake form template for new VA clients. Include sections for: business overview, current tools and software, communication preferences, task priorities, working hours, and access credentials checklist.

Write a client expectation-setting script for a discovery or kickoff call. Cover: scope of work, response time guarantees, revision policy, how to submit tasks, and what's outside my service offering.

Document an SOP (Standard Operating Procedure) for [recurring task — e.g., inbox management, social scheduling, CRM updates]. Format: purpose, tools required, step-by-step process, quality check, and notes.

Write a weekly update email template to send clients every Friday. Include: tasks completed, hours used, pending items, blockers (if any), and priorities for next week. Tone: professional but human.

Draft a scope-of-work agreement for a new VA retainer client. Cover: services included, hours per month, communication channels, revision policy, payment terms, and what's not included.

Write a rate increase email to send to an existing client. Frame the increase professionally — acknowledge the relationship, give adequate notice, explain the new rate, and reaffirm the value you deliver.

Write a client boundary script for addressing a situation where a client is contacting me outside agreed hours or asking for tasks outside scope. Firm but warm, not defensive.

Create an offboarding checklist and farewell email for a client relationship that's ending. Include: handoff documentation, access transfer, final invoice note, and a gracious close.

Write a feedback request email to send after completing a project. Make it easy to respond, specific about what feedback helps me improve, and gentle in tone. Include a link placeholder for a short review form.

Write a priority inbox triaging script for a client with 200+ unread emails. Create a system for categorizing by urgency (respond today / respond this week / archive / delete) and a template for the daily summary email I send them.

Draft a meeting agenda for a [meeting type — client strategy call, team standup, project kickoff]. Include: attendees, time per agenda item, pre-read materials, expected outcomes, and action item capture template.

Write a 3-message follow-up email sequence for a prospect or client who hasn't responded. Message 1: gentle reminder. Message 2: added value. Message 3: polite final follow-up. Each under 75 words.

Write an appointment confirmation email template that includes: date/time, meeting link, what to prepare, and a friendly reminder of the agenda. Adaptable for client calls, discovery sessions, and internal meetings.

Create a deadline tracking prompt I can use with ChatGPT or Claude to turn a messy project brief into a prioritized task list with realistic deadlines. Brief type: [describe]

Write a script I can use to block a client's calendar proactively for recurring tasks, focus time, and buffer windows. Include language for a Loom video or email explaining the strategy.

Create a task delegation framework I can present to a client who wants to start offloading work. Include: how to identify delegatable tasks, how to brief them to me, what info I need, and what to expect.

Write a project status summary template for weekly or bi-weekly project updates. Cover: what's done, what's in progress, what's blocked, what's due next, and any decisions needed from the client.

Write a time-tracking summary template I can send at month end with my hours log. Format it clearly — task by task — so the client understands what was worked on and trusts the billing.

Write an async update template for a client I don't meet with live. Structure it so they can review it in 3 minutes and respond asynchronously without needing a call.

Create a competitor research brief for [client brand]. Analyze: their top 3 competitors, key differences in positioning and messaging, pricing gaps, content strategy, and opportunities my client could exploit.

Generate a blog post outline for [topic] targeting [keyword]. Include: title, meta description, introduction hook, 4–6 H2 sections with sub-points, and a conclusion with CTA. Match the client's [tone/brand voice].

Write 5 social media caption variations for [content topic or image description]. Mix formats: educational, behind-the-scenes, value-add, and promotional. Tone: [describe client's brand voice].

Generate 10 newsletter content ideas for [client niche or business type]. Each idea should include: subject line angle, core topic, and 2–3 talking points. Focus on content that builds trust and drives clicks.

Research 10 qualified leads for [client's ICP — ideal customer profile]. Provide: company name, contact name and role, LinkedIn URL or website, why they're a good fit, and a personalized outreach angle.

Write product descriptions for [product type] that are conversion-optimized. Cover: hook, key features, key benefits (not just features), use-case scenario, and a CTA. Tone: [describe brand voice].

Create a FAQ page for [client product or service]. Write 10 Q&A pairs that address: what it is, who it's for, how it works, pricing, delivery and timeline, refund policy, and common objections.

Write a testimonial request email to send to a happy client or customer. Make it easy to respond, specific about what makes a great testimonial, and include 3 guiding questions to prompt a strong answer.

Write a content repurposing plan for [one piece of long-form content — blog post, webinar, podcast]. Show how to turn it into: 3 social posts, 1 email, 1 short video script, and 1 quote graphic.

Write podcast show notes for an episode about [topic]. Include: episode summary (150 words), key takeaways (5 bullets), guest bio (if applicable), resources mentioned, and a CTA for listeners.

Write an SOP for [task or process — e.g., managing a client's email inbox, publishing a blog post, scheduling social media]. Format: purpose, trigger, tools, step-by-step process, quality check, and owner.

Create a workflow documentation template for a [process type — e.g., client project lifecycle, content production pipeline]. Include: stages, inputs, outputs, responsible party, and notes for handoffs.

Build a process audit checklist for [client business area — e.g., content creation, client onboarding, customer service]. Flag: bottlenecks, manual tasks that could be automated, missing documentation, and clarity gaps.

Generate 10 Zapier or Make automation ideas for a [business type — e.g., online course creator, e-commerce brand, service business]. For each: trigger, action, tools involved, and time saved per week.

Write a tech stack recommendation brief for a [business type] that needs better tools for [pain point — e.g., project management, email marketing, client communication]. Compare 3 options with pros and cons.

Create a client reporting template for a monthly VA performance report. Include: tasks completed, hours by category, wins, challenges, upcoming priorities, and a spot for client feedback.

Write a database organization prompt I can use with an AI to help structure a client's messy Notion or Airtable. Include: how to categorize records, naming conventions, relationships between tables, and tagging system.

Create a file naming convention guide for a [business type]'s shared drive or cloud storage. Cover: projects, clients, dates, version numbers, and department and category folders.

Build an onboarding checklist for a new client. Cover: discovery call, access setup, SOP review, first week tasks, communication setup, and first status check-in date.

Write an offboarding SOP template for a client relationship that's ending. Cover: final task handoff, access revocation, file transfer, documentation export, final invoice, and follow-up timeline.

Create a service package structure for a [niche] VA. Design 3 tiers (Starter, Growth, Premium) with: deliverables, hours, price point, and ideal client for each. Make them easy to present and compare.

Write a project proposal for a [service type] engagement with [client type]. Include: understanding of their problem, proposed solution, scope of work, timeline, investment, and next steps.

Write a portfolio positioning script for a VA who specializes in [niche]. Help me articulate: what I do, who I serve, the transformation I deliver, and why I'm different from generalist VAs.

Write a niche selection analysis prompt I can use to decide between [niche A] and [niche B] as a VA specialty. Help me compare: demand, pricing potential, competition, my experience, and long-term fit.

Write a testimonial collection email for a client I've worked with for 3+ months. Ask for a specific, results-focused testimonial I can use on my website and proposals. Include 3 guiding questions.

Write a referral ask script for an existing client. I want to ask them to introduce me to another business owner in their network who might need VA support. Keep it natural and easy to say yes to.

Write a LinkedIn bio for a VA specializing in [niche — e.g., launch support, podcast management, executive assistance]. Optimize for: search visibility, clear value prop, and attracting ideal clients.

Write a cold pitch email for reaching out to [target client type — e.g., coaches, course creators, e-commerce founders] who might need VA support. Lead with a specific problem they likely have and offer a clear solution.

Write a rate justification script for when a client pushes back on my pricing. Help me articulate the value, address the objection professionally, and hold my rate without sounding defensive.

Write an upsell pitch for offering an additional service or extra hours to an existing client who's getting strong results. Frame it in terms of their goals and how the expanded support accelerates them.