A Virtual Assistant Guide to Writing a Great Client Proposal

There is nothing more exciting than having that first phone call or email from a potential client. Someone out there has heard what you offer and they want to seek your expertise. Now you have to seal the deal and make them want to sign a contract for you. Every virtual assistant has a slightly different way of doing business. Personally, once I have a short introductory conversation with my new potential client, I tell them I will follow up with a proposal. If you remember to include all of these elements in your next proposal, you will rock their socks off!

Make sure you get all the pertinent information you need from the client to really know how you can best help them. Use the proposal to show your understanding of their needs. Below is a breakdown of what a proposal should include:

1. Introduction

Every good virtual assistant should have a great proposal. This is your way of saying, “This is why I am amazing, and you should work with me.” Your first statement should be the hook; a statement introducing yourself and referring back to any previous conversations.

2. Connect

Next you should connect with them by referencing something special about their company without making it too cheesy. Talk about something that excites you about what they offer and why you look forward to supporting their business.

3. Body

Now let’s get down to the fundamentals of the proposal. This is where you will outline exactly what they are going to receive in a way that makes it irresistible to them. As a virtual assistant a lot of what you are doing for them is taking their stress away. You are clearing their plate and giving them the confidence to hand this off to you, which is going to be the best thing for their business. This is the perfect opportunity for you to truly show them what you have that will benefit them and why they should choose you. Most businesses will look at several other virtual assistants, so you will want to be professional and confidant in your proposal. Make this part easy on them. Tell them exactly what they are going to get and let them see the benefit of it and what they can expect from you.

Make sure you clearly state your goals and why someone would want to work with you. Don’t forget the details that they want to know. You will want to include your hours, payment rates, terms and termination, and confidentiality.

4. Sell Yourself

This is a chance for you to describe what you and your business are about, stand for, offer, and can contribute. Make sure you weave in full information about your business so they get a great picture of you as well.

Some people like to include bits of their portfolio. If you feel this is something you would like to do, make sure you sell your strengths to the client around the particular job. Learning how to highlight your most attractive abilities for the specific needs of an individual client is an invaluable skill.

5. Upsell Your Package

Personally, I always like to think to the future. I will add an “upsell” plan in the proposal, showing my client a complimentary service I provide that matches the one they have asked about. I give them the price and ideas of what it would look like, saying that it would be a great add-on down the road. Who knows, maybe they will want to add it from the start!

6. Conclusion

Tie it all together. Create a sincere conclusion saying how excited you are that they have come to you and why you would be such a great fit. A good closing paragraph might look something like this: “I believe we are a good match and if you feel the same, let’s move on to the next steps.”

Obviously make sure this is the best representation of yourself. Use a visually appealing structured layout. First impression is everything: your proposal should be pleasing, crisp, and well-organized.

Make sure you send any relevant welcome information you have along with your proposal.

Most important, make sure you are being true to yourself and the type of business you want to create. What makes your proposal different from every other freelancer or virtual assistant? You need to make yours standout in a professional but charismatic way. Don’t take a client that is not a good match for you. And remember, you are the boss now.

If you’re ready to create a great proposal for new clients, but could use some guidance, we’re here for you! We can assist with any aspect of business building and strategy. Simply shoot us an email or give us a call today.