Sending email to a direct client is the most formal way in offering your services as a VA. But creating email is quite challenging especially if you are a beginner. Since you don’t have enough knowledge on how to approach direct clients, your email is often ignored or worse, just being deleted. Here are the important factor you need to consider before creating an email:
- Know the client’s wants and needs: To know what services you should offer to the client. As a VA, you need to be flexible in order to help their businesses grow.
- Be specific: Only offer services that are relevant to the client’s business. Make the client focus on what they need to make their business grow.
- Be clear: Avoid mentioning unrelated topics. As much as possible, highlight the clients achievements in managing their business and what can you offer to make their business grow more than it is today.
- Getting client’s interest: In highlighting their achievements in their business, you are also able to get client’s interest as they would know that you have done your research about their business and that you already have an idea of what their business is.
You can also use emails with rapport-building techniques like compliments, shared interest, or thoughtful observation to establish connection before highlighting your value as a Virtual Assistant. Here are sample emails that includes rapport-building techniques:
Sample 1: Mentioning a Recent Achievement or Event
Subject: Helping You Keep Up with Your Momentum
Hi John,
Congratulations on launching your new product! Keeping up with this kind of momentum can be quite challenging but that’s where I’d love to help.
As a skilled Virtual Assistant, I specialize in taking care of the day-to-day tasks like Social Media Management, Email Management and Calendar Management, so you can focus on building on your success. Let’s explore how I can help you maintain this amazing growth.
Looking forward to connecting with you!
Best regards,
(Your Full Name)
(Contact Info)
Sample 2: Highlighting Shared Interest
Subject: Let’s Work Together to Achieve More
Hi John,
I noticed your passion for creating innovative solutions, and I share that same enthusiasm in my work as a Virtual Assistant.
My mission is to help business owners like you take control of their time by managing tasks such as administrative tasks, content creation and ads marketing. With me as your Virtual Assistant, you can focus on the things you love while knowing everything is in good hands.
Let’s connect – I’d Love to learn more about your goals and discuss how I can help you achieve them!
Warm regards,
(Your Full Name)
(Contact Info)
Sample 3: Complimenting Their Business
Subject: Supporting (Business Name)’s Success
Hi John,
I’ve been following (Business Name), and I’m impressed by how you deliver exceptional customer experiences.
As a Virtual Assistant, I specialize in helping businesses like yours run smoothly behind the scene by managing administrative tasks and social media. My goal is to help you focus on growing your brand while I handle the time-consuming details.
Let me know if you’d be open to discussing how I can support you and your business.
Warm regards,
(Your Full Name)
(Contact Info)
Sample 4: Asking Thoughtful Question
Subject: Do You Need an Extra Time?
Hi John,
If you had 10 more hours a week, what would you do with them? Focus on strategy? Grow your business? Or finally take a well-deserved break?
As a Virtual Assistant, I help clients like you reclaim their time freedom by handling administrative tasks and social media. My goal is to help you create space in your day to focus on what matters most.
If that sounds like something you’re interested in, let’s connect! I’d love to chat about how I can help.
Warm regards,
(Your Full Name)
(Contact Info)
Sample 5: Noticing their challenges
Subject: Helping You Streamline Your Workload
Hi John,
I noticed how much effort you put into serving you clients, and I imagine balancing everything must be challenging at times.
But here I am! I’m a Virtual Assistant who specializes in handling administrative tasks and social media. I help entrepreneurs like you save hours of work every week, allowing you to focus on what matters most.
If this hits your interest, I’d love to discuss how we can collaborate to make your workload lighter!
Sample email formats above can be edited according to the client’s business industries, needs and skills that are relevant to the job.
You can also create a concise, engaging and showcase the value of having a Virtual Assistant in your email. Here are sample emails that can help you in offering your services as a VA to the direct clients through email:
Sample 1: Emphasizing Results
Subject: Helping You Grow Your Business with Less Effort
Hi John,
Are you looking for someone who can help you streamline your workload and make your life easier? As a Virtual Assistant with experience in Administrative tasks, I’ve helped clients reduce their work by up to 80% in just 20 hours per week.
From managing their calendar, scheduling a meeting, working on the admin stuff, managing their emails and making travel arrangements, I’ll make sure you have the freedom to focus on bigger things.
Let me know if you are open to a quick call to explore how we can work together.
Best regards,
(Your Full Name)
(Contact Info)
Sample 2: Problem-Solution Approach
Subject: Creating Diverse Solutions
Hi John,
I noticed how growing businesses often face challenges with task workload, missed deadlines, or disorganization. These problems don’t just slow you down – they can hold back your success.
As a skilled Virtual Assistant, I can help with (services/skills), ensuring your days run smoothly and efficiently. I’ve worked with clients who’ve seen measurable improvements in productivity and peace of mind.
If this is the kind of support you need, I’d love to discuss how I can help.
Warm regards,
(Your Full Name)
(Contact Info)
Sample 3: Personal and Relatable
Subject: Let Me Take Away the Struggles
Hi John,
Running a business is rewarding, but it can also be overwhelming. I know how demanding things can get, and that’s why I’m reaching out.
As your Virtual Assistant, I’ll handle the administrative stuff, freeing up your time so you can focus on growth and strategy. Imagine having more time to do what you love while knowing your day-to-day operations are in capable hands.
If this resonates with you, I’d love to connect and help you lighten your load!
Warm regards,
(Your Full Name)
(Contact Info)
Sample 4: Making Your Life Easier
Hi John,
Are you juggling endless tasks and struggling to focus on important matters? Here I come!
As a dedicated Virtual Assistant, I help entrepreneurs like you save hours every week by handling administrative tasks. This means you can concentrate on marketing your business without struggling to manage your time.
If you’re ready to boost productivity and reclaim your time, let’s hop on a quick call to discuss how I can support you.
Looking forward to hearing from you!
Best regards,
(Your Full Name)
(Contact Info)
Sample 5: Focusing on Time-Saving
Subject: Free Up Your Time
Hi John,
Do you ever wish there were more hours in the day? Imagine having a reliable Virtual Assistant to handle administrative tasks so you can focus on what matters.
I specialize in Administrative Assistance, with a proven track record of helping busy professionals like you save time while staying organized.
Let’s connect and explore how I can take tasks off your plate so you can focus on important matters.
Best regards,
(Your Full Name)
(Contact Info)
Sample email formats above can be edited according to the client’s business industries, needs and skills that are relevant to the job.