A virtual assistant intake form covers contact details, the client’s setup, access and communication preferences, admin task needs, and expected weekly hours.
Work starts when a business hands off inbox, calendar, and back-office tasks, and the handoff can go wrong fast if the details stay in someone’s head. The Virtual Assistant Intake Form keeps the first round of questions in one place, so a client can explain what they need without a long back-and-forth and a VA can plan the onboarding with fewer surprises.
The form opens with a short intro, then moves through contact details and an “About your setup” prompt before getting into the parts clients usually worry about. The questions ask what you need to start without a long ramp-up, how access to email, calendar, and bank feeds should be handled, what “sounds like me” means in client replies, and what to do when something isn’t clear, then finishes by asking which ongoing admin support tasks to include and the expected hours per week. Slate-blue accents sit under Fraunces headings with Inter body text, so the page reads like admin work, not a tech spec.
- Virtual Assistant Intake Form A short opener that sets expectations for what happens after the client submits their answers.
- Your name, Email address, Phone number Contact fields, with name and email required and phone optional.
- About your setup A written prompt that asks for the key facts you need to plan onboarding and estimate setup.
- Access and tone questions Questions cover ramp-up needs, access to inbox & calendar and bank feeds, and how client replies should sound.
- Tasks and hours The final questions ask which ongoing admin support tasks to include and the approximate hours per week.
In Plutio, the intake runs as one of your forms that collect answers and files, which means responses land in one place ready to review. You can keep the wording as-is or adjust each question to match the way you run executive support, then share the form link when you’re ready to collect details.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What to include in a virtual assistant intake form
| Part | What it covers |
|---|
Virtual Assistant Intake Form | The opening note tells the client what the form is for and what happens after they submit. |
Your name | A required name field for the person you’ll be coordinating with. |
Email address | A required email field so follow-ups and next steps go to the right place. |
Phone number | An optional phone field for clients who want a backup contact method. |
About your setup | A short written prompt that asks for the key details you need to plan onboarding and estimate setup. |
What do you need from me to get started without a big ramp-up? | A required long-answer question that surfaces what the client can provide upfront to avoid slow starts. |
How should we handle access to email, calendar, and bank feeds? | A required question that captures the client’s preferences for permissions and access handling. |
If we reply to your clients, how should it sound like you? | A required question about voice and tone, so outbound messages match the client’s style. |
When we hit something we are not sure about, what should we do? | A required question that defines how you should escalate, pause, or make judgment calls. |
Which ongoing admin support tasks should we include? | An optional question where the client can list the admin work they want covered under operations support. |
Approx hours per week you expect us to work | An optional number field for the weekly hours the client expects. |
Who it is for
Virtual assistants and executive assistants who provide ongoing admin support and need a clear intake before starting work with a new client.
The form in full
Virtual Assistant Intake Form
Tell us about your business and what you want from ongoing admin support. After you send this, we’ll review your answers and email a proposed plan and next steps.
- Your name (required)
- Email address (required)
- Phone number
About your setup
Give the key facts we need to plan onboarding and estimate setup.
- What do you need from me to get started without a big ramp-up? (required)
- How should we handle access to email, calendar, and bank feeds? (required)
- If we reply to your clients, how should it sound like you? (required)
- When we hit something we are not sure about, what should we do? (required)
- Which ongoing admin support tasks should we include?
- Approx hours per week you expect us to work
