Free Virtual Assistant Proposal Template
A virtual assistant proposal covers inbox and calendar work, what it costs, how approvals work, and the payment and scope-change terms.
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Dropped balls usually start in the inbox: one message gets missed, a reply goes out in the wrong tone, and suddenly a small slip turns into an awkward call or a job that moves a week. A virtual assistant proposal like Kinnick Desk puts the boundaries in writing, so a client can see what gets handled, what stays with them, and what the handoff looks like before any access gets shared.
The proposal starts with What this covers, then explains the working style in About us and grounds it with One recent clean-out. The service section gets specific about the inbox sweep, labels and rules, priority and do-not-reply lists, and reply drafts that stay in an approve-or-edit loop, then What it costs prices Triage on a magenta-rose and teal layout with Poppins headings over Inter body text, so the structure reads like a checklist instead of a pitch. The back half answers the questions that usually stall executive support, then closes with payment timing and what happens if the inbox volume or scheduling load changes.
- What this covers Defines the inbox and calendar outcomes, and says how reply drafting and approvals protect tone and commitments.
- One recent clean-out Shows a real-world inbox triage scenario so a client can picture the handoff and the approval loop.
- What it costs Holds the pricing for Triage, which you update with your own rate before you send it.
- Getting started Carries the signature and fee summary, and describes the first steps like access, priorities, and the first draft batch.
- Payment States deposit and due timing for a one-time clean-out and monthly triage, plus the access and approval ground rules.
What happens next is straightforward: you replace the prices, send the proposal, and the client signs online under Getting started. After acceptance, the signed copy keeps the scope, approvals, and payment terms in one place, so both sides can refer back when priorities shift or a thread turns sensitive.
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 this proposal contains
| Part | What it covers |
|---|---|
What this covers | Frames the inbox and calendar work, including how replies get drafted and approved so tone stays consistent. Use this section to match the scope to what the client actually wants off their plate. |
About us | Explains how the assistant works, what gets flagged, and what never gets sent without approval. Swap in your own background and the way you run handoffs. |
One recent clean-out | Describes an inbox clean-out example, from the first sweep through labels, rules, and approvals. Keep this as a reference point for what a client can expect in the first pass. |
Inbox clean-out pass | Breaks down the initial sweep, plus labels, folders, rules, and the priority and do-not-reply reference list. Adjust the wording to match the email platform and constraints you’re agreeing to. |
Reply drafts for approval | Covers drafted replies, the approve-or-edit loop, filing routines, and a calendar rebuild with buffers. Use this section to be clear about what gets drafted versus what stays with the client. |
What it costs | Includes a priced items table for Triage, with the client required to accept the single option. Replace the template pricing with your own before sending. |
Getting started | Includes the signature and fee summary, plus the first-step checklist for start date, access, and priorities. Make sure the access and approval steps match how you actually work. |
Do you work in my gmail/outlook or a separate tool? | Answers where the work happens and how sensitive or no-send threads get handled. Edit this section to reflect your exact boundaries around access and sending. |
What do you need from me to learn my priorities? | Explains what you need to mirror tone and what affects how fast the inbox reaches zero. Update the examples you ask for so a client knows what to provide. |
Payment | States deposit and due dates, plus access, tone samples, and approval rules for what can be sent. Change the payment timing if your clean-out and retainer terms differ. |
Changes to scope | Sets expectations for heavier volume, client response time on approvals, confidentiality, and ownership of rules and routines. Review this section so the scope-change trigger matches your packages. |
Who it is for
Owner-operators, founders, and small teams hiring executive support for inbox and calendar relief, especially when tone, privacy, and missed threads are the main risks.
Questions about this proposal template
Do you work in my Gmail or Outlook or a separate tool?
This proposal says the work happens inside the client’s Gmail or Outlook, so the system lives where they already check messages. The template also allows for an extra layer for approvals or tracking if both sides want it.
How do you handle emails you’re not allowed to answer?
The proposal describes a do-not-reply list and a process for setting sensitive threads aside with a clear label and a short note. The client keeps control of anything legal, financial, personal, or otherwise restricted.
Will a virtual assistant send emails without approval?
This proposal uses an approval loop for reply drafts, and it says messages only get sent after the client approves them. The payment terms section also notes that any “safe-to-send” cases need a written agreement.
What do you need from me before you start managing my inbox?
The template asks for access, a short priority list, a do-not-reply list, and sample emails that match the client’s voice. That intake is what the assistant uses to draft safely and flag what needs a decision.
How fast can you get me back to inbox zero?
The proposal doesn’t promise a fixed turnaround because speed depends on volume and how many threads need the client’s decision. The template says the assistant will report what they’re seeing in the first sweep and give a realistic timeline.
What should an inbox and calendar support proposal include?
A proposal for inbox & calendar work usually spells out what gets cleaned up first, how sorting rules get set, and how replies get drafted and approved. This template also includes pricing, payment timing, and what happens when the scope changes.
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