Virtual assistants (VAs) juggle multiple clients and a wide variety of tasks. A clear onboarding process ensures new clients feel welcomed, understand how you work and provide the information you need to deliver results. Instead of reinventing the wheel each time, use these essential onboarding templates to streamline the experience and set expectations from day one.
1. Introductory Email Template
The introductory email is your client’s first taste of your professionalism. Send a warm welcome message that thanks the client for choosing your services, introduces you (or your team), outlines the next steps and includes a link to book the kickoff meeting. According to ManyRequests, this email sets the tone for a smooth working relationship. It should also provide clear instructions on how the client can access the next forms or documents.
2. Contract and Legal Documents
Before any work begins, send your contract or retainer agreement. This document should outline the scope of work, payment terms, confidentiality clauses and cancellation policies. Having a standard contract template ensures you don’t miss important clauses and protects both parties. Use electronic signature tools for a quick and secure signing process.
3. Information and Access Checklist
VAs often need access to clients’ email accounts, project management tools, social media and cloud storage. Create an access checklist that details the credentials you require and why you need them. ManyRequests recommends collecting this information early to avoid delays later. Provide clear instructions on how to share credentials securely, such as using a password manager or one‑time secret link.
4. Onboarding Questionnaire
Gather essential information about your client’s business and preferences with a comprehensive questionnaire. Ask about their brand voice, goals, preferred communication methods, project priorities and any known pain points. This helps you tailor your services and prioritise tasks effectively. Keep the questionnaire concise—only include questions that inform your work.
5. Task Priorities and Communication Plan
Create a task priorities template that organises tasks by urgency and importance. Break tasks into categories (e.g., administrative, marketing, customer support) and assign deadlines. Provide a communication plan detailing how and when you’ll update the client. ManyRequests emphasises that defining communication channels and response times at the outset prevents misunderstandings.
6. Reporting Schedule Template
Establish a reporting schedule that outlines how often you’ll send updates—weekly, bi‑weekly or monthly. Include sections for progress updates, metrics, challenges and upcoming plans. This template keeps your client informed and holds you accountable for results.
7. Kickoff Meeting Agenda
Once documents are signed and the questionnaire is complete, schedule a kickoff meeting. Use an agenda template that covers:
- Review of the client’s goals and expectations.
- Discussion of priority tasks and timelines.
- Explanation of workflows and tools you’ll use.
- Q&A session to address any concerns or questions.
Having a structured agenda ensures the meeting stays focused and productive.
Tips to Enhance Your Onboarding Process
- Document client preferences: Note preferred communication styles, deadlines and key contacts.
- Specify turnaround times: Provide realistic timelines for each onboarding step so clients know what to expect.
- Ensure data security: Use secure methods to collect and store credentials.
- Continually update your templates: As you learn from each client, refine your templates to address new needs or pain points.
Conclusion
An efficient onboarding process helps VAs deliver results faster, reduces miscommunication and boosts client satisfaction. Using templates for emails, contracts, questionnaires, checklists and meeting agendas simplifies operations and ensures you cover every critical step. If you’re ready to professionalise your onboarding, explore the VA Onboarding Bundle at Templatez.co. It includes editable templates for each step listed above—saving you time and wowing your clients.
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