How to write a VA proposal that gets a reply

By Plainsort · 26 October 2026

Most clients skim proposals. The ones that get a reply are short, about the client, and easy to answer. Here is a four part proposal you can use on OnlineJobs.ph, Upwork or a Facebook group post.

Before you write: read the post twice

Clients often hide a test in the job post, like a word to put in your subject line. Missing it tells them you did not read. Following it shows you can take direction, which is what most clients want from a VA.

While you read, note three things:

• The main task they need done first.
• The tools they mention, like Canva, Google Sheets or Shopify.
• Any instruction about how to apply.

The four parts

1. One line that shows you read their post

Skip "I am the perfect fit." Name their task instead.

Hi Sarah, I saw you need someone to clear your inbox and keep your calendar booked for your coaching calls.

2. How you would do the task

Give two or three plain steps. This is the part that makes you stand out, because most proposals only list skills.

In the first week I would sort your inbox into labels, set up reply templates for the questions you get most, and send you a short end of day update.

3. One proof

Pick the single best proof for this client. It can be a sample, a past result, or a tool you know well. No experience yet? Make a small sample for them, like a cleaned up spreadsheet or three draft replies.

Here is a sample inbox system I built in Gmail: [link]. I also use Google Calendar and Calendly every day.

4. One easy question

End with a question they can answer in one line. It gives them a reason to reply.

Do your clients book calls through a link now, or by email?

A full sample you can copy

Keep it short

Aim for under 300 words. Use the client's name if it is in the post. Write the way you would talk to them on a call. Read it once out loud before you send it.

Mistakes that get proposals skipped

• Opening with your life story or "Dear Sir or Madam".
• Pasting the same proposal for every job.
• Listing every skill you have instead of the ones they asked for.
• Ignoring the instruction hidden in the post.
• Sending a long proposal with no question at the end.

Save your best ones

When a proposal gets a reply, save it. Next time, change parts 1 and 4 and keep the rest. Job Hunt Quest has a Message Scripts page for this, plus a pipeline so you know who to follow up with each day.

Questions people ask

How long should a VA proposal be?

Under 300 words. Clients skim, so a short proposal about their task gets read more than a long one about you.

What if I have no VA experience yet?

Make a small sample for the client, like a cleaned up spreadsheet or three draft email replies, and link it as your proof.

Should I use the same proposal for every job?

Keep your proof and your steps, but rewrite the first line and the question for each post. A copied proposal is easy to spot.