Rhea Balasubramanian Virtual Assistant, Independent Contractor Boise, 83702, United States [email protected] · (208) 555-0120
11 September 2026
Ms. Ingrid Thorvaldsen Founder Northbank Advisory Charlotte, United States
Proposal for virtual assistant support, Northbank Advisory
Dear Ms. Thorvaldsen,
I am a virtual assistant working with six retained clients from Boise, and I have 20 hours a month free from 1 October. My core hours are 7am to 3pm Mountain, which gives your Eastern morning three hours of live overlap and leaves your afternoon covered with end of day handover notes.
Your posting describes an inbox that has stopped being manageable and an invoicing routine that slips. The closest client in my book is a fourteen person consultancy I have worked with since March 2022. I run inbox triage for two partners at 140 to 220 messages a day with a two hour first response, and I prepare and issue 60 to 90 invoices a month and reconcile the accounts in Xero weekly. Their partners stopped handling either of those themselves within the first six weeks.
I work in Google Workspace, Slack, HubSpot, Xero and Asana, so there would be no learning period on your stack. All client credentials live in a shared 1Password vault rather than being sent by message, every account I touch has multi factor authentication enabled, and I work from an encrypted dedicated device. I sign a non disclosure agreement as standard, will sign a data processing agreement, and carry professional indemnity insurance.
I would suggest starting on my 20 hour monthly retainer, invoiced in advance, with 30 days notice either side, and reviewing at the end of month two. I am happy to do a paid two week trial instead if you would rather. Thank you for your time.
Sincerely, Rhea Balasubramanian
Summary
A virtual assistant cover letter is a short service proposal rather than an application letter: what you would take off the client's desk, the capacity and coverage hours you have available, the tools you already run, and how you hold their credentials. This guide gives you a full adaptable letter and the openings that get a reply from a busy business owner.
Virtual Assistant cover letter examples by experience level
A virtual assistant cover letter is a short proposal, usually sent as an email, that tells a business owner what you would take off their desk, how much capacity you have, when you are reachable, and how you would hold their passwords.
It is not an application letter. The person reading it is deciding whether to spend money, not whether to fill a vacancy, and the two decisions are made in very different ways.
Guide to a virtual assistant cover letter
This guide and the corresponding virtual assistant cover letter example will cover:
- How to structure the proposal, paragraph by paragraph
- Why capacity and coverage hours belong in the first three lines
- How to reference a client without naming them
- What to say about security before the client thinks to ask
- Writing to direct clients against writing through a platform
How to write a virtual assistant cover letter
| Paragraph | Its job | Length |
|---|---|---|
| Opening | What you do, your available capacity, your coverage hours | 2 to 3 sentences |
| Relevance | One comparable client, described without naming them, with a number | 3 to 4 sentences |
| Practical | Tools you already run, security practice, contracting and insurance | 2 to 3 sentences |
| Offer | The package you propose, the notice terms, next step | 2 sentences |
Lead with capacity, because that is the question behind the question
A business owner writing to a virtual assistant is quietly worried about two things: that you are already full, and that you will disappear in three months.
Answer both immediately. "I have 20 hours a month free from the first of October and I hold six retained clients, three of them for over three years" deals with availability and stability in one sentence, and no competing proposal will have said it.
Do not overstate the capacity. The fastest way to lose a client in this business is to accept work you cannot cover and then miss the first week, and word travels in small sectors.
A virtual assistant cover letter example you can adapt
Dear Ms. Thorvaldsen,
I am a virtual assistant working with six retained clients from Boise, and I have 20 hours a month free from 1 October. My core hours are 7am to 3pm Mountain, which gives your Eastern morning three hours of live overlap and leaves your afternoon covered with end of day handover notes.
Your posting describes an inbox that has stopped being manageable and an invoicing routine that slips. The closest client in my book is a fourteen person consultancy I have worked with since March 2022. I run inbox triage for two partners at 140 to 220 messages a day with a two hour first response, and I prepare and issue 60 to 90 invoices a month and reconcile the accounts in Xero weekly. Their partners stopped handling either of those themselves within the first six weeks.
I work in Google Workspace, Slack, HubSpot, Xero and Asana, so there would be no learning period on your stack. All client credentials live in a shared 1Password vault rather than being sent by message, every account I touch has multi factor authentication enabled, and I work from an encrypted dedicated device. I sign a non disclosure agreement as standard, will sign a data processing agreement, and carry professional indemnity insurance.
I would suggest starting on my 20 hour monthly retainer, invoiced in advance, with 30 days notice either side, and reviewing at the end of month two. I am happy to do a paid two week trial instead if you would rather. Thank you for your time.
Sincerely, Rhea Balasubramanian
Openings that work
| Instead of | Use |
|---|---|
| I am a dedicated virtual assistant with a passion for helping businesses | I have 20 hours a month free from 1 October and six retained clients |
| I am writing to express my interest in your virtual assistant position | Your posting describes an inbox that has stopped being manageable |
| I am flexible and available whenever you need me | Core hours 7am to 3pm Mountain, three hours of live overlap with your morning |
| I have experience with a wide range of administrative tasks | I run inbox triage for two partners at 140 to 220 messages a day |
The right column is a proposal. The left column is an application, and there is no vacancy to apply to.
Describing a client you cannot name
| Instead of | Use |
|---|---|
| I worked for a large consulting firm | A fourteen person consultancy, retained since March 2022 |
| I supported an online retailer | A homewares e-commerce brand handling roughly 400 tickets a month |
| I have nonprofit experience | An arts education nonprofit, 20 hours a month, board papers and donor database |
| I have international clients | A London based sole practitioner, scheduling across five time zones since June 2021 |
Size, sector, city and start date make a client recognisable as real without identifying them. Almost every VA contract has a confidentiality clause, and the ones who breach it do so on exactly this kind of letter.
Security before they ask
Name your password manager and say credentials are never sent by message. Say multi factor authentication is enabled on every account you touch. Mention the dedicated encrypted device. Say you sign a non disclosure agreement as standard and will sign a data processing agreement. Mention professional indemnity insurance if you carry it. Offer a paid trial period as an alternative to a retainer, which lowers the risk for a first time buyer.
Do not name clients without written permission. Do not claim unlimited availability. Do not send a proposal with no capacity figure in it. Do not attach a long pricing document to a first email; put one package in the letter and keep the rest for the call. Do not describe a prior arrangement where a client emailed you a password, even as a story about how you fixed it.
Price against the employed benchmark, not below it
Secretaries and administrative assistants, the occupation that contains this work, had a median annual wage of $48,310 as of May 2025, with 3,515,600 jobs in 2025 and a projected 2 percent decline by 2035 alongside about 314,400 openings a year (BLS Occupational Outlook Handbook, May 2025 and 2025-35 projections).
A contractor rate is not comparable to that figure. Self-employment tax applies on top of income tax, with the Social Security portion charged on earnings up to a contribution and benefit base of $184,500 for 2026 and the Medicare portion uncapped (Social Security Administration, 2026), and you are also covering equipment, software, insurance and unbilled time.
Separately, the reporting threshold for nonemployee compensation rose from $600 to $2,000 for tax years beginning after 2025 (IRS, General Instructions for Certain Information Returns, 2026), so fewer small clients will issue you a form. That does not change what you owe, and a letter that shows you understand your own contracting position reads as a business rather than a side arrangement.
Direct clients against platforms
The two need different letters.
A direct client has a problem and no process for solving it. Lead with the problem in their own words, offer a package, and give them a low risk way in such as a paid trial month. Length can run to four short paragraphs.
A platform or agency has a scorecard. Lead with the fillable facts instead: hours available, time zone, tools, sectors, years, rate band and whether you will sign their agreements. Two short paragraphs is plenty, and anything that reads as a personal appeal is wasted there.
Use the same capacity and coverage figures as your resume. Our virtual assistant resume example is written with the numbers used here.
Key takeaways
- Write a proposal, not an application, because there is no vacancy.
- Put available capacity and coverage hours in the first three lines.
- Use one comparable client, described by size and sector rather than by name.
- Give a number from that account: message volume, response time, invoice count.
- Name the tool stack, since stack familiarity removes a learning period.
- Cover credentials, devices, agreements and insurance before you are asked.
- Propose a specific package with notice terms, and offer a paid trial as the low risk alternative.
Write your virtual assistant cover letter in 10 minutes.
Virtual assistant cover letter questions, answered
Should a virtual assistant cover letter be an email or an attachment?
The email body for direct clients, every time. Business owners read on phones between other things, and an attachment that must be opened is a barrier. Attach the resume, and keep any pricing document for the call.
How long should it be?
Four short paragraphs, 250 to 350 words, for a direct client. Two paragraphs for a platform or agency application, where a scorecard is being filled rather than a decision being made.
What do I write with no clients yet?
Write the proposal anyway, and be honest about capacity: "I am building my client book and have 30 hours a month available from October." Then substitute comparable employed work described in client terms, such as an inbox you ran or an invoicing routine you owned, with the same volumes and response times. Add the security block in full, because it costs nothing to have in place on day one and it reassures a first client more than experience does.
Should I mention my rate in the letter?
Name the package rather than the hourly figure: "my 20 hour monthly retainer, invoiced in advance, 30 days notice either side". That communicates the commercial shape without turning the letter into a price negotiation before there is a relationship.
How do I follow up without being a nuisance?
Once, after seven to ten days, in three lines, with an updated capacity figure. "I still have 20 hours free from 1 October, and I wanted to check whether this is still live." Business owners genuinely forget; a short factual nudge is welcome, and a second one is not.