Mastering cold emails is one of the key steps to becoming a successful email marketing Virtual Assistant. However, writing a cold email can be time-consuming. Instead, with templates, you can save a considerable amount of time.
If you’re searching for a cold email template for virtual assistant, we have compiled 34 effective templates for different use cases. You can attract numerous clients in your VA career with these templates.
Want to start? Let’s begin exploring.
List of Cold Email Templates for Virtual Assistant
Attracting clients is crucial for any VA to sustain in their field. You can try out these cold email templates for virtual assistants to attract clients. Here is a list of them:
A) Cold Email Referral Templates
These templates leverage existing connections and relationships to establish credibility. You can find the perfect cold email template for networking out of these to attract more clients as a VA.
1. The Authentic Referral Cold Email
This is an email that leverages a genuine mutual connection to establish credibility of you as a VA.
Template:
Subject: [Mutual Connection’s Name] suggested I reach out
Hi [Name],
[Mutual Connection] mentioned you’d be the right person to discuss [specific topic/challenge].
They spoke highly of your work in [specific area] and suggested your team might benefit from virtual assistant services
I specialize in helping companies like yours [achieve specific results] by [briefly mention 1-2 relevant virtual assistant skills].
Would you be open to a brief conversation about how I’ve helped companies like yours [achieve specific results]?
Best regards,
[Your name]
When to use
Make sure to use this template when you have a genuine mutual connection with someone who has agreed to be referenced in your outreach.
2. Asking for an Introduction Email
If you think there is a potential contact who can help you establish a connection with a client, this template is perfect. It’s a professional request to a contact asking them to introduce you to someone in their network.
Template:
Subject: Quick request: Introduction to [Target Contact]
Hi [Name],
I hope you’re doing well. I noticed you’re connected to [Target Contact] at [Company], and I wanted to ask if you’d feel comfortable introducing us.
I am currently planning to add more clients to my client base. Can you recommend me to the client as they seem to be in need of virtual assistant services?
If you’re willing, I’ve drafted a brief introduction below that you can use or modify:
[Draft introduction text]
I completely understand if you’re not comfortable making this introduction.
Best regards,
[Your name]
When to use
It’s the perfect template for seeking an introduction through a mutual connection. This approach works well, especially for business development or career opportunities.
3. Authority-Building Referral Email
This cold email template for virtual assistant establishes credibility through industry expertise and successful case studies. You can showcase your proven expertise with this email template.
Template:
Subject: [Similar Company]’s success with [specific solution]
Hello [Name],
I recently helped [Similar Company] achieve [specific result] through our work in [area of expertise] with my virtual assistant services.
Given your similar focus on [industry-specific challenge], I thought you might be interested in learning how my virtual assistant services can:
– [Key achievement point 1]
– [Key achievement point 2]
Would you be open to a brief call to discuss how we could achieve similar results for [their company]?
Best regards,
[Your name]
When to use
It’s a great template when you have strong industry credentials and relevant case studies to share.
B) Prospecting & Initial Outreach Templates
These templates serve as your first point of contact with potential clients. I use these when I am actively expanding my client base or entering new markets.
4. Make It Quick & Short
This one is perfect for busy executives, as it gets straight to the point. It respects the prospect’s time while clearly communicating the value you offer, making it ideal for initial outreach to high-level decision-makers.
Template:
Subject: 10 hrs/week back in your schedule?
Hi [First Name],
Quick question: How much of your time is spent on administrative tasks that could be handled by someone else?
I’m a Virtual Assistant who specializes in helping [industry] professionals reclaim their time. My clients typically save 10+ hours weekly.
Interested in learning how? Let’s chat for 10 minutes this week.
[link]
Best,
[Your name]
When to use
Perfect for busy executives who appreciate brevity. Works well when targeting C-level executives or business owners known for having packed schedules.
5. Value-focused Cold Outreach
This emphasizes the concrete benefits and time savings your VA services provide. This template focuses on quantifiable results and specific improvements you can bring to their business.
Template:
Subject: Get an Extra 5+ Hours Each Week
Hi [First Name],
As someone working in the same industry, I understand time is your most valuable asset. You are probably spending 5-10 hours of your week on things like scheduling, email management, project coordination, and whatnot. This kind of work keeps you in the weeds, not above them.
I’m [Your Name], and I specialize in giving [industry] leaders like you the gift of reclaimed time. I’m not just a virtual assistant; I’m a strategic partner who streamlines workflows and tackles those time drains so you can focus on what truly moves the needle.
I’ve helped similar firms in [region] free up at least 5 hours a week – sometimes even more – by optimizing their processes and handling the digital busywork that eats up so much of the day.
If you are interested, then I’d rather show you how I make it happen. Would you be open to a quick 15-minute call next week? I’d love to share a specific example of how I’ve helped a similar [industry] firm in [region] achieve similar results. No pressure, just a chance to explore possibilities.
Let me know what day works best for you.
Best,
[Your Signature]
When to use
This cold email template is best used when targeting high-level professionals like executives, managers, or business owners in a specific industry and region.
6. Common Pain Point Outreach
Addressing universal challenges your target market faces can be a great way to grab attention. This template resonates with prospects by showing you understand their daily struggles and have solutions ready.
Template:
Subject: Solving the time saving challenge for [industry] leaders
Hello [First Name],
If you’re like most [industry] leaders I work with, you’re probably spending 15+ hours weekly on:
- Inbox management
- Calendar coordination
- Travel arrangements
- Document preparation
As a specialized virtual assistant for [industry], I’ve developed systems that reduce this workload by 70%. My current clients have reclaimed 10+ hours weekly for strategic work.
Would you be open to a 15-minute call to explore how I could help you focus on what truly matters?
Best regards,
[Your name]
When to use
Perfect for industries with well-known pain points. Works best when targeting professionals who frequently mention time management challenges.
7. Research Well
This template demonstrates your attention to detail and commitment to providing customized solutions based on specific business needs. It’s one of the most personalized cold email templates.
Template:
Subject: [Specific pain point] solution for [Company Name]
Hi [First Name],
I noticed your recent [LinkedIn post/interview/article] about [specific challenge]. Many of my virtual assistant clients faced similar challenges before implementing my [specific solution] system.
As a Virtual Assistant specializing in [industry], I’ve developed a proven process that has helped companies like [similar company] overcome [challenge] and save X hours weekly.
I’d love to share how this could work for [Company Name]. Would you have 15 minutes this [day/day] to discuss?
Best regards,
[Your name]
When to use
Best for highly targeted outreach where you’ve thoroughly researched the prospect. It works well when you can reference specific challenges they’ve publicly mentioned.
8. Short To Point
Here is a direct, no-fluff approach that lists key services and benefits. This template works well for prospects who appreciate straightforward communication and clear value propositions.
Template:
Subject: Virtual Assistant support for [specific task]
Hi [First Name],
Your recent growth at [Company Name] caught my attention. I am a virtual assistant helping industry leaders scale by taking over their:
- Calendar management
- Travel arrangements
- Document preparation
- Team coordination
With my services, clients save an average of 8 hours/week boosting their productivity and saving a lot of their time to focus on other areas. Are you up for a 15-minute call to discuss this?
Regards,
[Your name]
When to use
Ideal for reaching out to busy entrepreneurs who appreciate directness. Effective when targeting startups or fast-growing companies.
C) Event or Situation-Based Emails
These timely and relevant emails connect your outreach to recent developments or achievements. I typically use these for reaching out as a VA when there’s a natural conversation starter based on current events or company milestones.
9. Recent Event Cold Outreach Email
This email template connects with prospects by referencing recent company news or events.
Template:
Subject: Congrats on [recent achievement/news]
Hi [Name],
I noticed [Company’s] recent announcement about [specific news/achievement]. Congratulations on that! This kind of growth is often combined with an increased level of administrative demands. That’s where I’d love to help support your continued success.
My virtual assistant expertise in [industry/ relevant expertise], can come in very handy in supporting your team during this exciting time. I’ve helped companies in similar situations with my virtual assistant services by:
- Managing increased administrative workload
- Implementing scalable systems
- Supporting team coordination
- Handling growth related documentation
Would you be interested in discussing how I could support your team during this existing phase? If so, then let me know a suitable time where we can discuss the details.
Best regards,
[Your name]
When to use
Send an email using this template within 1-2 weeks of a company announcement, award, or significant news.
10. Find Pain Points after an Announcement/Award Email
It’s an email template that tactfully explores potential challenges following a company milestone.
Template:
Subject: Question about [Company’s] [recent announcement]
Hi [Name],
Congratulations on [specific achievement/announcement]. Having worked with other companies during similar growth phases, I know this exciting time often comes with challenges in [addressing the pain points].
I’ve helped companies like yours address these challenges with my years of expertise in serving as a virtual assistant. My experience helps me identify problems quickly and find a solution for them as well.
Would you be open to discussing how I might help [Company] navigate this transition?
Best regards,
[Your name]
When to use
You can use this template when a company’s growth or success might create new pain points that your solution can address.
D) Engaging & Curiosity-Driven
These templates focus on sparking interest through thought-provoking questions or compelling insights. They’re crafted to create genuine engagement by addressing intriguing industry trends or challenges.
11. The Attention-Grabber Email
This is the template that helps you grab the attention of the recipient effectively. It usually leads with a compelling statistic or insight.
Template:
Subject: [Striking statistic] – How virtual assistants are transforming [industry]
Hi [Name],
Did you know that [compelling industry statistic] of executives lose 20+ hours monthly to tasks that could be delegated?
As a Virtual Assistant helping [industry] leaders optimize their operations, I’ve developed systems that have helped clients:
- Reduce administrative workload by [X]%
- Save [Y] hours weekly on routine tasks
- Improve response times by [Z]%
- Scale operations without adding a full-time staff
I’d love to share how these same systems could benefit [Company Name]. Would you have 15 minutes this week to discuss this?
Best regards,
[Your name]
When to use
Use this email whenever you have compelling data or insights that will immediately capture the attention of your target.
12. PAS Competitor Mention Email
Here’s an email template following the Problem-Agitation-Solution format that references competitor challenges.
Template:
Subject: Avoid [common industry challenge] with proven virtual assistant support
Hi [Name],
I’ve noticed several companies in [industry] struggling with [specific challenge] – particularly [competitor name]. Through my work as a specialized Virtual Assistant, I’ve helped businesses avoid these pitfalls through:
- Implementing [specific solution]
- Streamlining [relevant process]
- Automating [repetitive task]
- Managing [critical operation]
My clients typically see [specific improvement] within the first month. Would you be interested in learning how I could help [Company Name] stay ahead of these challenges?
Best regards,
[Your name]
When to use
Use this email template when you can tactfully reference competitor challenges that your prospect might face.
13. Competitor Name-Drop Email
This is an email template that tactfully references your work with competitors to establish credibility.
Template:
Subject: Insights from working with [Competitor Industry]
Hi [Name],
I recently helped [Competitor A] and [Competitor B] achieve [specific result] in their [specific department/area].
Given [Company]’s similar focus on [specific goal/challenge], I thought you might be interested in learning how I:
- Helped them overcome [specific challenge]
- Achieved [specific matric/result]
- Implemented [specific solution]
Would you be open to a brief discussion about how we could achieve similar results for [Company]?
Best regards,
[Your name]
When to use
Use this template when you have strong results with competitors and can share non-confidential insights demonstrating value. Be careful to avoid appearing threatening or breaching confidentiality.
E) Expertise & Credibility-Building Templates
These templates are perfect for situations where you need to establish trust and demonstrate your capabilities. These templates focus on your experience, success stories, and concrete results.
14. Share Your Experience Information
This template showcases your track record and expertise in specific industries or tasks, making it perfect for targeting established businesses. It creates credibility through years of relevant experience.
Template:
Subject: [X] years of [industry] experience at your service
Hello [First Name],
With [X] years of experience supporting [industry] executives, I’ve developed systems that have helped my clients:
- Reduce email time by x%
- Automate x% of recurring tasks
- Save x+ hours weekly on administration
I noticed [Company Name] is scaling rapidly, and I believe my experience in [specific relevant project/task] could be valuable for your team.
Would you be interested in a brief call to discuss how my expertise could support your growth?
Regards,
[Your name]
When to use
This cold email template is ideal for experienced VAs targeting larger companies or established businesses. Most effective when you have significant industry-specific experience to showcase.
15. New to the Field?
Turn perceived inexperience into an advantage by highlighting fresh perspectives and enthusiasm. This template focuses on your transferable skills and eagerness to deliver exceptional service.
Template:
Subject: Fresh perspective + proven systems = Your time back
Hello [First Name],
While I’m newer to the virtual assistant field, my background in [relevant previous experience] combined with my recent specialized virtual assistant training in [specific skills] allows me to bring a unique perspective to [industry].
I’ve already helped [reference 1-2 current clients] save 5+ hours weekly through:
- Advanced digital organization
- Process documentation
- Administrative support
- [Other relevant skill]
Would you be open to a 15-minute chat where I can demonstrate how my fresh approach and enthusiasm could benefit [Company Name]?
Best regards,
[Your name]
When to use
This cold email template is perfect for new virtual assistants who want to be transparent while highlighting their transferable skills. Works well when targeting small businesses or startups who might appreciate fresh perspectives.
16. Proving Your Point
You can use concrete examples and real success stories to build credibility. This template leverages specific metrics and case studies to show tangible results you’ve achieved for similar clients.
Template:
Subject: How I saved [Similar Company] 12 hours/week – here’s proof
Hello [First Name],
I recently helped [Similar Company in their industry] reduce their administrative workload by 12 hours weekly. Here’s the exact process I used:
- Implemented an automated email management system
- Created standardized templates for recurring tasks
- Streamlined their scheduling process
As a Virtual Assistant with [X] years of experience in [industry], I notice similar opportunities in your business operations that could save you significant time.
Would you be open to a 15-minute call where I can show you the specific systems I could implement for [Company Name]?
Best regards,
[Your name]
When to use
This is ideal for prospects who need concrete evidence of VA impact. It is most effective when you have solid case studies or success stories to share from similar businesses.
F) Problem-solving & Solution-Based Templates
These templates focus on identifying and addressing specific pain points in your prospect’s business operations. They’re most effective when you’ve done your research and can point to specific challenges the prospect is facing.
17. VA for Handling Emails
This template demonstrates your expertise in email organization and shows how you can transform a chaotic inbox into a manageable system.
Template:
Subject: Drowning in emails? Let me handle your inbox
Hello [First Name],
Is your inbox preventing you from focusing on core business activities? As a specialized Email Management virtual assistant, I help executives reduce their email time by 75%.
Here’s what I can do for you:
- Filter and prioritize important emails
- Draft responses for your review
- Manage follow-ups and reminders
- Handle newsletter subscriptions and spam
My current clients save 2+ hours daily on email management alone. Would you be interested in seeing how I could implement a similar system for your inbox?
Available for a 15-minute demo this week?
Best regards,
[Your name]
When to use
Perfect for professionals who receive 50+ emails daily. Especially effective when targeting executives who’ve mentioned email overwhelm on social media or in interviews.
18. Time Management Support
It focuses specifically on how VA services can transform time management and productivity. This cold email appeals to overwhelmed professionals by showing how you can help them reclaim their time.
Template:
Subject: Transform your workweek with expert virtual assistant support
Hello [First Name],
Are you spending your valuable time on:
- Meeting scheduling
- Email organization
- Data entry
- Basic research
As a Time Management virtual assistant, I help executives like you reclaim 20+ hours monthly through:
- Strategic calendar management
- Priority task handling
- Workflow optimization
- Process automation
Would you like to see how I could help you focus on high-impact activities?
Best regards,
[Your name]
When to use
It is most effective when targeting executives who frequently post about time management challenges or work-life balance.
19. Dig Their Weakness And How You Can Help
Here’s a unique template that I use a lot. It Identifies specific inefficiencies in the prospect’s business operations and proposes solutions. This shows how your services can address particular pain points you’ve observed.
Template:
Subject: I spotted an opportunity in your [specific process]
Hi [First Name],
I noticed [Company Name] is handling [specific process] manually, which typically consumes 10+ hours weekly. As a virtual assistant specializing in [relevant skill], I’ve helped companies automate this exact process, reducing time spent by 80%.
Here’s what I recently achieved for a similar company:
- Automated [specific task]
- Streamlined [specific process]
- Reduced processing time from X to Y
Would you be interested in learning how I could implement similar improvements for [Company Name]?
Best regards,
[Your name]
When to use
It’s best used when you’ve identified specific inefficiencies in a prospect’s business through research. This is particularly effective when targeting companies with visible operational challenges.
G) Consultation and Offer Templates
This kind of cold email template for virtual assistant focuses on low-risk entry points for potential clients. These are designed to convert interest into action. You can use them when you want to reduce barriers to entry or when targeting prospects who might be hesitant about committing to VA services.
20. Approach With Free Consultation
By offering a free consultation, you demonstrate confidence in your services. It allows prospects to experience your expertise firsthand without any commitment. I made a lot of permanent clients with this technique.
Template:
Subject: Free 30-minute consultation: Streamline your business operations?
Hello [First Name],
I noticed [Company Name]’s recent growth and wanted to extend a complimentary 30-minute consultation to discuss how a dedicated Virtual Assistant could optimize your operations.
Being a virtual assistant specializing in [industry], I’ve helped businesses like yours save 15-20 hours monthly through efficient systems and processes. I’d love to share specific strategies that could work for [Company Name].
Would you be interested in a free consultation this week? I can demonstrate live how I:
- Streamline your email management
- Optimize your calendar
- Handle recurring administrative tasks
Pick a time that works for you: [Calendly link]
Best regards,
[Your name]
When to use
This is perfect for reaching out to prospects who might be hesitant about hiring a VA. Works best when targeting small business owners or entrepreneurs who are clearly overwhelmed with administrative tasks.
21. Promotions to Incentivize
Offers special deals or trial periods to reduce the risk of trying VA services. This template creates urgency and makes it easier for hesitant prospects to take the first step.
Template:
Subject: Special offer: Try risk-free virtual assistant services
Hello [First Name],
For the next two weeks, I’m offering a special package for new clients:
- 10 hours of virtual assistant support
- Full money-back guarantee
- Complimentary systems setup
- Priority support
Normal rate: [X]
Special offer: [Y]
Valid until: [Date]
Ready to experience the benefits of professional virtual assistant support? Let’s schedule a quick call to discuss your needs.
Best regards,
[Your name]
When to use
Best for time-limited promotions or when targeting price-sensitive prospects. Effective during slow business seasons or when launching new services.
H) Follow-up and conversation templates
Use these templates after initial contact and when you need to overcome specific concerns or formalize your service offering. They’re particularly effective for closing deals with prospects who have shown genuine interest but haven’t yet committed.
22. Proposal & Deal Closing
Transform interest into commitment with a clear, professional proposal. This template outlines specific services, pricing, and terms in a way that makes decision-making easier for prospects.
Template:
Subject: Your customized virtual assistant support proposal
Hello [First Name],
Thank you for our discussion about your administrative needs. Based on your challenges with [specific pain points], here’s my proposed solution:
Package Details:
- Hours of monthly support
- Priority focus on [key tasks]
- [Specific systems/tools] implementation
- Weekly progress reports
Investment: [Price] per month
Special offer: [First-month discount/extra hours/free trial]
Ready to reclaim your time? Reply to schedule your onboarding call.
Best regards,
[Your name]
When to use
Use after initial contact when the prospect has shown interest. Effective for converting warm leads into clients.
23. Addressing Concerns
This cold email template for virtual assistant builds trust by acknowledging concerns and providing clear solutions and reassurances.
Template:
Subject: Addressing your questions about virtual assistant support
Hi [First Name],
I understand your concerns about my virtual assistant support. Many of my current clients had similar worries before we started working together.
Here’s how I address this:
[Specific solution/safeguard]
[Relevant experience/certification]
[Client testimonial/result]
Would you like to schedule a call to discuss this further and see how we could make this work for you?
Best regards,
[Your name]
When to use
This is perfect for following up with prospects who expressed specific concerns. Use when you need to overcome common objections about VA services.
I) Framework-Based Emails
These systematic approaches ensure your message flows logically and persuasively. It makes sure they are effective for formal business development outreach.
24. The AIDA Cold Email
This is an email structured around the Attention-Interest-Desire-Action framework. It’s a marketing tactic used for sparking interest.
Template:
Subject: [Attention-grabbing statement about their industry]
Hi [Name],
[Attention] Did you know that [surprising industry statistic/fact]?
[Interest] This is particularly relevant for companies like [Company] because [specific reason].
[Desire] I’ve helped similar companies achieve [specific result] by [solution overview].
[Action] Would you be interested in a 15-minute call to discuss how I could help [Company] achieve similar results?
Best regards,
[Your name]
When to use
Use this email template when you want to follow a proven marketing framework in your outreach.
25. The Low Pressure, Data-Backed Cold Email
Here’s a non-aggressive email that leads with data and offers value without pushing for immediate action.
Template:
Subject: Interesting findings about [industry] efficiency + virtual assistant solution
Hi [Name],
Recent [industry] research shows that [specific data point/trend]. As a Virtual Assistant specializing in [relevant expertise], I’ve been helping companies leverage this insight through:
- Implementation of [specific solution]
- Development of [relevant system/process]
- Optimization of [key area]
- Analytics and reporting on [metrics]
My clients have achieved [specific outcome], with one recently reporting [concrete result]. I believe similar opportunities exist for [Company Name].
Would you be interested in a brief discussion about how these insights could benefit your operations?
Best regards,
[Your name]
When to use
It’s a helpful template for approaching high-level executives or in industries where aggressive sales tactics are poorly received.
J) Cold Email Template for Networking
If you need some professional templates explicitly designed for career development and industry connection, then this is it. These emails focus on building meaningful professional relationships.
26. The "Making Connections" Email
Here’s a cold email template for virtual assistants, who focuses on building a professional relationship rather than immediate business opportunities.
Template:
Subject: Fellow [Industry] professional connecting
Hi [Name],
I came across your profile while researching [specific topic/industry trend] and was impressed by your work on [specific project/initiative].
I currently work as a virtual assistant and would value connecting with someone with your expertise in [specific area].
Would you be open to a brief conversation to share insights about [specific industry challenge/trend]? I can bring my skills as a virtual assistant to help deal with those challenges and trends.
Best regards,
[Your name]
When to use
Try out this template when building your professional network or seeking industry insights rather than immediate sales opportunities.
27. LinkedIn Cold Email
This is a follow-up email after connecting on LinkedIn that builds on shared interests or connections.
Template:
Subject: Expanding on our LinkedIn connection – virtual assistant support for [specific need]
Hello [First Name],
Thank you for connecting on LinkedIn. Your recent post about [specific content] resonated with me, particularly your points about [detailed observation].
As a Virtual Assistant specializing in [relevant area], I’ve helped professionals like yourself:
- Streamline [specific process]
- Automate [routine task]
- Manage [common challenge]
- Optimize [key area]
Would you be open to a brief conversation about how my virtual assistant services could help address some of the challenges you mentioned in your post?
Best regards,
[Your name]
When to use
It’s best to use the template within 24-48 hours of connecting with someone on Linkedin.
K) Cold Email Templates for Active Applicants
The following cold email templates are helpful for job seeker virtual assistants. If you are a VA, looking for new job opportunities, these cold email templates work great for building connections. They worked wonders in various cases.
28. Thank You Email
After submitting a job application, you can use this template as an immediate response. This shows your commitment and positive attitude.
Template:
Subject: Thank you for considering my application – [Position]
Hi [Hiring Manager’s Name],
I wanted to thank you for considering my application for the [Position] role at [Company].
My experience as a virtual assistant in [key skill/achievement] aligns well with your requirements, and I’m particularly excited about [specific company initiative].
I’d welcome the opportunity to discuss how I can contribute to [Company]’s success.
Best regards,
[Your name]
[Phone number]
[LinkedIn profile]
When to use
This template is very effective to use within 24 hours of submitting a job application.
29. Interview Confirmation Email
You can use this template as a starting point for responding to an interview opportunity. This template confirms that you will join the interview meeting.
Template:
Subject: Interview Confirmation – [Position] Role, [Date]
Hi [Name],
Thank you for scheduling an interview for the virtual assistant position. I’m confirming our meeting on:
Date: [Date]
Time: [Time]
Location/Method: [Location/Platform details]
I’ll prepare to discuss the following:
– My experience with [relevant skill/project]
– My approach to [specific challenge]
– Examples of [relevant achievement]
Please let me know if you need any additional information before our meeting.
Best regards,
[Your name]
When to use
You have to use this template immediately after you have received the interview details.
30. Post-Interview Thank You Email
Here’s a cold email follow-up template you can use to express gratitude. It’s also a great way to intrigue the interest of the interviewers.
Template:
Subject: Thank you for meeting with me today
Hi [Interviewer’s Name],
Thank you for taking the time to discuss the virtual assistant role with me today. I particularly enjoyed our conversation about [specific topic discussed].
Our discussion reinforced my enthusiasm for the position and my confidence that my background as a virtual assistant would enable me to [achieve a specific goal] for [Company].
I look forward to hearing about the next steps in the process.
Best regards,
[Your name]
When to use
It’s a useful template to use within 24 hours of completing an interview to keep the connection.
31. Job Offer Acceptance Email
After you have gotten the job, you can use this template as a professional acceptance of a formal job offer.
Template:
Subject: Accepting Virtual Assistant Position – [Your Name]
Dear [Hiring Manager’s Name],
I am writing to formally accept the Virtual Assistant position at [Company Name]. I’m excited about bringing my expertise in [specific skills] to support your team’s success.
To confirm the details we discussed:
- Start Date: [Date]
- Working Hours: [Schedule]
- Rate: [Amount]
- Primary Responsibilities: [Key tasks]
I’ll complete all pre-employment requirements by [date] and look forward to our onboarding session.
Thank you for this opportunity to contribute to [Company Name]’s growth.
Best regards,
[Your name]
When to use
You can use this template within 24-48 hours of receiving a formal job offer.
32. Job Offer Decline Email
If you don’t want to accept a job offer, then this template can be a polite and professional decline of a job offer.
Template:
Subject: [Position] Offer – [Your Name]
Dear [Hiring Manager’s Name],
Thank you for offering me the [Job Title] position at [Company Name]. I truly appreciate your taking the time to consider me and answer my questions.
After careful consideration, I have declined the offer as I have accepted another position that better aligns with my current career goals.
I wish you and the team continued success and hope our paths cross again.
Best regards,
[Your name]
When to use
You have to use the template as soon as you’ve decided to decline the offer
L) Cold Email Templates for Sales
You can use the following templates to help your clients reach out for sales as a VA. These are undeniably some of the best cold email templates for sales.
33. The "Startup Technique"
Now, this is a cold email sales template that leverages the agility and innovation of startup culture to connect with prospects.
Template:
Subject: [Company name] + [Your company]: Quick idea
Hi [Name],
I’m [Your name], and I am helping startups like [similar company] to [achieve specific results] with my skills as a competent virtual assistant.
I noticed [company name] is [specific observation about their business/challenge].
Would you like to learn how I helped [similar company] [achieve a specific metric] as their dedicated virtual assistant?
Best regards,
[Your name]
When to use
Use this one when targeting growing companies or startups that value innovation and quick results.
34. Grabbing the Prospect’s Attention Technique
This cold email template for virtual assistants is a compelling opener. It immediately hooks the reader with a relevant observation or insight.
Template:
Subject: [Intriguing statistic] for [Company Name]
Hi [Name],
Did you know that [interesting industry statistics/facts relevant to their business]?
I noticed [Company Name] is [specific observation], and this statistic might be particularly relevant because [explanation].
As a virtual assistant, I recently helped [similar company] achieve [specific result] by addressing this challenge.
Would you be interested in learning how I did it?
Best regards,
[Your name]
When to use
Use the template when you have compelling data or insights that directly relate to the prospect’s business challenges.
Read More: How to Use VA for Email Marketing Campaigns?
Why Cold Emails are Essential for Virtual Assistants?
Reaching out and establishing a connection is crucial for a virtual assistant. Cold emails are a great way to do it. Here’s how it can help a VA –
- Expand Client Base: Sending cold emails immensely helps generate responses. If you can use the right cold email approach to suit your client, you can add them to your client’s list.
- Key Advantages: Apart from expanding your client list, you will get some key benefits with cold emails. These are some sure shot benefits.
- Cost-effective: Cold emails are the most cost-effective choice among various ways to reach clients. You just have to research and personalize cold email templates a bit. And you are done.
- Scalable: Cold emailing can help you reach a wide range of audiences regardless of their location, making VA emailing much more scalable.
- Enable direct outreach to targeted prospects: Cold emails work much better for reaching targets than ads or posts. It’s more direct than the other ways to be visible and noticeable.
- Cost-effective: Cold emails are the most cost-effective choice among various ways to reach clients. You just have to research and personalize cold email templates a bit. And you are done.
How to Write a Cold Email Template for Virtual Assistant Success?
Whether hunting for a client or working with one, knowing how to write a cold email can pay dividends.
Firstly, as a VA, you can use cold email templates to get more clients for yourself. Along with that, you can also work for other clients as a cold email expert to work on their email marketing campaigns.
That’s why knowing how to write a cold pitch email can help you out a lot as a VA. Here’s how you should approach writing the perfect cold email pitch.
- Set Up Your Mind: Before you start writing a cold email pitch, getting into the right mindset is crucial. Determine your target audience and how you want to approach them.
- Research Thoroughly: Next, you need to start researching. You can learn about the client or whomever you want to email by visiting their website, social media, blogs, or any other relevant resource.
- Crafting the Perfect Subject Line: Based on your research, you must create a subject line that immediately catches their attention. A catchy subject line is the first impression you create.
- Engaging the Target: Once you grab the attention with the subject line, you have to make your mark in the first two sentences. Make the first two sentences of your email highly engaging.
- Providing Value: You have got their attention and reeled them in with engagement. Now, it’s time to add value. Get to the point of your email, and tell them what value you provide.
- Social Proof: Adding some sort of social proof is crucial to become trustworthy for the target. They need to know that you are not just words but actions.
- CTA for the Win: Lastly, include a call to action, making their journey of choosing you easier. Try to make the CTA as convincing as possible.
Read More: How to Use VA for Email Outreach?
Conclusion
In short, a VA can utilize these templates to leverage better outreach and client acquisition for themselves. They also become an asset to businesses for their cold email needs by saving time and increasing leads.
Get a template and personalize it to get the most out of them. Reach out for personalized help today to grow your cold emailing approach.
FAQs
What tools can virtual assistants use to enhance cold email campaigns?
Virtual assistants can use email productivity tools (such as: Boomerang), tracking, automation, research tools, and CRM systems to enhance cold email campaigns.
You can check out our 80+ Virtual Assistant Software Tools article to explore more.
How do I measure the success of my virtual assistant's cold email campaigns?
To measure success, you can track open, response, and conversion rates. You can also consider client acquisition cost and long-term client value.
Why is personalization in cold emails so crucial?
When you personalize cold emails, you show effort, interest, and commitment. This makes it more convincing for the audience to open and respond to your cold emails.
Can I scale my cold email campaigns with virtual assistants?
Yes, you can easily scale your cold email campaigns with VAs. They can help you with template customization, automated research processes, and follow-ups.
Why is personalization in cold emails so crucial?
When you personalize cold emails, you show effort, interest, and commitment. This makes it more convincing for the audience to open and respond to your cold emails.
