Virtual assistant retainer proposal: Free template

Customize this free virtual assistant retainer proposal with Cobrief

Open this free virtual assistant retainer proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on your client’s workload, time zone, and preferred support style. You can also use AI to review your draft — spot gaps, tighten language, and improve clarity before sending.

Once you're done, send, download, or save the proposal in one click — no formatting or setup required.

This template is fully customizable and built for real-world use — ideal for businesses or individuals who want flexible, ongoing virtual assistant support across admin, operations, scheduling, and communication tasks. Whether you’re working with founders, agencies, or remote teams, this version gives you a structured head start and removes the guesswork.

What is a virtual assistant retainer proposal?

A virtual assistant retainer proposal outlines your plan to provide dedicated support on a recurring basis, typically measured in hours or task blocks per month. It includes service scope, communication preferences, turnaround times, availability windows, and retainer pricing.

This type of proposal is used by freelance VAs, executive support professionals, and virtual support agencies offering structured, long-term help.

Use this proposal to:

• Help clients stay focused by offloading routine or time-consuming work.
• Provide proactive, reliable admin and ops support without micromanagement.
• Establish clear boundaries, turnaround expectations, and retainer terms.
• Offer peace of mind through consistent availability and monthly planning.

This proposal turns casual task delegation into a dependable support system.

Why use Cobrief to edit your proposal

Instead of copying a static template, you can use Cobrief to tailor and refine your proposal directly in your browser — with AI built in to help along the way.

• Edit the proposal directly in your browser: No setup or formatting required — just click and start customizing.
• Rewrite sections with AI: Highlight any sentence and choose from actions like shorten, expand, simplify, or change tone.
• Run a one-click AI review: Get instant suggestions to improve clarity, fix vague sections, or tighten your message.
• Apply AI suggestions instantly: Review and accept individual AI suggestions, or apply all improvements across the proposal in one click.
• Share or export instantly: Send your proposal through Cobrief or download a clean PDF or DOCX version when you’re done.

Cobrief helps you create a polished, persuasive proposal — without wasting time on formatting or second-guessing your copy.

When to use this proposal

This virtual assistant retainer proposal works well in situations like:

• When a client needs consistent help each week but doesn’t want to hire full-time.
• When managing calendars, inboxes, or admin systems is slowing down growth.
• When scaling teams want to delegate onboarding, documentation, or internal comms.
• When executives need a reliable right-hand partner to filter tasks and requests.
• When clients want task support but also judgment, follow-through, and discretion.

Use this proposal to show how a structured retainer leads to less chaos — and more clarity.

What to include in a virtual assistant retainer proposal

Each section of the proposal is designed to help you explain your offer clearly and professionally. Here's how to use them:

• Executive summary: Frame the retainer as a way to reduce mental load, create focus, and build structure through dependable support.
• Scope of work: Include common services like calendar/email management, task coordination, client comms, SOP upkeep, travel booking, meeting notes, research, or light project management. Tailor based on the client’s industry and tools.
• Timeline: Break into onboarding (first 3–5 days), weekly rhythm (check-ins, status updates), and monthly review or rollover. Emphasize flexibility with structure.
• Pricing: Offer tiered retainers (e.g., 10, 20, 40 hours/month) with clear hourly breakdowns and overage policies. Optional add-ons may include weekend coverage, CRM upkeep, or executive reporting.
• Terms and conditions: Clarify communication tools (e.g., Slack, email, Notion), turnaround time windows, rollover limits, boundaries (e.g., availability hours), and retainer renewal/cancellation rules.
• Next steps: Include a CTA like “Approve to begin onboarding and kickoff week” or “Schedule alignment call to finalize your task list and tool access.”

How to write an effective virtual assistant retainer proposal

Use these best practices to show structure, calm, and reliability:

• Make the client the focus: Emphasize how this frees up their time, improves flow, and reduces friction in their daily operations.
• Personalize where it matters: Reference their industry, tools, or specific pain points (e.g., meeting overload, email backlogs, missed follow-ups).
• Show results, not just availability: Use examples like “Cleared 3-month backlog in first 2 weeks” or “Reduced average task delay from 3 days to under 24 hours.”
• Be clear and confident: Avoid vagueness — define what’s included, what turnaround looks like, and how you’ll stay in sync.
• Keep it skimmable: Use short sections and bullet points so busy execs can scan quickly and approve without hesitation.
• End with momentum: Recommend a light-touch kickoff — like a 2-hour strategy session — to align quickly and build confidence.

Frequently asked questions (FAQs)

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This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.