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Cheat SheetClient CommunicationFree

10 Client Messages Every Beginner VA Should Know How to Write

A practical communication cheat sheet for new VAs who want to sound clear, professional, and reliable with clients.

Stop staring at the message box wondering what to say. Use these examples as practical starting points for real client conversations.

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Free PDF · Beginner-friendly · No experience required

This guide is for you if…

You are starting out as a VA and are unsure how to communicate with clients
You know how to do the work but sometimes struggle with what to say
You overthink updates, follow-ups, mistakes, delays, or approval requests
You want to sound professional without sounding stiff or robotic

What’s inside

01Asking for Clarification
02Asking for Missing Information or Access
03Giving a Progress Update
04Following Up When the Client Has Not Responded
05Reporting a Delay
06Owning a Mistake
07Asking for Approval
08Pushing Back on an Unrealistic Deadline
09Responding to an Out-of-Scope Request
10Closing Out a Completed Task

Each situation includes what to avoid saying, a clearer version you can adapt, why it works, and how to make it sound like you.

A look inside

Sample page showing a weaker client message and a clearer rewritten version for asking a clarifying question. — A weaker message, a clearer version, and why it works.

Sample page showing the DONE, NOW, BLOCKED, NEXT structure for writing a progress update. — The DONE → NOW → BLOCKED → NEXT update framework.

Sample page of the printable Before You Hit Send checklist with seven review questions. — The printable Before You Hit Send checklist.

Also included

5 communication habits that make client work easier
Printable Before You Hit Send checklist
Practical examples for Slack, email, WhatsApp, and project tools

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