Re-engagement Sequence for Virtual Assistants Email Guide
Why Re-engagement Sequence Emails Fail for Virtual Assistants (And How to Fix Them)
Your client list feels thinner than it used to, or past inquiries have gone completely cold. Many Virtual Assistants find that even the most promising leads eventually drift away.
You pour effort into initial connections, but then silence settles in. It's a common pattern, and it can feel like opportunities are slipping through your fingers.
This isn't a problem with your services; it's a gap in your follow-up strategy. A well-crafted re-engagement sequence brings those dormant connections back to life, reminding them of your value and the solutions you offer.
It's about nurturing relationships, not just closing sales. The templates below are designed to cut through the noise, re-establish connection, and prompt action from your past leads and subscribers.
The Complete 4-Email Re-engagement Sequence for Virtual Assistants
As a virtual assistant, your clients trust your recommendations. This 4-email sequence helps you introduce valuable tools without sounding like a salesperson.
The Miss You
Acknowledge the silence and show you care
Hi [First Name],
It's been a little while since we last connected, and I wanted to reach out. My inbox felt a bit quieter without you, and I wondered if everything was okay on your end.
Running a Virtual Assistant business keeps you incredibly busy, I know. Sometimes, life just gets in the way, or priorities shift.
But I also wanted to make sure you're still getting the resources and insights you signed up for. My goal is always to provide solutions that truly help Virtual Assistants like you manage clients, simplify operations, and achieve better results.
If there's anything I can help with, or if you've just been swamped, let me know.
Best, [YOUR NAME]
This email uses empathy and a non-salesy approach to re-open communication. By expressing a mild 'miss you' sentiment, it appeals to their sense of belonging and reminds them of the initial connection without demanding anything. It's a soft re-entry.
The Value Reminder
Remind them why they subscribed
Hi [First Name],
Remember when you first connected with me, perhaps looking for ways to handle client onboarding, improve your scheduling, or find new clients? Many Virtual Assistants struggle with the never-ending list of administrative tasks that don't directly generate income.
Things like managing your CRM, drafting proposals, or chasing invoices. These tasks can quickly pile up, stealing valuable billable hours.
My content and services are specifically designed to tackle these exact challenges. I focus on providing strategies and tools that free up your time, so you can concentrate on delivering high-value services to your clients and growing your business.
Whether it's a tip on using your [EMAIL MARKETING TOOL] more effectively or a system for client communication, my aim is to give you back precious hours. What's one area where you wish you had more time this week?
Best, [YOUR NAME]
This email re-establishes relevance by directly addressing a core pain point for Virtual Assistants (non-billable tasks). It reminds them of the initial promise of value and frames the sender as a problem-solver, subtly re-engaging their interest by connecting past needs with current solutions.
The Survey
Ask what they actually want from you
Hi [First Name],
I'm always looking for ways to better support Virtual Assistants in building thriving businesses. To make sure I'm creating the most helpful content and resources, I wanted to ask you a quick question.
What's the biggest challenge you're facing right now in your VA practice? Is it finding new clients, simplifying your workflow, managing client expectations, or something else entirely?
Your honest feedback helps me tailor my insights to what you genuinely need. Just hit reply and let me know.
It only takes a moment, and it ensures you get more of what matters to you.
Best, [YOUR NAME]
This email employs the principle of reciprocity and active listening. By asking for feedback, it shows genuine interest in their needs, making them feel heard and valued. This direct question reduces the cognitive load of guessing what they want, leading to higher engagement and more relevant future communication.
The Breakup
Give a final chance before removing them
Hi [First Name],
This is my final email to you for a little while. If you haven't been opening my emails, or if the content isn't relevant to your Virtual Assistant business anymore, that's completely fine.
My goal is to send valuable information only to those who truly want it. I'll be removing inactive subscribers from my list soon to keep things focused and ensure I'm only reaching VAs who find my insights helpful for managing clients, growing services, and achieving results.
If you'd like to stay connected and continue receiving tips on improving your VA practice, simply click here: [LINK TO RE-OPT-IN PAGE]. Otherwise, no action is needed, and I wish you all the best.
Best, [YOUR NAME]
This email uses scarcity and loss aversion. By stating that they will be removed, it creates a sense of potential loss, prompting a decision. The clear call to action (re-opt-in) makes it easy for genuinely interested subscribers to stay, while gracefully cleaning the list of disengaged contacts.
4 Re-engagement Sequence Mistakes Virtual Assistants Make
| Don't Do This | Do This Instead |
|---|---|
✕ Not having a clear client onboarding process. | Develop a structured, automated onboarding sequence using a CRM and scheduling software to impress new clients and save time. |
✕ Underpricing services due to fear of losing clients. | Conduct a value audit of your services and price based on the results you deliver, not just the hours you work. |
✕ Relying solely on word-of-mouth for new leads. | Implement a proactive marketing strategy, including regular email communication and networking within your target niche. |
✕ Getting bogged down in reactive tasks instead of proactive planning. | Dedicate time each week for strategic planning, reviewing your client needs, and identifying opportunities for new service offerings. |
Re-engagement Sequence Timing Guide for Virtual Assistants
When you send matters as much as what you send.
The Miss You
Acknowledge the silence and show you care
The Value Reminder
Remind them why they subscribed
The Survey
Ask what they actually want from you
The Breakup
Give a final chance before removing them
Use after 30-90 days of no opens or clicks.
Customize Re-engagement Sequence for Your Virtual Assistant Specialty
Adapt these templates for your specific industry.
Beginners
- Focus on mastering 1-2 core services first, such as email management or social media scheduling, before expanding.
- Invest time in setting up clear contracts and payment terms from day one to avoid future client issues.
- Actively seek out mentorship or join a VA community for support and shared learning.
Intermediate Practitioners
- Systematize your client processes using tools like [CRM] or [PROJECT MANAGEMENT TOOL] to improve efficiency and client experience.
- Identify opportunities to upsell or cross-sell existing clients with higher-value solutions that address their evolving needs.
- Delegate lower-level tasks to a junior VA or use automation to free up your time for strategic work.
Advanced Professionals
- Position yourself as an expert in a niche (e.g., VAs for coaches, VAs for real estate) to attract premium clients.
- Develop your own proprietary frameworks or methodologies for delivering your services to stand out in the market.
- Consider creating a small group coaching program or online course to scale your expertise beyond one-on-one client work.
Industry Specialists
- Deeply understand the specific pain points and language of your chosen industry to tailor your marketing and service offerings.
- Network within industry-specific groups and associations to become the go-to Virtual Assistant for that sector.
- Showcase industry-specific case studies and testimonials to build immediate credibility with potential clients.
Ready to Save Hours?
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