Email marketing isn’t just for big brands—it’s a powerful tool that virtual assistants (VAs) can use to attract clients, build relationships, and generate consistent income. Unlike social media, where algorithms control visibility, emails go directly to your audience’s inbox, making it a reliable way to stay connected with potential clients.
If you’re not using email marketing yet, you’re missing out on a cost-effective way to grow your VA business.
In this guide, you’ll learn how to use email marketing to attract, nurture, and convert leads into long-term VA clients.
1. Build an Email List of Potential Clients
To grow your VA business, you need a list of business owners, entrepreneurs, and professionals who might need your services.
✔ Add past and current clients to your list.
✔ Offer a freebie (lead magnet) to attract subscribers.
✔ Collect emails from LinkedIn, networking groups, and referrals.
💡 Best Email Marketing Tools for VAs:
- MailerLite (Beginner-friendly & free for up to 1,000 subscribers)
- ConvertKit (Great for service-based businesses)
- Flodesk (Beautiful email designs for creatives)
2. Create a Lead Magnet to Attract Subscribers
People won’t sign up for your email list without a reason. A lead magnet is a free resource that provides value in exchange for an email address.
✔ VA Checklists & Templates – “The Ultimate Inbox Organization Checklist”
✔ Mini E-Books – “10 Time-Saving Hacks Every Entrepreneur Should Know”
✔ Free Video or PDF Guide – “How to Hire a Virtual Assistant”
💡 Example Lead Magnet Offer:
“Download my free ‘VA Task Delegation Guide’ and learn what tasks to outsource today!”
3. Write a Welcome Email That Builds Trust
Once someone joins your list, send a welcome email to introduce yourself and set expectations.
✔ Thank them for signing up.
✔ Remind them why they subscribed (mention the lead magnet).
✔ Share a little about your VA business and how you help clients.
💡 Example Welcome Email:
“Hi [First Name], thanks for signing up! I’m [Your Name], a virtual assistant specializing in [your niche]. Over the next few weeks, I’ll share tips on productivity, outsourcing, and business growth. Let’s connect—reply and tell me about your business!”
4. Send Weekly or Biweekly Emails to Stay Top of Mind
If you only email when you need clients, people will forget you. Regular emails build trust and authority over time.
✔ Share VA tips and industry insights.
✔ Send client success stories or case studies.
✔ Offer exclusive deals or promotions for your services.
💡 Example Email Subject Lines:
📩 “3 Simple Ways to Save 10+ Hours This Week”
📩 “The #1 Mistake Business Owners Make When Hiring a VA”
📩 “Need More Time? Here’s How I Can Help”
5. Use Storytelling to Make Your Emails Engaging
People connect with stories, not just sales pitches.
✔ Share your journey as a VA (how you started, lessons learned).
✔ Talk about client transformations (before vs. after working with you).
✔ Be authentic and relatable—don’t sound robotic.
💡 Example Email Storyline:
“Last year, one of my clients was drowning in emails, spending 3 hours daily in their inbox. After working together, we reduced that to 30 minutes per day. Here’s how I did it…”
6. Add Call-to-Actions (CTAs) That Lead to Bookings
Emails should guide readers toward taking action—not just entertain them.
✔ Direct them to book a discovery call.
✔ Offer a special discount for email subscribers.
✔ Encourage replies by asking a question.
💡 Example CTA:
“Feeling overwhelmed? Let’s chat about how I can support you! Click here to schedule a free consultation.”
7. Use Email Automation to Save Time
You don’t need to manually send emails—automation handles it for you.
✔ Set up a 5-email welcome sequence for new subscribers.
✔ Create an automated follow-up email for inactive leads.
✔ Use scheduling tools (MailerLite, ConvertKit) to plan ahead.
💡 Example Automation Flow:
1️⃣ New subscriber joins email list.
2️⃣ They receive a welcome email instantly.
3️⃣ Two days later, they get a helpful tip about outsourcing.
4️⃣ A week later, they receive an email with a call-to-action to book a call.
8. Promote Your Email List on Social Media
Grow your email list by promoting it on other platforms.
✔ Add an email sign-up link in your Instagram bio.
✔ Mention your lead magnet in LinkedIn posts.
✔ Create a pinned post on Facebook with your sign-up link.
💡 Tip: The more visibility your email list has, the faster it will grow!
9. Track Your Email Performance & Improve
Analyze your emails to see what works best.
✔ Check open rates (ideal: 30% or higher).
✔ Improve click-through rates (ideal: 2–5%).
✔ Remove inactive subscribers every 6 months.
💡 Tip: If emails aren’t getting opened, try testing different subject lines.
10. Use Email Marketing to Sell Without Being Pushy
Clients hire VAs when they trust them—not because of hard sales tactics.
✔ Educate first, then sell.
✔ Focus on solving client problems.
✔ Offer limited-time promotions to encourage action.
💡 Example Soft Sell Email:
“Are you ready to delegate time-consuming tasks? I have 2 open spots for new clients this month. Let’s chat about how I can help!”
Final Thoughts
Email marketing helps you build relationships, showcase your expertise, and attract more VA clients—all on autopilot. By consistently providing value, storytelling, and calls-to-action, you’ll stay top of mind when business owners need support.
✅ Build an email list of potential clients
✅ Create a valuable lead magnet to attract subscribers
✅ Send regular emails with VA tips, stories, and offers
✅ Use automation to save time and nurture leads
✅ Promote your email list on social media for growth
Next Steps:
💡 Start building your email list today! Choose a freebie, set up an email tool, and create your first email sequence. 🚀