10 ChatGPT Prompts for Virtual Assistants
10 copy-paste ChatGPT prompts for virtual assistants - client updates, SOPs, inbox triage, meeting recaps, and admin handoffs.
Virtual assistants are trusted because they create order. The job is not only task execution - it is translating scattered inputs into clean updates, follow-ups, documents, and systems that keep a client moving.
These prompts are built for that layer of the work. They help VAs draft the recurring outputs that eat time every week, while keeping the final judgment on tone, prioritization, and client nuance with the assistant who understands the relationship.
Every prompt uses [BRACKETS] for your context. Copy, customize, and review before anything goes to a client, stakeholder, or team.
Prompts 1-3: Free to Use
Client onboarding, daily prioritization, and meeting follow-up.
1. Client Onboarding Brief from Notes
Turn messy kickoff notes into a clear first-draft onboarding summary for a new client.
Write a client onboarding brief for a virtual assistant engagement. Client name: [CLIENT NAME]. Services I will handle: [LIST]. Tools involved: [LIST]. Preferred communication channels: [EMAIL / SLACK / WHATSAPP / OTHER]. Response expectations: [DETAILS]. Priorities for the first 2 weeks: [LIST]. Create a brief with: (1) scope summary, (2) tools and access needed, (3) communication expectations, (4) immediate priorities, and (5) open questions I still need the client to answer.2. Daily Priority Digest for a Client
Package the day into a short priority update a busy founder can scan in one minute.
Write a daily priority digest for [CLIENT NAME]. Tasks completed yesterday: [LIST]. Urgent items today: [LIST]. Upcoming deadlines this week: [LIST]. Blockers or waiting items: [LIST]. Write a short update with: (1) today's top priorities, (2) anything needing the client's decision, (3) key deadlines, and (4) one recommendation on where they should focus attention.3. Follow-Up Email After a Client Meeting
Close the loop after a meeting with a recap that removes ambiguity and next-step drift.
Write a client follow-up email after a meeting. Client: [CLIENT NAME]. Purpose of the meeting: [PURPOSE]. Main decisions made: [LIST]. Action items: [LIST WITH OWNERS IF KNOWN]. Deadlines mentioned: [LIST]. Write an email with: (1) short thanks and recap, (2) decisions made, (3) action items by owner, and (4) the next check-in or milestone. Tone: organized, warm, and concise.Prompts 4-10: SOPs, inbox triage, research, and handoffs
Recurring task documentation, executive-ready summaries, and smooth internal handovers.
4. SOP for a Recurring Client Task
Document a repeated workflow so execution stops living in your head.
Write a standard operating procedure for this recurring client task: [DESCRIBE TASK]. Tools used: [LIST]. Frequency: [DAILY / WEEKLY / MONTHLY / AS NEEDED]. Edge cases to account for: [LIST]. Write an SOP with: (1) purpose, (2) tools and access required, (3) numbered steps, (4) common mistakes to avoid, and (5) what to do when the process breaks or needs escalation.5. Inbox Triage Update
Summarize a client's inbox into categories that make decisions faster.
Write an inbox triage update for [CLIENT NAME]. Emails reviewed: [NUMBER]. Urgent threads: [LIST]. Items needing a response this week: [LIST]. FYI-only items: [LIST]. Anything to archive or ignore: [LIST]. Format the update with: (1) urgent, (2) respond this week, (3) read only, and (4) archive. For each urgent item include sender, topic, and the recommended next action.6. Calendar Coordination Message
Draft a scheduling note that sounds polished without the usual back-and-forth.
Write a calendar coordination message on behalf of [CLIENT NAME]. Recipient: [NAME]. Meeting purpose: [TOPIC]. Duration: [LENGTH]. Time options: [LIST OPTIONS]. Time zone: [TIME ZONE]. Any constraints or preferences: [DETAILS]. Write a short message that: (1) states the purpose, (2) gives clear options, (3) makes it easy to confirm, and (4) includes any calendar link or follow-up instruction if relevant.7. Research Brief for a Client
Turn notes from research into a clean briefing with a recommendation.
Write a research brief for [CLIENT NAME]. Topic researched: [TOPIC]. Decision or project this supports: [DETAILS]. Findings gathered so far: [PASTE NOTES]. Sources used: [LIST]. Write a brief with: (1) 2-sentence summary, (2) key findings in bullets, (3) options or recommendations, and (4) what the client should decide or review next.8. Weekly Status Update
Send a weekly summary that demonstrates progress without overwhelming the client.
Write a weekly status update for [CLIENT NAME]. Tasks completed this week: [LIST]. Tasks in progress: [LIST]. Items pending the client's input: [LIST]. Upcoming priorities next week: [LIST]. Write the update with: (1) wins this week, (2) work in progress, (3) blockers or decisions needed, and (4) what happens next. Keep it easy to skim.9. Travel or Logistics Brief
Compile travel or event details into one reliable brief the client can reference quickly.
Create a travel or logistics brief for [CLIENT NAME]. Trip or event: [DETAILS]. Dates: [DATES]. Key bookings: [FLIGHTS / HOTEL / TRANSPORT / VENUE]. Meetings or appointments scheduled: [LIST]. Risks, timing constraints, or reminders: [LIST]. Write a brief with: (1) itinerary summary, (2) booking details, (3) key contacts, and (4) reminders or watchouts.10. Handoff Note for Another Assistant or Team Member
Transfer context cleanly so work does not stall when someone else steps in.
Write a handoff note for another assistant or team member. Client or project: [NAME]. Current status: [DETAILS]. Open tasks: [LIST]. Deadlines: [LIST]. Key preferences or working style notes: [DETAILS]. Risks or important context: [LIST]. Write a handoff with: (1) current status, (2) urgent tasks, (3) known preferences, (4) deadlines, and (5) what the next person should do first.Get all 10 prompts
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Great virtual assistants are remembered for reliability and clarity. These prompts speed up the writing around the work so you can protect both.
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