VA Email Etiquette Flashcards

A client emails you on Friday at 6 PM with a non-urgent request. As a VA respecting professional boundaries, when should you reply?

Answer: Within your agreed working hours, e.g. Monday morning

Replying within agreed working hours maintains boundaries while keeping the client confident their request is tracked.

Which subject line is most effective for an email requesting client approval on a draft?

Answer: Approval needed: Blog draft by Thursday

A specific subject line stating the action and deadline helps the client prioritize and respond faster.

You need to send the same onboarding message to 30 separate clients who don't know each other. Which field protects their privacy?

Answer: BCC

BCC hides recipients' addresses from one another, protecting privacy when contacting people who shouldn't see each other's details.

A client's email contains an angry, all-caps complaint. What is the most professional first step?

Answer: Pause, then respond calmly acknowledging their concern

Pausing to respond calmly and acknowledge the concern de-escalates tension and preserves the relationship.

What is the best practice for using email read receipts with clients?

Answer: Use sparingly, only when confirmation truly matters

Read receipts can feel intrusive, so reserve them for emails where delivery confirmation genuinely matters.

You realize you sent an email with the wrong attachment. What should you do?

Answer: Send a brief follow-up with the correct file and a short apology

A prompt, brief correction with the right file shows accountability and minimizes confusion.

Which closing is most appropriate for ongoing professional client correspondence?

Answer: Best regards

"Best regards" is warm yet professional and suits ongoing business communication.