VA Email Etiquette Flashcards

A client sends an email marked 'URGENT' but it's a low-priority task. How should a VA handle the discrepancy?

Answer: Confirm the real priority politely while addressing it promptly

Politely confirming the true priority while responding promptly manages expectations without dismissing the client.

When should you use 'Reply All' on a group client email?

Answer: Only when every recipient genuinely needs your reply

Reply All should be reserved for when the whole group truly needs the information, avoiding inbox clutter.

A VA manages a client's shared inbox. What is good etiquette when responding on the client's behalf?

Answer: Follow agreed protocols and represent the brand voice accurately

Following agreed protocols and matching the brand voice keeps representation consistent and authorized.

How should you handle an email where you were accidentally CC'd on a confidential internal discussion?

Answer: Notify the sender discreetly and avoid spreading the content

Discreetly informing the sender and not sharing the content respects confidentiality and professionalism.

What is the best way to ensure email attachments reach the client successfully?

Answer: Confirm file size limits and use a shared link for large files

Checking size limits and using shared links for large files prevents bounced or undeliverable emails.

A client hasn't replied to an important email after several days. The appropriate follow-up is to:

Answer: Send one polite, brief reminder referencing the original email

A single polite reminder that references the original keeps things moving without pressuring the client.

Which habit best prevents embarrassing email errors before sending?

Answer: Proofreading and verifying recipient and attachments before hitting send

A final proofread and check of recipient and attachments catches most common mistakes before they go out.