Virtual assistant task brief templates: 8 copy-paste SOPs
Quick answer: a good brief states the goal, the steps, one example, the tools, the rules and the deadline. Copy a template below, fill in the brackets and hand the task to anyone on your team.
Jump to a template:
General task brief
Use this for any new task. Ten lines is often enough. Related: How to work with a virtual assistant.
TASK: [one-line name] GOAL: why this task matters and what it is for. STEPS: 1) ... 2) ... 3) ... (how you do it today). EXAMPLE: link or paste one finished version you are happy with. TOOLS AND ACCESS: which apps, and which login or permission is needed. RULES: tone, limits, words to avoid, who approves. DEADLINE: date and time, and your time zone. DONE LOOKS LIKE: what the finished work should include. ASK ME WHEN: situations where you want a question, not a guess.
Inbox triage rules
Hand over your email without losing control of what matters. Related: Online virtual assistant.
GOAL: keep the inbox to a short list that needs me. ALWAYS FLAG TO ME: customers, money questions, legal, anything marked urgent, anyone on this VIP list: [names]. DRAFT FOR MY APPROVAL: replies to new enquiries, scheduling requests, supplier questions. REPLY WITHOUT ASKING: receipts, "thanks" messages, meeting confirmations using the approved reply below. ARCHIVE: newsletters, notifications, cold sales emails. NEVER: send anything about money, contracts or complaints without my approval. REPORT: a five-line summary at the end of each working day: handled, waiting for me, questions.
Invoice and bill entry SOP
For supplier bills entered into QuickBooks, Xero or a sheet. Related: Invoice processing services.
INBOX: all bills go to [email address]. One place only. ENTER: supplier, invoice number, date, due date, amount, tax, category. MATCH: check each bill against the order or contract. Flag any mismatch. DUPLICATES: search supplier and invoice number before entering. APPROVAL: bills over [amount] wait for my yes. Smaller bills are queued for payment. FILE: attach the bill to the entry and name it [supplier-date-number]. WEEKLY NOTE: bills entered, bills waiting, bills with questions. NEVER: press pay. I approve and release payments.
Customer support reply guide
Keep your tone when someone else answers your customers. Related: Customer support outsourcing.
TONE: [friendly and short / formal / warm]. Three replies I am proud of: [paste]. NEVER SAY: [phrases]. TOP QUESTIONS AND ANSWERS: 1) Where is my order? 2) How do I change or cancel? 3) How do I contact you? [paste approved answers]. ESCALATE TO ME: refunds over [amount], legal threats, safety issues, public complaints. RESPONSE TIME: first reply within [hours] on working days. REVIEW: I read twenty replies each week and send notes.
Weekly report template
A short report you can read in five minutes. Related: Website audit report.
WEEK OF: [date] DONE: list of finished tasks, with hours used. IN PROGRESS: what is under way and the expected finish. BLOCKED: what is waiting for me, and what is needed. QUESTIONS: anything unclear. NEXT WEEK: the top three priorities. HOURS: used this week, used this month, hours left.
Social media content brief
Plan a month of posts you approve before they go live. Related: Signs you need a social media assistant.
PLATFORMS: [list]. POSTS PER WEEK: [number]. AUDIENCE: who we talk to and what they care about. VOICE: three words, plus three posts we like. TOPICS: [list of five themes] and topics to avoid. FORMAT: caption length, hashtags, links, image rules. APPROVAL: calendar sent by the [date] of each month. Nothing posts without my yes. REPORT: monthly note on posts, replies and what worked.
Lead research brief
Build a clean prospect list for outreach you approve. Related: Lead generation virtual assistant.
IDEAL CUSTOMER IN ONE SENTENCE: [role] at [type of company] in [place]. MUST HAVE: [size, industry, signals]. EXCLUDE: [competitors, past customers, regions]. COLUMNS: company, website, contact name, role, why they fit, source, status. FIRST BATCH: twenty leads for review before any outreach. RULES: follow each platform's terms and local email law. No bulk blasts. Stop if someone says no.
Week-one onboarding checklist
A safe start with a new assistant. Related: How to hire a virtual assistant.
DAY 1: share one task, one example and the access needed, using a password manager and limited permissions. DAY 2: review each result before it goes anywhere. Give notes in writing. DAY 3: add a second small task. DAY 4: switch to a sample check instead of reviewing everything. DAY 5: ten-minute call or message: what went well, what was unclear, what is next. END OF WEEK: update the written steps with every correction, then decide the hours for next month.
Quick questions about these templates
Are these templates free?
Yes. Copy them into any document or tool and change the brackets to fit your business.
How long should a task brief be?
Ten lines is often enough: the goal, the steps, one example, the tools, the rules and the deadline.
Can I use these with any assistant?
Yes. They work with any assistant or team. A clear written brief makes handing off work easier whoever does it.
Need the words explained? See the glossary. Want help with the work itself? Talk to us.
How many hours would you hand off?
Tick your tasks to see a weekly timeline, the hours you win back and a plan that fits. Takes about a minute.