The Discovery Call Checklist

Essential Questions Every VA should be able to answer

Hiring a Virtual Assistant is a significant commitment and a serious investment. For many business owners, it feels like handing over the keys to their kingdom. It is only natural that they will have a list of questions before they sign on the dotted line. As a professional, your job is to lead with authority, allay their fears, and provide the honest answers they need to make an informed decision.

The Power of Preparation

What exactly will you be asked? You need to be ready for the standard queries, but you must also be prepared for the harder conversations around technology and legalities. It is all about having a strategy for your Discovery Calls. Here is a comprehensive list of questions you should be able to answer without hesitation:

• How long have you been in business and what is your background?

• What are your core specialisms and which tasks do you refuse to do?

• What are your working hours and do you provide weekend cover?

• Does your location or time zone impact your ability to support me?

• How do you structure your fees? Is it project based or via a retainer?

• What is your standard turnaround time and what is your process for delegating tasks?

• What contracts do I need to sign and is there a minimum commitment period?

• How do you handle data privacy and is your business registered with the ICO?

• What professional indemnity insurance do you hold to protect us both?

• How do you use AI in your workflow and how do you ensure my data remains secure when using these tools?

• Is our work covered by a robust non-disclosure or confidentiality agreement?

• Which software and platforms are you proficient in?

• Will you personally complete the work or will it be sub-contracted?

• How do we communicate and what is your expected response time for emails?

• What is your contingency plan for when you are ill or on holiday?

• Do you invoice in advance or upon completion of the work?

• What are your accepted payment methods?

• Can you provide verified client testimonials or references?

A Two Way Street

It is not just about the client choosing you. You must feel that the client is a good fit for your business too. This is a partnership, not a master and servant relationship. I always recommend a video / zoom / teams / google call to gauge the chemistry. If the click isn’t there, or if you spot red flags, be direct. Do not keep them waiting. Let them know within 48 hours if you are not the right person for the job.

Hiring a VA is a big step. If you can answer these questions with confidence and clarity, you prove that you are a professional who takes their business and their clients seriously. If you need to refine your business processes to answer these questions more effectively, consider looking into the VA Momentum Course for structured support.

How do you feel when you are put on the spot? It can be daunting, but when you are confident in your skills, your contracts, and your ability to deliver, you will naturally be seen in the best possible light.

Ready to Move Beyond the Checklist?

Knowing the questions is one thing; delivering the answers with the authority of a seasoned professional is another. If you want to refine your delivery, tighten your business processes, or troubleshoot a tricky client situation, you do not have to do it alone.

This is exactly what we dive into during our VA Membership group coaching calls. We meet on a weekly basis to thrash out the realities of running a VA business. Whether it is navigating a complex contract, staying on the right side of data privacy, or getting your head around AI integration, these calls are your space to get direct, honest feedback from me and support from your peers.

Do not stay stuck in your own head. Join us in the VA Membership and turn these discovery calls into a seamless part of your professional routine.