Level up your communication with these plug-and-play scripts for delegation, feedback, and daily updates.

Working with a virtual assistant should save you time—not create more back-and-forth. The secret? Clear, consistent communication.

At VirtuHeroes, we’ve found that clients who use pre-built message templates are able to delegate faster, reduce misunderstandings, and build stronger VA relationships. In this blog, we’ll share ready-to-use scripts for every stage of your working relationship—from onboarding to task delegation and performance feedback.

Why Templates Work

• ✅ Save time by avoiding repetitive explanations
• ✅ Ensure nothing gets missed when assigning tasks
• ✅ Build trust with respectful, structured messages
• ✅ Reduce friction across different time zones

Let’s jump into the templates.

Template 1: Task Assignment Email

Subject: Task for Today: [Task Name]

Hi [VA Name],

Please work on the following task today:

Task: [Brief description]
Deadline: [Date & time]
Tools/Links: [Insert relevant docs or tools]
Expected Outcome: [What the finished task should include]

Let me know if you need clarification. Looking forward to your update!

Best,
[Your Name]

Template 2: Daily Check-In Message (Slack/Email)

Hi [VA Name],

Just checking in—hope you’re having a great day!
Can you please share your update for today with:

1. ✅ Tasks completed
2. 🔄 Tasks in progress
3. ❓ Any blockers or questions

Thanks as always!
[Your Name]

Template 3: Delegating a Recurring Task

Subject: New Weekly Task: [Task Name]

Hi [VA Name],

Starting this week, I’d like you to take over this recurring task:

Task Name: [e.g., Weekly Social Media Post Scheduling]
Frequency: Every [day/time]
Instructions/SOP: [Link to doc or loom video]
Notes: Let me know if you have questions before the first run.

Thank you!
[Your Name]

Template 4: Performance Feedback (Positive)

Subject: Great Job on [Task/Project Name]

Hi [VA Name],

I just wanted to say great work on [project/task]. I really appreciate your attention to detail and how you [mention something specific].

Keep it up—it’s great working with you!
[Your Name]

Template 5: Performance Feedback (Constructive)

Subject: Quick Note on [Task Name]

Hi [VA Name],

Thanks for completing [task name]. I noticed [brief issue]. No worries—it’s an easy fix. Let’s make sure to [insert improvement instruction].

Let me know if anything was unclear so we can avoid this in the future.
Appreciate your hard work!
[Your Name]

Template 6: Weekly Progress Recap Request

Subject: Weekly Report – [Date Range]

Hi [VA Name],

Could you please send me a short report every [Friday/Monday] including:

• ✅ Completed tasks
• 📊 Any key metrics (if applicable)
• 🔧 Challenges or areas for improvement
• 💡 Suggestions for future tasks

Let’s use this to stay aligned and improve our process.

Thanks,
[Your Name]

Bonus: Tips for Better Communication with Your VA

• Use bullet points for clarity
• Record Loom videos for complex processes
• Be specific with deadlines and expectations
• Show appreciation—especially for initiative and quality work
• Create a shared doc with frequently used phrases or SOPs

Want Templates in a Copy-Paste Format?

We’ve compiled all of these in a downloadable Google Doc—just ask your VirtuHeroes VA to set it up for you!

✅ Ready to Start Working Smarter with a VA?

We’ll match you with a virtual assistant and help set up effective systems from day one.
👉 Book Your Free Consultation