The Do’s and Don’ts of Running a Virtual Assistant Business

Starting and growing a virtual assistant(VA) business can be one of the most rewarding career moves you make. You get flexibility, freedom, and the ability to work with clients from all over the world. But to build a sustainable, profitable business, you need more than just talent—you need strategy.

There’s a right way and a wrong way to run a VA business. Whether you’re just starting out or looking to refine your process, these do’s and don’ts will help you avoid common pitfalls and build a business that thrives.

The Do’s: What to Focus On for Success

1. Do Treat Your Business Like a Business

Too many VAs start off treating their work like aside hustle instead of a legitimate business. If you want clients to take you seriously, you need to take yourself seriously first.

• Register your business (if required in your area).

• Set up a professional website and email address.

• Create contracts for every client (non-negotiable!).

• Use accounting software to track income and expenses.

Your VA business is exactly that—a business. Structure it accordingly.

2. Do Set Clear Boundaries

Working remotely can blur the lines between personal and professional time. Without boundaries, burnout is inevitable.

• Set office hours and stick to them.

• Establish a communication policy (e.g., no weekend emails).

• Learn to say no to clients who overstep your limits.

• Charge rush fees for last-minute requests.

Clients will respect the boundaries you enforce. Set them early and stick to them.

3. Do Specialize in a Niche

The fastest way to stand out in the crowded VA market is to specialize. Generalist VAs struggle tojustify premium rates, while specialists can position themselves as experts.

• Identify an industry or service that aligns with your skills.

• Take courses to build expertise in that niche.

• Market yourself as a specialist, not a generalist.

When you specialize, you attract higher-quality clients who value your expertise.

The Don’ts: Mistakes That Will Hold You Back

1. Don’t Undervalue Your Services

Underpricing is one of the biggest mistakes new VAs make. If you charge too little, you’ll struggle to make a sustainable income and attract low-quality clients.

• Research industry rates before setting your prices.

• Don’t let potential clients talk you down to bargain rates.

• Value your time and expertise—charge accordingly.

Low prices may get you clients fast, but they won’t help you build a long-term, profitable business.

2. Don’t Take on Every Client

Not every client is a good fit, and saying yes to the wrong clients can be costly.

• Watch out for red flags (e.g., late payments, unclear expectations).

• Don’t accept work that doesn’t align with your skills.

• Politely decline clients who don’t respect your time or rates.

A bad client can drain your energy, time, and business. Choose wisely.

3. Don’t Stop Marketing Yourself

One of the biggest mistakes VAs make is getting comfortable and assuming work will always come to them. Even if you have a full client roster today, you need to keep marketing.

• Keep your LinkedIn and website updated.

• Ask for testimonials and showcase them.

• Network with potential clients and business owners.

• Create content that highlights your expertise.

Consistent marketing ensures a steady flow of clients and prevents financial instability.

Final Thoughts: Build a VA Business That Lasts

You’ve got the skills, the drive, and the determination—now it’s time to make it happen. Set clear boundaries, charge what you’re worth, and become the specialist.. Success doesn’t come from luck; it comes from showing up, doing the work, and believing in your value. So go out there, own your expertise, and build the VA business you deserve!