A discovery call isn’t just a casual chat—it’s your golden opportunity to showcase your value, build trust, and secure high-paying clients. 🚀
As a Virtual Assistant, your ability to lead a discovery call with confidence and strategy can make all the difference between a potential client saying “yes” on the spot or ghosting you afterward.
Ready to turn your calls into contracts? Here’s exactly how to prepare, conduct, and follow up like a pro.
Failing to prepare = preparing to fail. Walking into a call without a plan can leave you flustered and unconvincing. But when you’re prepared, polished, and confident, you’ll instantly position yourself as a high-value VA.
1️⃣ Have Clear Pricing & Service Packages
💡 Clients crave clarity. They want to know exactly what they’re getting—so have structured pricing packages ready.
✔️ Break down your services: Be specific (e.g., “Email management – 5 hours/week” vs. just “Admin support”).
✔️ Define deliverables: Outline what’s included so clients understand the value.
✔️ Offer tiered pricing: A Basic, Standard, and Premium package gives clients options while positioning your premium offer as the best value.
📌 Pro Tip: Don’t ask “What’s your budget?” Instead, say “Here’s how I can support you at different levels” and present your packages confidently.
2️⃣ Research the Client’s Business
Know before you show. A potential client will be blown away when you demonstrate deep knowledge of their business & pain points.
✔️ Check their website & social media: Look for inconsistencies, outdated branding, or engagement gaps.
✔️ Understand their industry: Know the challenges they face so you can position your services as the solution.
✔️ Look for ways to add value: If they struggle with engagement, suggest social media automation or email marketing sequences.
📌 Pro Tip: Bring at least one personalized insight to the call—this instantly sets you apart from VAs who send generic pitches.
3️⃣ Send a Pre-Call Questionnaire
A pre-call form saves time and ensures the call is focused and productive.
💡 Essential Questions to Include:
✔️ What specific tasks do you need help with?
✔️ What’s your biggest challenge right now?
✔️ How many hours per week do you anticipate needing support?
✔️ What’s your budget?
✔️ What tools or platforms do you currently use?
✔️ What’s your preferred way of working (communication style, deadlines, expectations)?
📌 Pro Tip: Review their responses before the call to tailor your pitch perfectly to their needs.
Now that you’re prepared like a pro, it’s time to lead the call like one.
1️⃣ Start with a Warm & Friendly Introduction
✔️ Express gratitude: “Thanks for taking the time to chat today—I’m really excited to learn more about your business!”
✔️ Set the agenda: “Today, I’d love to understand your needs, share how I can help, and answer any questions.”
📌 Pro Tip: Keep the tone conversational, not scripted—you want them to feel comfortable, not interrogated.
2️⃣ Reference Their Questionnaire & Ask Open-Ended Questions
Instead of diving into a sales pitch, ask thoughtful questions that encourage the client to open up.
💡 Great questions to ask:
✔️ “I noticed in your questionnaire that you struggle with [pain point]. Can you tell me more about that?”
✔️ “What’s your biggest priority in the next 3-6 months?”
✔️ “What does success look like for you with a VA on board?”
📌 Pro Tip: People love talking about their business—let them. The more they talk, the easier it is to position yourself as their solution.
3️⃣ Position Yourself as the Solution (Without Feeling ‘Salesy’)
Once you’ve identified their pain points, connect them directly to your services.
✔️ Example: “It sounds like keeping up with emails is taking up too much of your time. I specialize in inbox management and can help organize, prioritize, and respond to emails so you can focus on growth.”
✔️ Example: “You mentioned struggling with social media engagement. My clients see an increase in engagement and leads when we implement content batching and automated scheduling—something I can handle for you.”
📌 Pro Tip: Use past client success stories to build credibility—e.g., “One of my clients went from spending 10 hours a week on admin tasks to just 2 after we streamlined their processes.”
4️⃣ Discuss Pricing & Packages with Confidence
If you hesitate about your prices, clients will too.
✔️ State your pricing confidently and focus on the value (not just the cost).
✔️ Use a tiered pricing structure so they can choose what fits best.
✔️ Position your highest package as the best option—“Most of my clients go for this plan because it includes XYZ.”
📌 Pro Tip: Avoid saying “I charge…” Instead, say “This package includes [benefits], and the investment is [price].”
5️⃣ End with Clear Next Steps
The #1 mistake VAs make? Ending the call without a clear next step.
✔️ Summarize the conversation: “Based on what we discussed, I recommend my [package name], which includes XYZ.”
✔️ Give a direct call-to-action: “I’ll send over the contract and invoice today—does that work for you?”
✔️ Create urgency: “I have availability for one more client this month, and I’d love to support you.”
📌 Pro Tip: If they’re unsure, ask “Do you have any hesitations I can clarify?”—this gives you a chance to address concerns.
Even if the call went perfectly, your follow-up seals the deal.
Your Follow-Up Checklist:
✔️ Send a thank-you email within 24 hours.
✔️ Summarize what was discussed & the next steps.
✔️ Attach relevant materials (pricing guide, contract, etc.).
✔️ Set a deadline to encourage a decision: “I’ll hold your spot for 48 hours—let me know if you have any questions!”
📌 Pro Tip: If they don’t respond, send a gentle follow-up in 3-5 days:
“Hey [Name], just checking in! Let me know if you’d like to move forward, or if you have any questions—I’m happy to help!”
A great discovery call isn’t just about landing a client—it’s about building trust and creating long-term relationships.
💡 Let’s Recap:
✔️ Prepare like a pro (research, packages, pre-call form)
✔️ Lead the call with confidence (ask great questions, position yourself as the solution)
✔️ Handle pricing without hesitation (focus on value, not cost)
✔️ End with clear next steps (always guide them toward signing!)
✔️ Follow up & close the deal (don’t leave money on the table!)
📲 Want More VA Business & Sales Call Tips?
Follow me on Instagram @digitalnomadlife.online for:
✔️ Step-by-step VA business strategies
✔️ Live sales call breakdowns & real-time coaching
✔️ Behind-the-scenes of running a profitable VA biz
💬 DM me and tell me your biggest struggle with client calls—I’d love to help!
I’ll see you there!
Katja x
