Business closures happen for different reasons — but no matter what caused the business to close, it's important to understand that you can't simply stop operating.
As a business owner or self-employed individual running a freelance business, it's your duty to perform the due diligence required to properly close the business. Your business registration needs to be officially recognized as void, otherwise, you risk facing serious legal and tax consequences.
This article is a guide on how to close a business in the Philippines. You'll learn about the most important elements that make up a proper closure of business. It Includes the steps, time frame, and procedures to ensure a trouble-free closure of business.
Note: If you hired an accountant to file your taxes, it is best to consult with them first for guidance.
What is Closure of Business?
A business closure is the result of a company or organization shutting down or ceasing to operate. It's also sometimes referred to as "retiring a business".
It essentially terminates the legal existence of the business by informing a few key government agencies and local units by submitting all required documentation (and paying all applicable fees) By doing so, you can free the business from any further tax obligations.
8 Reasons why your business might need to be closed
As the registered owner, if you fail to close your business properly, you could face a number of legal issues and tax liabilities.
As mentioned earlier, you can't simply stop operating. If your business is still registered, your business is still operational in the eyes of the law.
When closing down your company, consulting services can prove helpful, but entrepreneurs need to be aware of things they should and should not do.
This includes properly informing both employees and suppliers/partners about their intentions so that any outstanding dues can be settled and other obligations fulfilled before the company is deemed as officially closed.
Here are the possible penalties for failing to close a business:
Criminal and civil penalties (tax audit issues)
Compromise penalties stemming from open cases
Fees and other penalties from the LGU
How long does it take to close a business?
In the Philippines, the complete process can take anywhere from a few months to a year, possibly even more, depending on the situation.
If you have any outstanding issues (missed BIR filings, for example), expect it to take more time simply because the government needs to review and settle them all before your business can be officially recognized as non-operational.
What type of business do you have?
Before you proceed with the steps, it's important to note that the actual process may vary depending on the type of business classification you have.
For sole proprietorship:
For freelancers, self-employed individuals, freelance business owners, and similar groups, the Department of Trade and Industry (DTI) needs to be notified of your decision to cancel.
For partnerships and corporations:
For businesses, organizations, and cooperatives, the Securities and Exchange Commission (SEC) must be notified of your cancellation of business.
Steps to properly close a business in the Philippines
There are several steps required to start the process of business closure in the Philippines. Here’s a bird’s eye view of the steps for each corresponding regulatory agency/government unit. Note that you may or may not need to visit each entity, that depends on the type of business you have (as explained in the previous section).
Business closure at the Barangay and LGU level
Before you visit the barangay, make sure to bring all the requirements mentioned below along with some money to pay for any fees.
List of Requirements for business closure at the barangay:
Letter Request for Retirement of Business
Original copy of Latest Business Permit
For Single Proprietorship:
Original copy of Affidavit of Closure bearing exact date the business was closed
Original Partnership Dissolution document bearing exact date of business closure signed by all partners
Original Secretary's Certificate or Board Resolution on closure or transfer of the business bearing the exact date of closure.
Steps for business closure at the Barangay:
Go to the Barangay hall to request a Barangay Certificate bearing the exact effective date of closure. You must submit a Letter of Request for Retirement in order to obtain the retirement certificate. In addition, you will be provided with a Barangay Clearance / Certificate of Closure.
Sample letter of Request for Termination of Business
One of the first documents that you’ll be asked to provide in requesting for a cessation of your business is an Affidavit of Business Closure. To give you an idea of what it looks like and what it contains, here’s a sample:
Steps for Business Closure at the City Hall
Business owners who want to avoid getting assessed further taxes while their business is closed must file for Closure of Business and Cancellation of TIN with the Bureau of Internal Revenue (BIR). All business notices and corresponding permits need to be surrendered. You might also be required to submit an affidavit of loss if the business name certificate or a copy of the original application form was lost.
Note: Steps may vary depending on your business location. The following are the steps to close a business in Quezon City (QC LGU).
For businesses established in Quezon City, the City Treasury Department - Examination Division must be contacted to declare a business closed.
Steps for Closure at the City Hall
Notice of intent to close business addressed to the City Treasurer and copies forwarded to the Department of Business Permits and Licensing
Original copies of Tax Bills and Receipts
Original copy of Latest Business Permit
If Single Proprietorship, original Affidavit of Closure with exact date of closure.
If Partnership, original partnership dissolution with exact effectivity date of closure signed by all partners.
If Corporation, original Secretary’s Certificate or Board Resolution on closure or transfer of business with exact date of closure.
Barangay Certificate (the clearance which you obtained from the first section)
BIR Certificate of Registration
Book of Accounts, business plate, income tax returns
According to the BIR, "taxpayers who filed for cancellation of registration due to closure/cessation of business or termination of business shall be subjected to immediate investigation by the BIR office concerned to determine the taxpayer's liabilities".
1. Visit the nearest BIR office to apply for Closure of Business and Cancellation of TIN along with the following list of requirements and/or documents:
Closure Notice / Cessation of Business / Notice of Closure
All business permits and notices and COR
Unused sales invoices and official receipts (delivery receipts, purchase orders, credit memos, etc.,)
Tax returns or other related business documents (books of accounts, etc.,)
Taxpayers must file Form 1905, together with the attachments, with the Revenue District Office (RDO) within ten (10) days after the business ceases operations.
Income tax return for a short period is filed by the taxpayer.
Using the Integrated Tax System (ITS), the RDO determines whether taxpayers have open cases. If there's any, the taxpayer will be required to submit the returns and to pay any corresponding tax due as well as any penalties.
Taxpayers' delinquent cases are verified through the Assessment, Collection, and Legal Divisions of the Region. Same will be done in the Collection Enforcement Division, BIR National Office.
Before ceasing to do business, RDO requests a Letter of Authority to investigate all unaudited taxable years.
A Case Officer assigned to the case will conduct investigations for the period/s covered in the Letter of Authority.
Form 0605 is used to pay corresponding deficiency taxes resulting from an audit by the taxpayer.
Business closure is approved by the RDO.
RDO updates ITS and cancels TIN of taxpayer for non-individual taxpayer.
Steps for Application for Closure at DTI and SEC
If your business type is a partnership or a corporation, the last step is to submit your intent to stop your business operation.
Business closure requirements of DTI for Sole Proprietors:
A completed and signed Other BN-Related Application Form specified in Annex D must be submitted;
The owner of the BN must present one (1) valid ID according to Annex A;
Submit your declaration under oath that the cancellation isn't intended to defraud creditors, that the business does not have any outstanding financial obligation with creditors, or that you have notified all creditors of the cancellation;
Presentation of the authorized representative's valid ID when filing the application if the application is filed by a representative;
Fees payable in accordance with Annex E.
Affidavit of Cancellation
Business Closure Requirements of DTI for Partnerships and Corporations
The authorized signatory must sign the letter request (see Board Resolution for authorized signatory)
A certified photocopy of the dissolution certificate from the SEC
The original of the certificate of registration for the business name and a duplicate of the application form. The affidavit of loss (if the duplicate of the application form or the certificate of business name was lost)
Gone are the days when you had to pay a visit to your nearest Pag-IBIG branch to make any transactions related to your Pag-IBIG account. Nowadays, you can do all sorts of Pag-IBIG fund-related queries through your computer or mobile device, all thanks to Virtual Pag-IBIG!
To register for a Pag-IBIG membership online, simply visit the Virtual Pag-IBIG website and follow these steps to create an account.
3. On the next page, select “Create & Activate your account online”.
4. You’ll be asked to enter your personal information. You will also be asked to provide security questions and answers for account protection in case you forget your log-in information in the future.
5. Upload 2 valid IDs along with a selfie of you holding each ID.
6. Check the “I certify..” CAPTCHA code box at the bottom. Hit Submit.
7. Your submission will be reviewed. You will be notified if your access has been approved using the contact information you provided.
8. Once you have access, you can now log in and enjoy the convenience of Virtual Pag-IBIG Online’s services.
What is Virtual Pag-IBIG?
Virtual Pag-IBIG is an online government agency service that allows members to easily access all sorts of tools and information related to their Pag-IBIG Fund account. Through a laptop or mobile phone (connected to the internet), you can check your contribution, apply for loans, view your account balance, and more. No need to visit your nearest Pag-IBIG branch!
Transactions and requests that were previously can only be accomplished in a Pag-IBIG Fund branch are now easily accessible through the web. They even offer live representative chat support in case you have questions regarding your Pag-IBIG account. This "revamped" Pag-IBIG website is truly a lifesaver especially during the pandemic when people are minimizing exposure outdoors.
How to Apply for Virtual Pag-IBIG Online
Accessing your Pag-IBIG Fund member account via Virtual Pag-IBIG couldn’t be easier. Here are the steps:
1. Visit the Virtual Pag-IBIG Fund website via your laptop, tablet, or mobile smartphone
2. Click the “Proceed” button on the Data Privacy pop-up window to proceed.
3. Choose which action you’d like to take from the menu. If you're not a Pag-IBIG member yet, click the first option, "Be a Member". Otherwise, click the "Create Account" button to sign up for Virtual Pag-IBIG online access.
If you clicked, "Create Account", you'll see the following pop-up.
Step 1: Pag-IBIG Account Online Registration
4. Select "Click Here"
5. Complete all the required boxes. Note that you need to have your Pag-IBIG MID number ready for this. Otherwise, you have to go back to the home page and click "Be a member" instead to get your MID number first.
6. After clicking "Proceed", you'll receive a one-time PIN to verify your information. Check your phone for the text then type the PIN in the box below.
5. Upload 2 valid IDs along with a selfie of you holding each ID.
6. Check the “I certify..” CAPTCHA code box at the bottom. Hit Submit.
7. Your submission will be reviewed. You will be notified if your access has been approved using the contact information you provided.
8. Once you have access, you can now log in and enjoy the convenience of Virtual Pag-IBIG Online’s services.
To be clear, the steps I mentioned above refer to the steps for signing up for Virtual Pag-IBIG access. You'll need a Virtual Pag-IBIG account if you want to get information on your Pag-IBIG Fund account and do all sorts of transactions like viewing your Pag-IBIG records, paying your loans, applying for loans, or claiming your Pag-IBIG savings.
Here’s the quick answer: Determine your core skills, sign up for online job marketplaces, build a solid profile and portfolio, start looking for work that suits you, craft and send strong cover letters and proposals, do an outstanding job once you get the project, rinse and repeat.
The goal is to get a feel of how to work from home via these job talent sites. As you get enough experience, you can eventually “graduate” and move on to better opportunities outside of these websites.
Since launching Homebased Pinoy, I’ve received a couple of inquiries from readers asking for guidance on how to start working from home.
I clarified that Homebased Pinoy is a blog for helping Pinoys figure out and succeed in work-at-home jobs. This is not a job site.
But those questions apparently were no mere inquiries. Without intending it, it gave me some insight into the kind of questions HBP readers have.
I realized that a significant portion of HBP’s readers doesn’t have a clue about how to start working online from home.
So it gave me an idea, “Why not build a super-detailed guide with the goal of showing them the ropes and at the same time answer their most common questions?”
And this right here is the result. Note that I will be updating this post accordingly to include the next couple of steps in the process.
When I look back at how I started, I can summarize what I did in 3 simple steps:
Determined what type of skill or service I can offer to clients
Created an account at oDesk (or other job marketplaces)
Started sending applications to job posts that interested me
From a bird’s eye view, the main steps are actually quite simple.
However, things will be harder if you do not have a solid understanding of the following:
What you can offer (your skills)
How to market yourself (how to bid for jobs)
For this guide, I’ll share the 3 steps that I use for getting new clients and contracts:
Step 1: Self-Assessment Step 2: Make Your Profile Grab Their Eyeballs Step 3: Go All-in When Bidding for Work
Most people don’t put much thought into step 1 due to a number of reasons. For example:
They will simply look for online jobs similar to what they currently do
Look at what’s popular right now, or look at which ones are paying generously
Look for jobs that are easy to do
They don’t want to stray too far off their current (full-time) job
All of these are valid reasons. However, it will really help you get started faster if you can identify your core skills first.
And that’s going to be our first step.
Step 1: Self-Assessment
Identify your core skill
When asked with “Paano ba mag-work from home?”, my typical response is, “Well, what are you good at or ano ba gusto mo gawin?”. Most replies won’t answer my question directly. Instead, I’ll hear the following:
“Gusto ko yung walang calls”
“Yung pwede day shift pre”
“Yung parang mga chat support, ganun”
“Yung di nakaka-stress masyado”
These are fine and all, but these are merely personal preferences, it doesn’t really pinpoint the type of job itself.
Most people don’t reflect on their personal skills and think that the most important step is to learn where to look for and how to apply for jobs.
Unfortunately, this isn’t the case.
Before you do those things, it’s important that you determine your core skill first.
Doing so ensures that you’re leveraging your expertise and experience to get the most out of them. By aligning your strengths to the right job path, you’ll have better chances of succeeding early and in the long term.
So how do you exactly determine your core skills? How do you know which job niche will be perfect for you?
It’s time for a little self-assessment.
To begin with, I’ve listed down a few questions that can help you determine your core skill.
List your strengths, experience, and things you’re good at.
What activities excite you?
When you were younger, which skills did you use the most?
What types of compliments do you usually receive from others?
Look at actual job posts, see what type of skills they are looking for and see if yours matches or you think you can do it
The point of this exercise is to come up with a laundry list of actual skills that you use on the daily. Nevermind coming up with some silly ones. We just need to get your brain juices flowing to get to some pretty good answers.
Once you’re done, I promise you’ll have at least 1-3 things that you can honestly identify as freelance-able skills.
Proficient in both verbal and written English = can get jobs where English mastery is crucial like ESL teaching, virtual assistance, chat or voice support,)
Knows how to code = programming jobs, building apps, etc.,
Knows how to build websites = front or back-end developer jobs
Good at writing = content writer, email copywriter, academic writer, etc.
Fast-typer = transcriptionist
Knows how to make or edit videos = video editor
In my case, I considered myself lucky in the beginning because I didn’t really have to think hard. I wanted to write. Even if I didn’t have any idea back then what types of writing jobs await a complete newbie like me, I was dead set in earning some money on the side as a freelance writer.
If I wasn’t keen on getting a writing job, I’d probably lean towards digital marketing or virtual assistant types of jobs based on my experience or credentials.
I would’ve probably started learning about those two paths, learn the essentials, then pick a subspecialty under each.
For example, (if I didn’t like writing) I can start learning more about SEO or FB ads under digital marketing. Or learn how to become an Amazon e-commerce or dropshipping specialist virtual assistant (I was interested in these things back then).
Your interest and strengths should be your main compass.
I find coding cool but it just isn’t for me and too far off my skill set.
I know how to get a website up and running from scratch but I don’t find it pleasurable enough to be steady work.
And that’s how I would do it. I believe you can achieve a couple of good results using this quick self-assessment method.
After signing up for these job sites, the next step is to create a winning profile.
Let’s start with your title + description.
It’s that short byline that appears right after your name indicating what you do.
A strong personal description highlights what you can do for (a specific) client and how.
Why does it have to target a specific client or market?
Because if the person looking at your description is your target market/client, then you’ve won half the battle.
Imagine someone peddling cold, bottled water. Now imagine him walking around U.P Sunken Garden on a hot Saturday morning. With all the people jogging around, how many bottles do you think he can sell?
He’ll sell them all.
A good profile description is like being “there at the right place, at the right time”.
You’re positioning yourself to be that one person who has what they need.
For example, if running FB ads for small business owners is your thing, you can use that particular skill/experience on that particular market as your unique selling proposition (USP).
So that when you market yourself or apply for jobs, you can position yourself as:
“I help small business owners get more customers through Facebook ads”.
Notice how your description is very specific and results-driven?
This distinction sets you apart from other generic descriptions from other freelancers who merely copy+paste their credentials and simply write their job title.
In this example, if a small business owner is looking to leverage Facebook to get more customers stumbles upon your profile (or see it after you submit your application), what do you think his reaction will be?
“That’s it. This is exactly what I need!”
And this advice applies to ALL types of jobs.
Your description should be on-point and specific.
Here’s a quick formula:
“I help (your target market or client) + get (Results and Benefits) + using (your skills + expertise)”
When you position your services like that, you anchor the customer’s reaction to the results they want—with you being the person who can get that result for them.
Instead of reading a typical “bio data-like” profile (where you simply write: FB Ads Specialist), this method lets you “spice up” your profile and entice potential customers.
Build a Solid Portfolio This next step is not strictly required but advantageous to have. In most cases, you’ll be asked for a sample or previous work if you are in the creative niche, like—illustration, design, web design, writing, and other similar markets. If you are looking to get hired for jobs like virtual assistance, chat support, and other administrative-type jobs, clients are less likely to ask for it, though it would still be great to have (if you can).
If you belong to the first group, make sure to post your previous work on free portfolio websites for the client’s viewing. Sending it to them directly also works. If you’re a complete beginner freelancer, you can make some from scratch. A writer can write a sample piece similar to what the client is looking for in terms of topic. A web designer can show mock-up websites, an illustrator can make artwork and other similar stuff—-you get the point.
When I was starting this site, I asked a friend of mine if he could make me a logo. He said he’s not really good at it and instead recommended a buddy of his. He sent a few samples and when I asked how much he’ll charge for them, he said it’s free if I’ll provide my consent instead to add this particular project to his portfolio.
This is a great way of building up a portfolio. For example, you can make a post on FB asking anyone if they know someone who needs your service (logo design, social media post, email copy, video, etc.,—and tell them you’re willing to do it for free. In most cases, they will link you to someone willing to test your services.
Go All-In When Bidding for Work
Every time I send a generic, copy+pasted application email (I simply copied my old emails) I almost always fail to get a response.
But when I take the time to craft a well-thought-out email, my success rate shoots up and the more likely I get a favorable reply.
Note though that this is from what I experienced and learned personally, from actual bids I sent to potential clients, so your mileage may vary.
So what do I mean by a well-thought-out, personalized email?
It’s something that shows your genuine interest in the job post while showcasing your expertise at the same time.
For example, when the job post mentions the actual website, I check it out and try to understand what it’s all about. I read the most popular pieces and try to get a feel of the site’s overall vibe.
I then mention this in my application/bid email, usually at the beginning.
Here’s an actual opener I used once when I was trying to get a writing gig for a relationship/personal development coach:
Love the content on TRS’s site (read a few blogs and listened to a Nir Eyal interview)!
That’s it, just one sentence to break the ice and show my genuine interest in the job.
With just a single sentence, you can make yourself stand out from the dozens of other bidders who always start their bids with a generic, “I’m a (insert expertise) with (mention years of experience)”.
Well duh, clients already know that. You wouldn’t be applying for the job if you didn’t know squat about it right?
Express your interest and be lively with your tone. Your goal is to have the recipient move from the first sentence to the next.. and to the next.. and to the next… until they finish the whole thing. And to do that, you have to hold their curiosity through engaging writing.
The problem with most of us Pinoys is that we’re too polite in both written and verbal exchanges with foreigners. In reality, clients abroad prefer being called by their first names and not with “ma’am or sir”. Sounding too polite will be disadvantageous in this case.
On to the next sentence of my email:
“Would love to share my experience and expertise to help spread TRS’s message to a wider audience through relevant and engaging content that stays true with the brand’s mission and voice.”
I’m pitching here. I’m basically telling her that I want to work with them.
I’m the lead writer for a local blog that gets around 300,000 views per month. (I’m trying to show expertise + proof)
While our niche is entrepreneurship and personal finance, I love writing about self-improvement and personal development, topics that are closely linked to building meaningful relationships. As a married guy myself, I found myself nodding in agreement with the insights shared by Jayson on some of his blog posts. (I was making sure that my expertise/experience remains aligned with their goal/what they’re looking for)
I’m a big podcast fan as well, I love taking notes and reflecting on crucial points when I listen to my favorite shows (The Tim Ferriss Show and The Knowledge Project, to name a few). (I saw on their site that they have a podcast, so I mentioned it to let her know that I like listening to those)I can’t remember the number of times I was able to come up with ideas for blog posts from key points I learned from a particular podcast. Here are a couple of published articles of mine inspired by insights heard from podcasts:
I then added links to some of my published articles that are relevant to their target audience (important for showing you match their needs)
I then proceeded with a final pitch to close the email:
I’d love to get the chance to join the TRS team and use my skills to help it reach a wider audience and help more people. Looking forward to hearing from you soon.
It might have taken longer for me to write this email versus copy+pasting one of my scripts but it was sure worth it because I was able to get a favorable response from the client.
Should all job bid emails be like this? Well, that depends. When I was just starting out, I remember sending multiple emails in a day. I was using a script with minor edits to match each client. Since I didn’t have much time then (I had a full-time day job), I went with this route because I wanted to send as many bids as I could.
But if you can, try to come up with a well-thought-out email that’s tailor-fit for that client.
It’s really up to you how you want to do it. Just make sure you’re not sending generic emails copied from some random person or website.
Try to make each email unique and catch the reader’s attention by showing genuine interest and willingness to help. That’s what will make you stand out from the rest.
And that’s it—my 2,000+word answer to the question, “How to start working from home?”.
Don’t stress out too much if you don’t find success right away.
Apply the principles you learned here, observe the results, adapt as you go, and be consistent.
With a little luck, you’ll land your first client and be on your way to freelancing success.
And that’s it for now. Hope you found this useful.
Wishing you the best on your journey to successfully work from home.
Virtual Assistant With No Experience? Yes, you can!
You’re reading this article right now because you only have one question in mind:
Can I really become a virtual assistant even if I don’t have any experience?
The answer, my friend, is this: Hell yeah, absolutely!
However, I guess the more apt question should be:
Why do you want to become a Virtual Assistant?
An article from Entrepreneur stated that the rise in the number of modern-age entrepreneurs all around the world is one primary reason for the increase of demand for home based virtual assistants.
It should be noted that the term virtual assistant encompasses a wide variety of roles. A quick online search for Virtual Assistant job posts will reveal that the task requires a lot more than your typical general admin work. You’ll see entrepreneurs looking to outsource tasks like website and graphic design, video editing, social media management, email handling, and more.
And it’s not just here in our country. Globally, the rise in the number of virtual assistant roles can be credited to the following reasons:
Ability to work anywhere (as long as there’s Internet connection)
Increased output, focus and productivity (based on this study)
Low overhead costs for employers
Reasons why you want to work as a virtual assistant
Picture this scene. Your alarm rings, it’s 5AM. Time to get up and prepare for work. It’s an hour-long commute but you allot an extra hour just to be safe. MRT’s stress-inducing breakdowns and EDSA’S legendary snail race is as common as Pinoys eating rice. Remember that popular meme in FB:
“Papasok kang empleyado, darating kang Mandirigma”
or this one:
You arrive at work, 5 minutes before your shift, comb your (now frazzled) hair, settle in your desk, turn on your computer, take a deep breath and start the day of an endless barrage of workload. Amidst the ton of paperwork and incoming calls you tell yourself, “There’s got to be a better way”.
Whatever your reason might be, being a Virtual Assistant can be an incredible opportunity to earn at the comfort of your own home. What makes it awesome, you ask? Let’s have a quick look.
Flexible work schedule
Unless the job requires you to work on a designated schedule, you can adjust your work hours according to your preference.
Work anywhere you want
Whether it’s on your bed, couch, favorite coffee shop, by the beach, or anywhere else, as long as you have the essentials (laptop, internet) you can pretty much work anywhere you want.
Unlimited income potential
Since you are not tied to just one job, you can get as many clients as you want—as long as you can handle it.
Spend more time with family
One of the main reasons for freelancers. Since it’s the job is online, you can work from home and spend time with loved ones.
Some of us are stay-at-home parents who want to earn while still running the household. Some are students who want to work on the side for extra cash for school. Sometimes, it’s the burned out employee who want to get off the neverending, life-sucking corporate rat race.
Whatever reason it might be, you’re not alone. You’re not the first one to ask yourself, “Is there a better way?”
Prepares documents, typing tasks, customer service support, answering and returning calls
Marketing / Web Support
Manages website and social media channels
Point of Contact for hired web content web contractors
Prepares financial reports, record keeps bills and other financial documents
Researches online for various content/topics given by the client
Keying and saving data on spreadsheets and other types of databases
Creates reports and PowerPoint presentations
Filtering, responding to emails on client’s behalf
Creating Travel Arrangements
Finding hotels, booking airfares and mapping out trip itineraries both for business and pleasure
Personal Task Management
Handling tasks based on your client’s personal daily to-dos (sending thank you notes, ordering online, etc)
Managing and updating your client’s calendar. Book meetings, sending timely reminders
Handling Specialized Tasks
Applying a VA’s specialization. Dropshipping, Shopify, WordPress, Excel, Translation, etc
Types of Virtual Assistants
Social Media Virtual Assistant
Creates and manages pages for your businesses in LinkedIn, Facebook, Instagram, Pinterest, and others
Creating and curating content to share on social media channels
Measure and monitor public engagement across social media platforms
Blogger Virtual Assistant
Researches and creates content for websites and social media pages of client’s businesses
Makes sure content and data is relevant and useful to target customers
Create product descriptions
Ecommerce or Shopify Virtual Assistant
Manages client’s ecommerce business or store
Website maintenance including editing product images and descriptions as needed
Real Estate Virtual Assistant
Running online ads
Setting up appointments with potential buyers and sellers
Researching properties in key client target markets and areas
Data scraping for real estate information and posts from sites like Oodle and Craigslist
General Admin Virtual Assistant
Appointment booking and calendar and management
Support tickets handling
Client follow-up, reach out
Tasks outsourced to Virtual Assistants
The scope of what a VA does varies so wildly that I can confidently say that no two virtual assistants are alike. The number of skills and mastery of each VA depends on both experience and passion for learning and this makes each one unique and incomparable. Here are the most common tasks that client usually outsource to virtual assistants.
Set up autoresponders
Social media management
Client and customer followup
Act as receptionist
Manage client’s calendar
Blog and website mgmt
Moderator for comments
Comments on posts
Hotel and Flight arrangement
Transcribing video and audio
Top 8 Qualities Virtual Assistants Should Have
What are the most important qualities that a VA should possess? Here’s a round up of the most coveted traits that an employer always looks for in their virtual assistants.
Reliable and Consistent
If I was a client and was asked what qualities a VA should have, these are my top two. Why? Clients hired you to be their go-to person for tasks they can’t manage themselves. If they can’t rely on you to do this, what’s the use? To handle tasks and do them consistently is your number one job.
Accessible and has Good Communication skills
Being available to your client and having an open communication is critical to doing your job well. Let’s say they need something done 2 days from now. They email you today but you were only able to check your email the next day. You now only have 24 hours to do it. There goes your trip to the supermarket. The scheduled visit to the dentist. Not fun.
You have to be accessible and always be on top of things. I’m not saying you should blindly follow their every whim, 24/7. My point here is to keep communication lines open so that you’re always on the same page with your client. If you feel you need more time for a task, or can’t accommodate the extra work, let the client know. Acknowledge their messages by responding. One thing that perhaps everybody hates is the feeling of being ignored.
Remember: If a client constantly needs to reach you for updates, you’re not doing your job properly!
Manages their time well
Let’s rephrase Uncle Ben’s oft-quoted phrase in Spiderman. For freelancers, here’s a more apt version: “With great freedom comes great responsibility”. At home, there’s a lot of distractions. It’s so easy to give in to the call of social media and Netflix. I should know, I still struggle with this myself sometimes. But setting a schedule for work and sticking to it is the best way to fight off procrastination. As a VA, managing your time well can make or break it for you.
Finds solutions and researches on topics they are not familiar with. Google and YouTube are your friends. Clients don’t expect you to know everything either (unless it’s a very specific niche that requires a specific skill set) so be confident and honest enough to tell them that you’re not familiar with it but you’ll be happy to find out and get back to them
Setting clear timelines and providing constant updates. If you can, always let your client know when you can do something or report the progress of a certain task. Even if they are not asking for it, they appreciate it.
Pro-active and Adds value
Always try to be a step ahead. If you realize a certain step or process needs to be handled, let your client know about it and if possible, handle it yourself. This is a strong message to your client that you are a problem-solver and valuable in their business.
Filipinos tend to be shy in general when communicating with foreigners. I’ll let you in on a secret: They like it and appreciate it so much more if you speak your mind. Confidence is what will drive you to greater heights in your VA career. As you get more clients, you’ll interact with more diverse personalities. Having the confidence to say what you need to say and point out things is a skill that you should always practice.
Different clients, different needs, varying schedules, skill sets, and more. You need to learn to adapt and be ready to handle the ever-changing demands in this line of work.
The site boasts of being “The Number One Provider of Dedicated, Experienced, Filipino Virtual Assistants” in their welcome page. They have been operating for more than 10 years, with its main HQ being located here.
Task Bullet is one of the premier Virtual Assistant websites that connect VAs with potential clients all over the world. They feature a unique “Bucket System” for pricing, wherein clients only pay for hours when VAs are actually working. The hours are good for 3 months, similar to prepaid load schemes where you only get charged when you use the service.
The company established itself as an outlet for hiring full-time and part-time professionals from the Philippines. It caters to a wide range of clientele, with professionals from Virtual Assistants to Web Development, Digital and Social Media Marketing, Graphics and Design, and more.
Similar to popular talent marketplaces like Upwork and Freelancer, OnlineJobs.PH offers a plethora of services for clients both local and abroad. Utah-based founder John Jonas started the company after hiring his first-ever full-time Filipino worker back in 2006. With thousands of jobs to choose from on a daily basis, the site is a popular destination to Filipino talents looking for online work.
Based on the Philippines with locations in Davao and Manila, Pepper VA is an online talent market hub solely dedicated to providing Virtual Assistant services. They focus on providing VA services to small and medium companies worldwide.
Here are other websites where you can apply as a virtual assistant:
Starting your Path to becoming a Virtual Assistant
Identify what you’re good at AND what you want to be good at
You have to be honest here and recognize the stuff that you’re good at. Do you crunch numbers in Excel like a champ? Are you good at responding to emails? Handle calls like a boss? Are you a Shopify savant? Write articles like a pro? Proficient in calendar scheduling? The reason why I suggest identifying your core skills is because you’ll be leveraging them as strengths when pitching your services to clients.
Learn the most common software/apps used by VAs
Google Docs, Google Sheets, Dropbox, Skype, Excel, WordPress, Asana, Trello
Determine your availability
What are your preferred working hours? Does it correspond with your clients? If not, how flexible are you willing to be? Be realistic, commit only if you can absolutely work on the agreed upon schedule.
Prep the necessary tools/equipment
I’m a big proponent of starting with whatever you have. It’s just wasteful buying new gear when you have a perfectly functioning computer. In my opinion, if your computer was manufactured in the last 3 years, you’re all set for hardware.
However, the most crucial component is your internet connection. Stability is number one. A wired 3 mbps or higher connection is preferred. You should also have a backup plan for the occasional hiccup in connection. A webcam might be needed on some instances. Later on, you can just upgrade your equipment once you have the funds if you feel you really need it.
Sign up on online services like UpWork, VirtualStaff, Craigslist, and others
I’m pretty sure there’s a lot more services out there (feel free to comment below for suggestions). This is where you will be starting your journey as a VA. You sign up for these services for the purposes of landing your first client.
Create a strong profile, polish up your resume
I can’t stress enough how important this step is. This could spell the difference between getting the job and getting ignored. Since you don’t have experience yet, you can try showcasing your strengths and skills on top of your description (as mentioned on section A). This will allow the client to see what you’re good at and gauge if you’re the best person for the job.
Try to use bullet-style format for easier reading.
Use the most professional-looking photo you have for profile picture.
Use or create a professional-looking email address if needed
Take tests to build up your portfolio
Send concise, well-thought out cover letters.
When applying for a job, try to match the content of your cover letter to the skills/requirements they are looking for. Never send out generic templates because clients will notice and get turned off. Spending a few minutes customizing your template will make the cover letter more personalized and fit for the job.
Join Facebook VA Groups to get tips, tutorials and job opportunities
Put your love of FB to good use! There’s a ton of Virtual Assistant groups in Facebook right now created by people who are willing to share tips and experiences to make your journey easier.
Cultivate the Right Virtual Assistant Mentality
This section of the guide aims to tackle the not-so-often discussed psychology behind what it really takes to become a virtual assistant. Sure, you can have all the tools and resources to learn to prepare yourself skill-wise. But how about the right mindset? Most aspiring virtual assistants need to know how to properly manage not only their emotions, but also their thought-patterns when applying for and working as a virtual assistant. Let’s take a look at some of the most important ideas that any virtual assistant should try to cultivate.
Shed off the “Employee Mentality”
This applies to all sorts of jobs, actually. But why is it especially important to virtual assistants? Because most of us are used to a regular employee setup where we typically do the absolute minimum simply to keep our jobs. Why exert extra effort, right? “Di naman ako pabida” or “Pwede na yan“.
Sadly, if you’ll apply the same mindset as a virtual assistant, be prepared to be replaced. There are lots of capable and willing virtual assistants out there—what’s stopping your client from replacing you if they find your performance sub par? If you put yourself in their situation, you’ll agree that it’s fair since it’s perfectly reasonable to look for someone more efficient and worthy of the salary you’re providing.
Start acting like a true professional
Your client hired you for your specific set of skills. This means that you’re expected to provide the output on a regular basis and look for ways to make your client’s business better. Why? Because if you’re intent is to simply be an employee, then you’re missing out on the great opportunities to develop your existing skill set and get better, higher paying jobs. What do you think your employer will say if you pro-actively find solutions and improve their workflow overall? That’s right—they’ll see you as a natural go-getter and problem solver. They’ll acknowledge you as a truly valuable asset and they will do anything to keep your services.
I know of a virtual assistant whose client from abroad sent him a huge wide screen monitor for doing a good job. Why do I know this? Because I was the one who bought his old monitor through TipidPC. True story. As you build yourself as a valuable resource, your clients will notice and you can even use this as leverage to acquire better roles and demand an increase in pay.
Cultivate long lasting relationships with your clients
I have a client from Germany whom I’ve written web content for back in 2014. It was a small project, but he found my output outstanding and I communicated with him as if he was a friend. I was never too formal. I didn’t address him as “Sir” (btw, never call them “Sir” unless they tell you otherwise). I made some suggestions on the type of content I thought will work best on his site and even wrote some few articles completely free of charge.
Why do this? If you genuinely try to help someone, not only will you get a chance to build a great relationship with them, you also allow them to see you as an invaluable authority on your field of work. Every couple of years, he’ll shoot a message and ask if I’m up for some writing job. Fast forward to 2018, I went full-time freelance and now work with him a few hours a week on his website.
When you build lasting relationships with your clients, everybody wins.
Bonus: Tips for your first Virtual Assistant interview
VIRTUAL ASSISTANT PRE-INTERVIEW TIPS
• Read what the VA job post is all about, skills and hours required, and gauge your familiarity with the client’s line of business.
• Find a quiet space to practice answering the most common interview questions they might throw at you. Emphasize your strengths and skills relating to the job.
• Make a quick background check what the company is all about, what they sell, the services they offer, and their history.
• Think about how you can position yourself as an investment to their business. Based on your skills, how can you fit yourself into their workflow and add value?
• Hours before the interview, double-check your internet connection and make sure you do a proper check of the equipment you’ll use for the interview (webcam, mic, etc).
• Wear professional clothes and groom yourself accordingly.
• Make sure to have a clean background for the interview. Try to reserve a quiet place in your house. Make sure to advice others to be extra quiet during the interview.
• If it’s absolutely impossible to have a quiet area in your house, try to ask your friends if they can let you do the interview at their place instead.
• Get into the chat/conference room at least 10 minutes before the scheduled time. Not only will you be able to prep yourself before you go live, the interviewer can also see that you are eager and prepared for the opportunity.
• Five minutes before the interview, send a quick chat to the interviewer to let them know you’re ready.
VIRTUAL ASSISTANT INTERVIEW PROPER TIPS
• Your whole aura and vibe should be positive and lively. Smile whenever possible and show confidence in your answers.
• Listen very carefully to each question and don’t interrupt them when they are talking. Focus on answering the core question, if you have to give examples, make sure it is aligned with the main answer.
• Take initiative in showing enthusiasm by also asking them questions as you see fit. This shows you’re highly interested with the job position and to the interviewer him/herself.
• Highlight your strengths subtly, make sure to only insert these during appropriate times.
• Make sure to emphasize why you are going to be a great addition to their company and how you can help boost their business.
• During the end of the interview, thank them for their time and effort.
VIRTUAL ASSISTANT POST INTERVIEW TIPS
• Shoot a quick email or chat to the interviewer to thank them for the opportunity and that you look forward to hearing from them.
• Ask them if they have any questions or need anything else.
Virtual Assistant Cover Letter Templates
To help you out in landing your first VA gig, here are some few sample Virtual Assistant templates that you can use as reference when crafting your own.
An Interview with real-life Virtual Assistant “Dibs”
I first met Dibs through TipidPC. I was looking for a monitor to hook my laptop to for improving my workflow writing from home. He mentioned he upgraded to a bigger monitor already so he was selling his old one. I learned he was working from home as a virtual assistant and he needed the large screen (he has 3, actually) to manage his workload.
Fast forward a few months later, I reached out to him to give HBP’s readers a better insight on how an experienced VA works. He was generous enough to accommodate my request and gave plenty of excellent advice for budding Virtual assistants s out there.
Read on to learn from a pro Virtual Assistant!
What kind of Virtual Assistant work do you do right now?
Currently I work as a VA for one of the largest electronic commerce and cloud computing company in US—Amazon. I do listings and handle promotions to keep our product ranking on top.
I am also a Social Media Manager and connect to our Customers by answering their comments, feedback and complaints as well as answering their private message inquiring about pricing, promotions and website navigation
Do you remember your first Virtual Assistant job? How was it?
I used to be a VA for a Real Estate Company in Alaska and that is where everything started. I do not have background in photo editing but my Boss was kind enough to teach me all the things that I need to know. I learned editing skills (Photoshop and InDesign). That was my major task since I was making flyers for her and managing her email. It wasn’t easy and I learned a lot from her. But I only worked for her for more than 1 month because I found a better job which is almost double the pay and very promising.
How do you deal with your clients?
I always treat them with respect. I am transparent and always speak when I need to. It’s not hard to get their trust as long as you show them that you are worth for it. If I see something wrong in the process, I immediately inform them. If I have a suggestion, I voice it out and believe me, they like that.
As of now I can say that I earned their trust since they are no longer requiring me to use any work tracker to monitor the progress of my work or to see what’s exactly on my screen (most of the VA’s are required to use monitoring software like Team Viewer).
What apps/software/program do you use on a daily basis as a Virtual Assistant?
You need to have MS office software on your PC (Specially Word and Excel)
You need to know how Google apps work. (This is a must). Google Docs and spreadsheet + how to use Google Drive and Google Dropbox
You can install software that will help you do screenshot as from time to time you will be needing to show something to your Client and since you are working remotely, sending screenshot is one of the best way to show what you want them to see. I am using JING.
This software will help you do quick screenshot and edit it by adding, arrow, circle or box highlight text and even upload it online so you can either send the picture to your Client or give them the link for them to view what exactly you are referring to.
You need to have email of course, a Skype or Hangout account that you can use for the interview
You need to have a Paypal account as most freelancers received their Payroll thru Paypal
What’s your workstation set up like?
You need to invest on your computer as this will be your source of income.
I bought this computer 2 years ago that has the following specs:
Intel i5 CPU 3.10GHz
1 TB harddisk
GeForce GTX770 video card
Plantronics headset with noise cancellation feature
28 inches monitor and 24 inches monitor (Dual monitor) for easy monitoring
How many hours do you work in a day as a Virtual Assistant?
I am a full time VA so I am working 8 hours a day and 5 days a week
What’s the best thing about being a Virtual Assistant?
The best thing about being a VA is you canwork at the comfort of your own home. You don’t need to wake up 2 hours before your shift since you do not need to commute and prepare. You can even work wearing your ordinary clothes and slippers.
What’s the hardest thing about being a Virtual Assistant?
You need to be independent. You need to learn all the possible skills you need to have as your Client is not always there to answer all your questions. You need to research everything before asking them as they do not like “spoon-feeding” or being given too much help with something and is not making enough effort themselves.
Making notes when they are teaching you will greatly help so have your notepad always ready and you can also download video recording app to record the instructions (if it’s via Video call).
Any tips for readers who want to become a Virtual Assistant?
I know there are many platforms now where you can get clients and start but trust me it is NOT that easy. Also, make sure to list all the applications you sent and do not entertain all emails that you will get and is offering you a job specially if you did not apply for it and the offer is too good to be true.
There are many scammers now and targeting freelancers. If they are asking for a certain amount before you start (as “deposit”), forget it. If they offer you a high compensation package and then ask you to receive money and transfer it to your Boss via Paypal where you’ll get a percentage for every transfer, forget it—it’s money laundering and it’s illegal. This is rampant now and many of my friends working as freelancers already received that kind of offer over and over.
You can start part time while you are still employed so you will know how everything works and you can tell yourself personally if you can and if you’re fit for the role. If you already submitted many applications online and you are not getting a reply, that is okay. Just keep trying and remember that you are competing with other Freelancers. Take time to review your resume and cover letter. That is your passport to freelancing world. Good luck!
Ready to take the leap?
Once you get your first couple of clients and spend a few months getting the hang of being a Virtual Assistant, you’ll find your comfort zone. While this is good, keep an open mind to learning more skills and improving what you currently know. Embody the good qualities we mentioned here and I promise, it will open up bigger and better opportunities in your VA career.