Proper Etiquette in a Discovery Call: A Beginner’s Guide for First-Time Virtual Assistants

Introduction

So, you finally landed a discovery call with a potential client—congrats, Hustler! 🎉 This is your golden opportunity to make a lasting impression and potentially lock in your first client as a virtual assistant.

But we get it—discovery calls can be nerve-wracking, especially if it’s your first time. What should you say? How should you act? What if you mess up?

Don’t worry. In this guide, we’ll walk you through the proper etiquette for a discovery call, step-by-step. By the end, you’ll know exactly how to carry yourself professionally and confidently—even if it’s your first ever call.

What Is a Discovery Call, Anyway?

A discovery call is a short, informal meeting (usually via Zoom or Google Meet) where a client and a virtual assistant get to know each other. The goal is to discuss the client’s needs, your services, and whether you’re a good fit to work together.

Think of it like a job interview—but more conversational.

1. Prepare Ahead of Time

Before the call, do your research and prepare your talking points.

✅ Check the client’s website or social media
✅ Review the job post or any messages you’ve exchanged
✅ Write down key questions you want to ask
✅ Prepare a short introduction about yourself

Pro Tip: Test your tech—make sure your internet connection, webcam, and microphone are all working smoothly.

2. Dress Presentably

Even if it’s a virtual call, first impressions still count. You don’t need to wear corporate attire, but at least go for a clean and casual-professional look. A simple blouse or polo shirt will do the trick.

Clients will appreciate that you took the time to look presentable—it shows respect.

3. Be on Time (or 5 Minutes Early)

Punctuality is crucial. Being on time shows you’re dependable and respectful of their schedule. Log in 5 minutes before the call just in case there are any last-minute issues.

If something goes wrong (e.g., internet problems), message them immediately to let them know. Don’t ghost!

4. Start with a Friendly Greeting

When the call starts, greet them with a smile and introduce yourself.

Sample script:

Hi [Client’s Name], it’s so nice to meet you! I’m [Your Name], and I’m really excited to learn more about your business and how I can support you as a virtual assistant.

Keep your tone warm and enthusiastic, but professional.

5. Let Them Speak First About Their Business or Needs

After your introduction, let the client lead. Most of the time, they’ll start by explaining what their business does or what tasks they need help with.

Don’t interrupt. Nod, smile, and take down notes if needed. Listening is a powerful skill.

Once they’re done sharing, that’s your cue to respond and relate your experience to their needs.

6. Talk About Your Skills—But Keep It Relevant

When it’s your turn, focus on the value you can bring to their business.

✅ Mention skills that align with their needs
✅ Share a quick story or experience (even a school or personal project can work if you’re new!)
✅ Don’t oversell—just be honest and confident

Example:

I recently helped a small e-commerce shop manage their inbox and organize their customer inquiries, which improved their response time significantly. I’d love to help you in a similar way.

7. Ask Thoughtful Questions

Having a few questions ready makes you look proactive and engaged.

Here are a few you can ask:

• What tasks are you looking to delegate first?

• Are there any tools or platforms your team uses regularly?

• What’s your preferred way of communication (email, Slack, etc.)?

This also helps you assess whether the client is a good fit for YOU.

8. Discuss Next Steps Professionally

Toward the end of the call, thank them for their time and ask what the next steps will be.

You can say:

Thank you for sharing all that. I’d love to support you. What’s the next step from here? Would you like me to send over a proposal or do a trial task?

This shows you’re ready to move forward without being too pushy.

9. Follow Up with a Thank You Message

Always follow up after the call—preferably within a few hours or the next day. Send a short, polite thank you message.

Example:

Hi [Client's Name],
Thank you for the time earlier today. It was great learning more about your business and how I can potentially support you as a VA. I’m looking forward to the next steps. Please feel free to reach out if you have any other questions!

Bonus Tips:

💬 Speak clearly. Don’t mumble or talk too fast.
📝 Have a notebook or document open for notes.
😅 Stay calm. It’s okay to be nervous, but don’t let it overwhelm you.
✨ Be yourself. Clients can tell when you're being authentic.

Final Thoughts

Your first discovery call as a virtual assistant might feel scary, but remember: clients aren’t expecting you to be perfect—they’re looking for someone professional, honest, and easy to work with.

Follow this guide, stay calm, and show up with good energy. You’ve got this, Hustler!

Want more tips for beginner VAs?
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