I'm doing some inquiries for a client to other businesses via phone and e-mail. I'm interested in how other's deal with how they represent themselves to these third parties... as a VA for client X, as a rep for client X, as part of Company X, etc.

I'm specifically interested in e-mail. I've added my clients name and website to my signature since I'm using his server (and domain) to send the inquiries, but use my name. His business is a one man show also. Any thoughts?

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Marcia
VentureVA

Hi there
I haven't done this for a client yet but expect that will occur at some time so pleased you asked. My preference would be to ask your client if he minds that I introduce myself as his personal VA. For that specific moment in time you are 100% at your clients service and I think it's important to acknowledge that in your transactions (verbal, written and financial).

Asking him too means you've covered your base in terms of making sure you know what the client expects but good too to have some preferences of your own handy in case his preference isn't nearly close to yours and thus you might need to do some soft negotiating.

Likely that you will spark their interests on your clients behalf because they will recognise his innovation to use a VA as well, and... it's likely too you are going to get asked what a VA is... which is a great opportunity to market yourself. There's a potential for a great win-win there I think

Like I said though, I haven't had that situation arise yet so am only suggesting what I would do if I were in that position. Hope it's helpful all the same.

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Virtually yours,
www.nzvas.com

I would ask your client. I do this for several of my clients and so it varies this each one.
For those whose server I am on I use the following per their request..

Lee - Assistant for Company X
Lee - Office Manager for Company Y

If I am using my business email I then use Lee - Office Assistant on behalf of company Y with their company information.

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Lee Drozak
My Office Assistant

Hi Marcia,

It really depends on the client's preference. I would ask them what they feel most comfortable with. I make calls and send emails for one of my clients and I always introduce myself to their customers as a representative for them. They also set me up with an email account so that when I email their customers, it appears that I'm one of their employees.

I think it's based on the type of businesss they're in. Having a background in marketing and customer relations, I think the majority of the time, it's best to come across as a rep for your client. I say this because the client's customer's may not be receptive to the idea of a virtual assistant handling their business. Some people just don't like outsourcing. Also by you introducing yourself as a rep for your client, it makes their business seem larger than it is and gives thems additional credibility.

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Trena Stubbs of Apex Virtual Solutions
& Author of The Road to Going Virtual

Thanks for all your input. This is my first client, so I wasn't sure how to handle it. But I can see how it might make a difference depending on the situation. Since he's a one man show and I'm trying to get him leads, I thought it was important to represent his company and not mine. But didn't want to be misleading. But I guess these third parties don't care HOW I'm getting paid... as an employee or as a contractor. And I'm ALWAYS careful to have him review anything before I send it.

Additionally, he's leading me to other work in other ways, so I don't feel gypped of the marketing opportunity.

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Marcia
VentureVA

Hi there,

I agree with everything that's been stated. Just depends on the client's preference, but yes, acting as a representative for them is how I do it. Typically, I represent clients via email, haven't done so by phone yet, but my standard email greeting is something like:

Dear 3rd Party,

I'm emailing you on behalf of Client's Name (Company Name) and ..."

Then I sign with something like:

Best Regards,
My Name
Client's Co. Name Assistant
myemailaddress

Only one of my clients has given me an email address, but I don't ever send anything on their behalf, so I just use my email address for replies & copy the client on anything outgoing for them.

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shana
www.shanafore.com

When I make calls on behalf of clients I say "I'm calling on behalf of....".

I check it out with them first. Usually they like that approach because it represents their business and not mine.

Carol
CJ's Virtual Business Solutions

Hi Marcia,
Congrats on your 1st client. I agree with the girls. I would always say that I am calling on behalf of my client. Although, I use my own address as per the client request. As everyone metioned already, it is the clients preference which email you would use. Good luck!

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Truida

I basically say, This is Tamika calling from [name of the client's company]. My emails from their domain servers do not have a title attached to it, unless they request it.

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Tamika R. Johnson, MBA, Principal
administrative partners, llc
www.administrativepartners.net | http://adminpartners.blogspot.com

For me this depends on the client. I usually say I am calling from X company, or on behalf of X company. If it is e-mail and from their server, I have a signature which just includes my name, no title and the company name. Sometimes the client requires research but wants to remain confidential so I would use my company name for that. But if you are not sure then ask of course.

I still find many people do not know what a virtual assistant is, but I have said, I am a virtual assistant for X company... if they ask I explain what that is.

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Bernice
Energy Virtual Assistant