If you just hired a virtual assistant, or you are thinking about it, the first question is simple. What should they actually do? Hand off the wrong tasks and you create more problems than you solve. Hand off the right ones and you get hours of your week back. Here is a checklist to help you decide.

Checklist: good tasks for a virtual assistant

  • Renewal reminders. Reaching out before a policy renews so nothing lapses.
  • Quote follow up. Sending the second and third message after a quote goes out, which is the step most agencies skip.
  • Certificate of insurance requests. Collecting the details and issuing routine certificates.
  • Payment reminders. Following up on late payments in a friendly, consistent way.
  • Scheduling. Booking calls and managing calendars for producers.
  • Data entry. Keeping your agency management system accurate and up to date.
  • Review requests. Asking happy clients for a quick online review.

Tasks to keep for a licensed agent

Some tasks should stay with you or another licensed agent, even if your VA is excellent.

  • Recommending specific coverage or limits
  • Binding a policy
  • Underwriting decisions
  • Handling a claim

A good rule to remember: if the task involves giving advice about coverage, keep it with a licensed agent. If the task is about communication, scheduling, or paperwork, it is usually safe to hand off.

Why the wrong wording causes problems

Here is the part agency owners often miss. A VA can handle countless routine messages every week, but only if they have the right words to use. Without ready made wording, a VA either guesses, which sounds inconsistent, or asks you constantly, which wastes the time you were trying to save.

Give your VA the tools to do it right

InsuranceAgentForms.com gives your virtual assistant a ready made library to work from: over 101 email and text templates, over 75 phone scripts, and a plain language reference guide for common coverage questions. Instead of guessing what to say, your VA searches for the situation and sends the right words in seconds. Sign up today and hand your VA the tools to succeed from day one.

For licensed professionals. Adapt to your agency, state, and carriers. This is not legal, compliance, or E&O advice.