Top Tips To Help You Spot Your Dream Client As A Virtual Assistant (& Identify Who You DON’T Want To Work With)

Running a virtual assistant business is like dating. Sometimes, you meet a client who feels like The One—the perfect match, the dream client. Other times, you’re halfway through your first discovery call, mentally mapping out an escape route. But just like in dating, knowing how to spot red flags (or green ones) is crucial.

So, let’s dive into the top 8 tips for recognizing your dream client—and, just as importantly, how to identify those you want to steer clear of.

My 10 Tips to Help You Identify Your Dream Client(s)

#1 - They respect your time.

Dream Client: They get it. Time is money. They’ll schedule meetings in advance, be on time, and respect your working hours. You won’t find them sending a frantic email at 11 PM expecting you to drop everything. 

The Client to Avoid: If they’re sending you "quick" texts on weekends, or asking if you can "just hop on a call for five minutes" (that turns into 45 minutes), take note. If they don’t respect your time now, they likely never will.

#2 - They Know What They Want (Mostly)

Dream Client: A dream client has a clear idea of what they need from you. They’ve outlined their goals, have realistic expectations, and are open to your expertise to guide them the rest of the way. 

The Client to Avoid: If they’re asking you to ‘do your thing’ without providing any direction and expecting you to read their mind like a superhero, run. Vagueness can lead to endless revisions and frustration for both sides.

#3 -  They Pay on Time (and Appreciate Your Worth)

Dream Client: Payment isn’t an issue. They understand the value you bring and pay you accordingly, on time, without any awkwardness. 

The Client to Avoid: If you find yourself chasing down payments or being asked for "discounts" repeatedly, this might not be your ideal partnership. You shouldn’t have to moonlight as a debt collector.

#4 - They Communicate Clearly

Dream Client: They explain their needs clearly and respond promptly to your questions. When a change is needed, they don’t mind giving feedback (the constructive kind), but they also trust you to handle the task. 

The Client to Avoid: The ones who leave you on “seen” for days, then flood your inbox with confusing, contradictory messages when they finally reply—yeah, those. Poor communication can derail even the best working relationships.

#5 - They Respect Boundaries

Dream Client: Your boundaries are non-negotiable, and a dream client respects that. They’re not expecting you to work weekends or answer emails late at night. 

The Client to Avoid: If they think hiring a VA means you’re available 24/7 like an all-you-can-eat buffet, then it's time to reconsider. Setting boundaries early helps, but if they keep pushing, they’re probably not worth the headache.

#6 - They Understand Your Role (and Don’t Expect Magic)

Dream Client: They know what a VA can and cannot do. They’re realistic about your skill set and don’t expect you to double as their therapist, IT support, or on-call guru for every random request. 

The Client to Avoid: Beware of the clients who start asking for ‘a little extra’ beyond the scope of work. Suddenly, you’re doing their taxes, picking out their kids’ birthday gifts, and managing their fantasy football team. That’s not part of the VA gig!

#7 - They’re Open to Feedback

Dream Client: These clients trust your expertise and are open to suggestions. If you see a more efficient way to tackle a task, they’re eager to listen and implement it. 

The Client to Avoid: If they micromanage every detail or insist that their inefficient (and outdated) process is the only way to get things done, this relationship might turn into a tug-of-war.

#8 - They Celebrate Wins With You

Dream Client: When a project goes well, they acknowledge it. Whether it’s a shoutout in a meeting, a glowing review, or even just a ‘thank you,’ they know how to make you feel valued. 

The Client to Avoid: The ones who take credit for your hard work or seem oblivious to the effort you’ve put in. It’s not that you need constant praise, but a little appreciation goes a long way.

#9 -They Align With Your Values

Dream Client: Your values don’t have to perfectly align, but it helps when they care about the same things you do. Whether it’s being eco-conscious, promoting work-life balance, or building a positive business culture, shared values can make the work feel more meaningful. 

The Client to Avoid: If you’re constantly cringing at their emails or dreading the conversations because their ethics and values don’t sit right with you, this is a red flag.

#10 - They’re Fun to Work With!

Dream Client: The best clients make the work enjoyable. You don’t dread their emails, and you even look forward to the occasional chat. They bring good energy and make your day better. 

The Client to Avoid: If you feel a sense of impending doom every time you see their name pop up in your inbox, it’s time to consider moving on.

The Bottom Line: Trust Your Gut

Not every client is going to be a perfect match, and that’s okay! But by using these tips, you’ll be able to filter out those clients who might be more hassle than they’re worth. Remember: saying “no” to the wrong clients makes room for saying “yes” to your dream clients.

And when in doubt, listen to your gut. It’s never wrong about people.

Have you encountered any of these client types? Share your own dream client (or nightmare client) stories in the comments!

Thanks for reading - Kalin