What To Do On Day 1 With Your Filipino VA

When you’ve found the right candidate and you’re ready to make a hire, it’s time to send a welcome email to your new Filipino worker. This email is important. You want to include important information to help the person get started, but at the same time, you don’t want to overwhelm them and scare them off. Here are a few essential things you need to put in in this email.

Welcome them to your business

This is an exciting opportunity for your Filipino worker. It’s also an exciting thing for you, especially if this is your first time outsourcing. From the get-go, you want your new worker to feel comfortable. Of course, the worker will probably be a little nervous or maybe unsure, so help them feel at ease and know that you are here to help them get off on the right foot.


Welcome! This is my business. We’re going to start working together on this, so my business is your business. My success is also yours!

It’s super important to make sure your worker knows that you are thrilled to work with them. Set the tone right from the beginning. Create an atmosphere where your new worker can feel your enthusiasm for this new relationship. This will give your worker a great deal of confidence.

This new experience will be challenging enough for the person, so don’t complicate things further by jamming too much information down their throat in this welcome email. Include what is necessary, but don’t drown them in excessive details. Put yourself in their shoes. Confusion can only hurt confidence and production.

One nice way to help reduce these feelings of confusion and uncertainty is to create a video and include it in the welcome email. It doesn’t have to be long; simply record yourself so that the person can hear your voice (and see your face if you decide to have more than just an audio recording). Welcome them and introduce yourself. This can give the worker a lot of comfort.

Lay down your policies and expectations


Here are the rules

From the first day your Filipino starts working for you, let them know exactly what you expect of them. Tell them what your rules, regulations and procedures are. Make sure these are not left vague or difficult to understand. With these, there are a few elements you’ve got to make sure to touch on.

First, let them know that you expect them to work for you and no one else. Your worker needs to be honest with up front if this is a problem. Tell them you want this to be a long-term relationship. You should also help them realize that they can discuss money concerns with you. If paying them a little more means they won’t get a second job, make that a real consideration.

Assure your worker that they can come to you with any problems or concerns. When they know you are available to help, they are much less likely to be embarrassed or worried about disappointing you.


Fair wages for honest work.

A common problem among Filipino workers is that some of them disappear when they encounter problems or when they are worried that they’ve done something that would let you down. Filipinos love to please, so when they feel they’ve done something you won’t like, they’ll be worried you’ll be disappointed. Rather than confront the issue, a lot of times they’ll simply stop communicating with you. It’s crucial that your worker understands that this is unacceptable and that they should address any problems with you.

Ensure that your worker understands how much you are going to pay. Also, tell them you will pay them once a week for the first two months. Then, once trust has been established, you will pay them monthly. Remind your worker to send invoices.

Finally, cover policies such as time off, hours per week they will work, and that you expect them to send you a daily email. This daily email is a vital part of their job. Each day, your Filipino worker should send you an email where they address three questions: 1- What did you do today? 2- What problems did you run into? 3- How can I help you? The daily email will help maintain good communication between the two of you.

First task

With your welcome email, you should also give your new Filipino worker an initial task to complete. The first task really sets the tone for your business relationship. For this task, you have two options: You can give a simple task, or you can give a very challenging task. I have gone back and forth on which one is best, and what it really comes down to is knowing what the person can handle.


Dear Lord, I’m not quite sure if I can do this!

I have had some workers who were a little short on confidence. For them, I’ve found that a simpler task is the way to go. This way, they aren’t easily frustrated, and their already-fragile confidence doesn’t take a further hit.

On the other hand, if you have a new worker that you know is especially capable and resilient, consider assigning them something a little tougher. Acknowledge that you know the assignment is hard and that the person will get stuck. Make it clear that you will help them and answer their questions to help them figure out the solutions to the problems they encounter.


Wow I did it! I never knew I could!

When your worker completes an assignment, it bolsters their self-confidence. It also shows you what they’re truly made of. You can find out a lot about someone as they struggle to find solutions to hard questions.

Whether you set them loose on a hard task or an easy one, make sure it involves things that you hired them to do. That way, they can show off the skills and talents they’ll be using throughout their time with you. Also, don’t forget to give them adequate instructions and assure them you will give them help and feedback to guide them on their way.


This welcome email is your first communication with your worker as an official full-time hire. Getting things off to a smooth start is so important. Don’t drop the ball on this opportunity to make a good impression and to help your Filipino worker feel eager and ready to fulfill their new duties with you.

John JonasAbout John Jonas
John helps business owners learn to outsourcing to the Philippines and replace themselves with virtual assistants.
He founded and owns OnlineJobs.ph.

He currently employs 14 amazing Filipino workers full-time and loves every one of them. He lives in Utah, has a wonderful wife, 4 amazing kids, and golfs 4-5 times/week.

Find John at JonasBlog.com and Facebook.

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  1. Simon says

    Hi and thanks for the great information.

    Do you have a template letter available?

    Would love to see what you use.



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