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Super Easy Task Instructions for your Virtual Assistant: Create a Fillable PDF

Delegating the task of creating a fillable PDF to your virtual assistant (VA) can be a tricky endeavor, especially when conveying your design preferences or specific needs for a fillable document. Miscommunication in this task can lead to wasted time and a loss of enthusiasm for your project.

Consider a situation where unclear instructions result in a fillable PDF that doesn’t align with your vision. If the form fields are not in the right places or the design is off, it can lead to inefficiencies and a lack of engagement with your audience.

In this blog article, we’ll guide you through the process of effectively assigning the task of creating a fillable PDF to your VA, ensuring your vision is accurately realized.

What You Need to Prepare:

Before delegating the task, gather the following data, information, and files to empower your VA in creating a fillable PDF:

  • References for PDF Design (color schemes, branding elements, etc.)

  • Style Preferences for Fillable Boxes/Sections

  • Content for the PDF (text, images, etc.)

  • Any Specific Instructions for Form Fields

  • Examples of Existing Fillable PDFs You Like

*If you will be providing references or attachments with a heavy file size, please try to reduce/compress the file size first before sending it to your VA.

What to Send to Your Virtual Assistant:

Use this template to convey your fillable PDF instructions:

Subject: Fillable PDF Creation Task

Dear [VA’s Name],

I hope this message finds you well. I have a task for you – creating a fillable PDF for our upcoming project. Here are the details you’ll need:

  • References for PDF Design: [Attach or specify design preferences]

  • Style Preferences for Fillable Boxes/Sections: [Detail any specific style requirements]

  • Content for the PDF: [Include text, images, and any necessary elements]

  • Specific Instructions for Form Fields: [Provide details on the type and placement of form fields]

  • Examples of Existing Fillable PDFs You Like: [Attach or provide links for reference]

Please ensure the final fillable PDF aligns with our project requirements and engages our audience effectively.

Task Timeline Plan

I am endorsing this task to you today [insert date today]

I would like your initial or completed report by or before [initial deadline]

I will provide you corrections or feedback (if any) by [insert date you will send feedback to your VA]

This will then allow you to finalize the fillable PDF on or 2 days before the intended publish date which is [insert final deadline].

Feel free to reach out if you have any questions or require further information.

Deadlines and Task Limits:

Consider giving your VA at least two weeks before the intended use date to allow for edits and revisions. Clearly communicate any specific milestones or checkpoints for review during the PDF creation process.

Effective communication with your VA is vital for successful task delegation. We’re eager to learn about the communication challenges you face in assigning tasks. Share your experiences by leaving a comment on this blog or emailing us at Your insights will guide our future articles and help address communication hurdles effectively.

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