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Super Easy Task Instructions for your Virtual Assistant: Set Up a Welcome Email Automation

Delegating the task of setting up a welcome email automation can be challenging, especially when it comes to articulating your automation preferences and ensuring smooth execution. Miscommunication in this task can lead to wasted time and a loss of enthusiasm for your email marketing efforts.

Imagine a scenario where unclear instructions result in a welcome email automation that doesn't align with your brand voice or fails to engage your audience effectively. This misalignment can lead to missed opportunities and a lack of passion for nurturing new subscribers.

In this blog article, we'll provide a clear guide on how to effectively assign the task of setting up a welcome email automation to your VA, ensuring your automation sequence is accurately implemented.

What You Need to Prepare:

Before delegating the task, gather the following data, information, and files to empower your VA in setting up the welcome email automation:

  • Number of Emails in the Welcome Automation Sequence

  • Content for Each Email (text, images, etc.) if available, or References on How to Write the Content

  • Template or Design Preferences for Each Email

  • Email Marketing Platform to Use

  • Tag/s to Use for Segmentation

  • Timetable for Email Sending (e.g., immediate, 1 day after subscription, etc.)

  • Any Additional Details or Instructions

Note: If 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 welcome email automation instructions:

Subject: Welcome Email Automation Task

Dear [VA's Name],

I hope this message finds you well. I have a task for you – setting up our welcome email automation sequence. Here are the details you'll need:

  • Number of Emails in the Welcome Automation Sequence: [Specify]

  • Content for Each Email if available: [Attach or provide content for each email] or References on How to Write the Content [Attach or share links to the references]

  • Template or Design Preferences for Each Email: [Describe preferences or attach templates]

  • Email Marketing Platform to Use [Specify which email marketing platform the automation will be in. Provide login details to the platform as necessary. Make sure that your account or plan is capable of setting up an automation.]

  • Tag/s to Use for Segmentation: [Specify tag/s for segmentation]

  • Timetable for Email Sending: [Outline the sending schedule]

  • Any Additional Details or Instructions: [Provide any other relevant information]

Please ensure the welcome email automation sequence aligns with our brand voice and effectively engages our new subscribers.

Below is the timeline plan for this task:

- [insert date today]: I'm endorsing this task to you.

- [insert initial deadline]: Initial deadline for the content of the emails (if the team will be writing the content)

- [insert date to give feedback]: I will provide feedback for the emails and request edits, if necessary.

- [insert date for revised output]: Deadline of submission for the revised output

- [insert date to proceed with next steps]: I will give my approval and/or go signal using the approved copy.

- [insert setup deadline]: Deadline of report submission for the automation setup draft and testing

- [insert final deadline]: This is when the automation should go live.

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

Deadlines and Task Limits:

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


Effective communication with your VA is crucial for successful task delegation. We're interested in learning 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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