A virtual assistant SOP is a written procedure for a human remote assistant to complete a repeatable task. It names the result, source material, steps, decisions and review. Use the free template below, then see a filled example for handing off 12 product-listing drafts.
A request such as “help with product listings” leaves the assistant guessing about tone, source facts and permission to publish. A useful handoff says which products to draft, where the facts live, what files to return and who accepts the work. AI can help prepare the drafts; the business owner and assistant still need an agreed process.
Copy this virtual assistant SOP template
Choose one task you already understand. Fill in the brackets, attach the current inputs and agree on one sample before assigning a batch. You can use this in a document, a task manager or an Orkas shared project.
Download the editable SOP template (.txt) · Download the filled example (.txt)
VIRTUAL ASSISTANT SOP: [one repeatable task]
Version: [number] | Updated: [date] | Maintained by: [person]
RESULT AND PEOPLE
Deliver: [specific files or changes, quantity and format]
Assigned to: [human assistant] | Reviewed by: [business owner]
Start when: [assignment or event]
Due: [date, time and timezone] | Checkpoint: [first sample / batch]
INPUTS AND ACCESS
Read: [current source files, links and version]
Follow: [brand rules and one accepted example]
Use: [tools and individual access needed; no passwords here]
WORK SEQUENCE
1. Check that the inputs are complete; list missing information.
2. Prepare one sample and send it to the reviewer at the checkpoint.
3. Apply the review to the remaining items, keeping source IDs.
4. Check every output against the acceptance criteria below.
5. Save the deliverables and an exception list in [shared location].
6. Send the reviewer the filenames, version and unresolved decisions.
DECISION AUTHORITY
The assistant may: [draft, organize, correct formatting, etc.]
Ask the owner before: [publishing, sending, spending, changing prices]
If facts are absent or contradictory: [flag the item and ask whom]
Continue unaffected work when: [clear rule]
ACCEPTANCE CRITERIA
[ ] Every input ID has an output or a named exception.
[ ] Facts match the named sources; missing facts are flagged.
[ ] Format, filenames, brand rules and version are correct.
[ ] The reviewer can open the files from the shared location.
[ ] Unresolved decisions and the next owner are listed.
HANDOFF AND UPDATES
Delivery location: [folder / Library / task attachment]
Handoff note: [version, files, counts, exceptions, requested decision]
Owner review: [accept / request a specific revision / resolve exception]
Completion means: [review outcome and any required follow-up]
Update this SOP when: [process changes or a recurring correction]Keep the repeatable procedure in the SOP. Put this batch’s product IDs, due date and current source version in the assignment. Update the procedure when a repeated correction changes how the next batch should be done.
Filled example: 12 product-listing drafts for a shop owner
Illustrative example: Maya’s shop, Leo the remote assistant and all 12 products are fictional. We prepared the source data, SOP, drafts and review notes for this guide. This is not a customer case, an AI performance benchmark or a two-account Orkas test. No listings were published.
Maya wants a reviewable batch of pouch descriptions. Leo may draft and adjust wording; Maya decides on product facts and publishing. No store login is required. The example deadline is November 6, 2026 at 16:00 Asia/Shanghai, with one sample review before Leo prepares the other 11.
| Part of the handoff | Filled instruction |
|---|---|
| Inputs | 12 unique SKUs in products-source.json, version 1.0. Use only the supplied material, color, dimensions, closure, pack count and care. |
| Output | One record per SKU: title up to 70 characters, 20–45-word description, three factual bullets and any issues. |
| Brand rules | Plain English. No invented certifications, sustainability claims, discounts or delivery promises. |
| Checkpoint | Review PCH-001 for format and tone before drafting the remaining products. |
| Exception | PCH-012 has no care instructions. Omit care advice, flag the missing fact and continue the other drafts. |
| Acceptance | Every SKU appears once, facts match the source, files open from the shared location and unresolved decisions have a named owner. |
One input and its finished draft
Source PCH-001: cotton drawstring pouch; Sand; 12 × 16 cm; one pouch per pack; care: hand wash cold, air dry. No certification or environmental benefit is supplied.
Sand Cotton Drawstring Pouch, 12 × 16 cm
This sand cotton pouch measures 12 × 16 cm and closes with a drawstring. Each pack contains one pouch. Check the dimensions before choosing your size. Hand wash cold and air dry.
- Cotton body in sand.
- Dimensions: 12 × 16 cm.
- Drawstring closure; one pouch per pack.
In the illustrative review, Maya rejects “eco-friendly” because the source does not support it. The final title above uses the supplied product attributes. PCH-012 remains marked needs_owner_input, with no invented care advice. The packet contains 11 drafts ready for owner review and one draft with an unresolved question; none is marked approved.
Download the complete example: filled SOP, 12 source products (.json), 12 listing drafts (.json) and review and handoff notes (.txt). The JSON files are ordinary text files you can open in a text editor; the example does not require Orkas.
Make the result easy to review
Check coverage before polishing. Compare the delivered SKU list with the source list. An attractive description does not make up for a missing product or a duplicate row. Keep the source ID in every draft so the owner can trace a claim back to the input.
Name the exception and the decision. “PCH-012 needs care instructions from Maya” tells the reviewer what to do next. “Needs review” alone does not. Agree whether unaffected work may continue; the example allows drafting the other products while holding the batch’s final approval.
Identify the exact version. Return filenames, counts, unresolved items and the requested decision. If the reviewer asks for a change, save a new version and describe what changed. Keep the SOP beside the files so the next batch starts with the accepted rules.
Use the SOP with a remote assistant in Orkas
Orkas is a desktop AI workspace with shared projects for people working with their own AI agents. The following handoff follows the current Projects user guide and shared-projects guide. The downloadable packet above was assembled for this article; its receiving-account handoff has not been run.
- Set up the shared work. In a project, put stable expectations in Goals & rules and add the SOP, product source and brand references to its Library. State that deliverables must be saved to the project Library.
- Invite your assistant. Open Members → Invite members, review the sharing scope and create the invitation link. Both people need the official Orkas app and sign-in. Confirm the intended account when joining.
- Assign a bounded batch. Create a project to-do, assign it to the human assistant and attach the current brief. Include the 12 SKUs, deadline, first-sample checkpoint and required filenames. The assignee chooses their own AI agent and starts the work on their device.
- Return files for review. Have the assistant save the drafts and handoff note in the shared Library. The owner retrieves updates with Refresh, opens the exact files and compares them with the SOP. Work returned as Awaiting confirmation still needs that review.
- Resolve the handoff. Request a specific revision or resolve the missing fact, then mark the to-do Completed when the agreed criteria are met. The named reviewer is a team agreement: members can edit shared to-dos, so the status is not a reviewer-only approval lock.
Check delivery on the receiving side. Saving is local first; shared changes publish in the background. An invitation can arrive before files finish uploading. If a file is missing, check sync progress and use Refresh; use Retry in Members for pending uploads. Review a project conflict before choosing a copy. Collaboration is asynchronous rather than live co-editing.
What the assistant can see
Sharing uploads project rules, memory, Library files and to-dos to Orkas cloud for members. Use a separate project for each client’s material. Custom agents require an explicit Share action. Task conversations and automations stay private; model keys, connector sign-ins and credits remain personal. A draft left only in the assistant’s chat is not delivered to the owner.
See small-team shared project examples for other ways to divide work. Collaboration is included within the official app’s Free limits; see current project, member and storage allowances before choosing a plan.
Virtual assistant SOP questions
Is a virtual assistant SOP the same as an AI prompt?
No. Here, a virtual assistant is a human remote assistant. The SOP assigns responsibility, inputs, steps, exceptions and review. An AI prompt can help with one step, but it does not replace the handoff or the owner’s acceptance criteria.
Can I use this SOP template in Google Docs or Word?
Yes. Copy the template into your existing document or download the plain-text file. The template and worked example can be used without Orkas.
How much detail should I put in a virtual assistant SOP?
Include enough detail for the assistant to complete one task and check the result: current inputs, actions, decisions, output format and review. Add a screenshot when a control is hard to identify. Try one sample, then add instructions for the questions that actually arise.
How do I adapt the SOP for inbox or social media work?
Replace the product inputs and output rules with the relevant messages, content brief or calendar. Define what may be drafted, what may be sent or published, which items need escalation and who reviews them. Agree on access separately.
Do I need a paid Orkas plan to collaborate with my assistant?
Free accounts in the official Orkas app include limited shared-project collaboration. Both people need the official app and sign-in; the open-source build does not include project sharing. Check the pricing page for current project, member and storage limits. Each person’s AI usage remains separate.
Start with one repeatable task: fill the template, review one sample with your assistant and agree on the shared location before handing over the batch.