Setting yourself up as a Virtual Assistant doesn’t require a huge upfront investment, but some essentials are non-negotiable. Here’s what you really need to launch a professional VA business in the UK.
Core Equipment and Tools You Must Have
1. A Reliable Computer with Microsoft Office (Business Licence)
Microsoft Office remains the most requested software among clients, and most expect compatibility with Word, Excel, Outlook, and PowerPoint. If you’re using it for client work, you need the Microsoft 365 Business Standard licence to stay compliant. Avoid home-use versions.
2. Reliable Broadband
You are going to want to make sure your internet is ready for the challenge! If you are on a video call, but someone in the house is watching Netflix or downloading a game, will it stand up to it? If not, you will want to think about installing super-fast broadband – with fibre to the door now being an option, it may be something to think about to prevent future headaches. You may also want to opt for a business package so that when the internet goes down (because inevitably it will), they will prioritise your call out over personal users. 76.1% of VAs report working from home full-time, so stable internet is non-negotiable.
3. Use a separate phone number for your business
Whilst it is absolutely fine to have a mobile number for your business, I would encourage you to think about getting a separate number (not your personal number). This way, you can switch it off when you are out of the office or forward the calls easily. Trust me, you will thank me in the long run!
4. A Basic, Legally-Compliant Website
Clients will Google you, even if you are recommended by word of mouth. You will also need a place to store all your business information, services, contact details, pricing, etc., so clients can find it easily. Your website is the best place to make your privacy policy publicly accessible, which is a legal requirement (not just if you have a website).
Your site should include:
- T&Cs
- Privacy and cookie policies
- Acceptable Use Policy (if applicable)
- If you are Ltd company you will need to display your address on the website.
If you want to be listed on the SVA Approved VA list, these elements are mandatory.
5. A Professional Email Address
This is critical. No Gmail, Hotmail, or Yahoo. You should use a domain-specific email (e.g. you@yourbusiness.co.uk) to protect your brand and client data. It also avoids the risk of sensitive information being sent to the wrong inbox.
6. Data Backup (GDPR-Compliant)
Use a secure, off-site cloud backup that is encrypted and GDPR-compliant. This protects you from hardware failure, theft, local damage or accidental deletion.
7. Data Protection Registration (ICO)
If you process personal data — and nearly all VAs do — you must be registered with the ICO. This costs £35–£55 per year and is now a “Golden Rule” for being listed on the SVA Approved Directory. Don’t overlook it.
8. Professional Indemnity Insurance
PI insurance protects you if a client claims loss due to your advice or service. It’s now required by SVA for Approved VAs, and it is highly recommended that you protect yourself with this. Take a look at our Affiliates page to find some good insurance deals with companies that understand the VA industry.
9. Contracts / Terms and Conditions
These are a must-have once you get your first client. Having these in place protects you, and it also protects the client. These must be prepared by someone who understands UK business law and the VA industry. Check out our Affiliates Page for some great suppliers and deals to get you started.
Highly Recommended Extras
9. A Comfortable, Ergonomic Office Chair
Don’t underestimate how much time you’ll spend sitting. A good chair is an investment in your long-term health.
10. Desk
You don’t absolutely need a desk to start with (heck, I started from the dining room table), but long-term, you will because it helps you to sit at the right height/angle (along with your desk chair).
10. Printer
Not always essential, but useful for signing contracts, scanning, or posting hard copies. Consider a compact all
11. A good light
You’ll quickly get a headache if you don’t have the right lighting. Make sure you position your workplace correctly to make the best of any natural light, but get yourself a good desk lamp to help when it’s darker.