Freelance Virtual Receptionist Templates

Looking for Freelance Virtual Receptionist Templates to download? See the main templates that a Freelance Virtual Receptionist would use in their day-to-day work.

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Freelance Virtual Receptionist Templates

There is a huge number of templates that someone in the Freelance Virtual Receptionist role uses in their daily work. In this article, we’ll outline the main templates they use.

Documents & Spreadsheets

These templates are some of the most commonly used templates by a Freelance Virtual Receptionist. Documents are often built in tools like Word, Google Docs, Notion & others while spreadsheets are often built in Excel, Google Sheets, Airtable & others.

1. Monthly Call Log
2. Customer Inquiry Tracker
3. Appointment Scheduler
4. Invoice Template
5. Expense Tracker
6. Weekly Task List
7. Client Contact List
8. Meeting Minutes Template
9. Performance Report
10. Time Tracking Spreadsheet


Reports are often prepared by a Freelance Virtual Receptionist to track business performance for themselves or for their management team. They can be created in a variety of tools and can be static or dynamic templates.

1. Call Volume Report
2. Call Duration Report
3. Call Response Time Report
4. Call Abandonment Rate Report
5. Customer Satisfaction Survey Report
6. Appointment Booking Report
7. Message Taking Report
8. Call Transfer Report
9. Call Resolution Report
10. Billing and Invoicing Report


At the heart of businesses with solid systems and processes are SOPs (standard operating procedures). These should be living documents that outline what a Freelance Virtual Receptionist does and how they do it.

1. Call Answering SOP
2. Message Taking SOP
3. Appointment Scheduling SOP
4. Call Transfer SOP
5. Email Management SOP
6. Customer Inquiry Handling SOP
7. Voicemail Management SOP
8. Call Routing SOP
9. Call Screening SOP
10. Database Management SOP


Freelance Virtual Receptionist presentations can be delivered either to internal or external stakeholders. Often created in tools like PowerPoint, Google Slides, Canva, Adobe or others, they are important for visually communicating important business information.

1. Monthly Sales Report Template
2. Customer Satisfaction Survey Template
3. Meeting Agenda Template
4. Training Presentation Template
5. Performance Review Template

Legal Docs

There are several key times when a Freelance Virtual Receptionist needs to create and complete legal documents. By using templates set up as documents, signable PDFs or esignature software templates, they can speed up this process.

1. Non-Disclosure Agreement
2. Service Agreement
3. Invoice Template
4. Client Intake Form
5. Call Log Template

Health & Safety Templates

Health & Safety templates for a Freelance Virtual Receptionist ensure that the correct forms are completed to protect from harm and record any incidents at work.

1. Incident Report Template
2. Emergency Evacuation Plan Template
3. Workplace Safety Inspection Checklist Template
4. Health and Safety Training Attendance Record Template
5. Personal Protective Equipment (PPE) Assessment Template


Setting up Freelance Virtual Receptionist calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Monthly Schedule Calendar
2. Client Appointment Calendar
3. Task and Deadline Calendar
4. Billing and Invoicing Calendar
5. Marketing and Social Media Calendar

Invoice Templates

Several types of Freelance Virtual Receptionist invoice templates can be used and these are generally set up as Word docs, PDFs or accounting software templates.

1. Monthly Client Invoice
2. Hourly Billing Invoice
3. Additional Services Invoice
4. Late Payment Reminder Invoice
5. Monthly Subscription Invoice

Survey Templates

For a Freelance Virtual Receptionist to get insights related to the work they do, they need to send out Freelance Virtual Receptionist surveys. These templates can be set up as documents, fillable PDFs or survey software templates.

1. Customer Satisfaction Survey
2. Call Quality Assessment Survey
3. Appointment Booking Survey
4. Message Taking Survey
5. New Client Onboarding Survey

Meeting Agendas

Having premade Freelance Virtual Receptionist meeting agenda and meeting notes templates can save time and ensure you run efficient meetings. They are usually set up in tools like Word, Google Docs, Notion & others.

1. Monthly Team Meeting
2. Client Onboarding Meeting
3. Performance Review Meeting
4. Training and Development Meeting
5. Weekly Task Planning Meeting

Budget Templates

To manage finances well, a Freelance Virtual Receptionist would need to have budget templates they can used on a monthly, quarterly and yearly basis.

1. Monthly Income and Expense Tracker
2. Client Billing and Invoicing Template
3. Business Expenses Tracker
4. Savings and Investment Tracker
5. Annual Budget Planner


Dashboards are a useful way for a Freelance Virtual Receptionist to monitor business performance and they can be set up as static documents or dynamic online documents/views.

1. Monthly Call Volume Dashboard
2. Customer Satisfaction Dashboard
3. Appointment Scheduling Dashboard
4. Call Response Time Dashboard
5. Sales Conversion Dashboard

Proposal Templates

For bidding or requesting work, a Freelance Virtual Receptionist needs a boilerplate proposal template that they can use over and over again. These templates can be set up as documents, fillable PDFs or proposal software templates.

1. Monthly Call Answering Proposal
2. Appointment Scheduling Proposal
3. Customer Support Proposal
4. Message Taking Proposal
5. Administrative Assistance Proposal

Get Your Template Made

We’ve brought together some of the best template builders in the world to help people like you get your templates built. We’ve seen that using a solid set of templates in business will help you streamline your systems and processes. Whether you’d like your Freelance Virtual Receptionist templates built in Word, Google Docs, Excel, Google Sheets, PDF, Notion, Airtable, Canva, PowerPoint or other software, we’re here to help. Request your template and we’ll get your request in the hands of a 3D Animator Template designer.

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