Ghosted No More: 5 Strategies That Work for Virtual Assistants

You’re sitting on Zoom, ready to go. The coffee’s hot, your notes are prepped … and then nothing. Crickets. You’ve been ghosted. Again.

Whether it’s a flaky lead, a quiet client, or a disappearing team member — we’ve all felt the sting of being ghosted..

And spoiler: It’s not you. (Okay, sometimes it’s you.) But more often than not, it’s about disorganisation, overwhelm, or a lack of systems — on both sides.

So if you’re sick of feeling ignored, undervalued, or stuck in limbo, we’ve got your back. Let’s break down the 5 most common ways VAs get ghosted, and what you can do to stop it from happening.

1. The Discovery Call No-Show

You’ve booked a call, you’re there, they’re not. It sucks.

This could well be a red flag (an orange flag at least). If someone can’t show up to a scheduled call — without notice — it’s a huge sign they may not respect your time if they were to ever become a client.

What to do:

• Allow one reschedule, max.

• Judge the follow-up — are they genuinely apologetic and proactive?

• Set clear boundaries and walk away if they ghost twice.

This is your chance to not sign on a future pain-in-the-arse client.

2. Post-Proposal Silence

You nailed the discovery call. You sent the proposal. Then… nada.

This one’s brutal. You start second-guessing yourself — “Was my pricing too high? Did I say something wrong?”

Reminder: Busy people delay decisions. It’s not (always) about you.

• Don’t assume silence means rejection.

• Follow up. And then follow up again.

• Pick up the phone! Don't rely on email follow ups.

• Post sales happen after seven touchpoints — so keep showing up.

Set the expectation on the discovery call: “I'll send through the proposal later today and then I’ll follow up with you on Thursday. Sound good?”

3. Handover Complete... and Then Radio Silence

They’ve signed your proposal, they’re excited to get started, the handover’s done and dusted — but now they’ve vanished.

You're feeling confused and frustrated.

This is far more common that you may think.

The issue? Clients don’t always know how to delegate. They feel overwhelmed by the idea of passing things over and often don’t know where to start. Buyers remorse in the VA space is a THING!

What to do:

• Take the lead. Offer a list of quick wins and nice-to-dos to get things rolling.

• Keep calling and emailing. You’re not bugging them — you’re helping them get what they paid for.

• Be proactive. Suggest tasks, request access, and guide the delegation process.

This is your reminder that you're a business owner who is in control. You are no longer an employee sitting back and waiting for instructions.

4. The Disappearing Subcontractor (A Harsh Truth)

If you run a VA agency, this one stings!

Team members can disappear. No comms. No heads-up. Just … gone. Poof!

Not only are you left holding the client relationship, but you’re also scrambling to fix the mess without even knowing what went wrong.

What to do:

• Build trust and openness in your onboarding. Let team members know it’s safe to be honest if life happens.

• Set clear expectations around communication. A quick text is always better than complete radio silence.

• React kindly when things go sideways. Remind yourself that life happens. Your team members will be judging you on how you respond in the hard moments.

And if you're a sub-contractor reading this: Don’t ghost your agency owner. Ever. It's poor form and your reputation can be at risk.

5. Late Paying Clients

Ghosting doesn’t just happen before the work starts — it can happen when it’s time to get paid too.

It’s amazing how quiet some clients get when a payment is overdue. But before you assume they’re dodgy, consider this: they might be embarrassed, dealing with cash flow issues, or just genuinely unaware.

That's not to say you should be putting up with this behaviour - 'cos you shouldn't!

What to do:

• Always invoice in advance.

• Use direct debit for ongoing service plans.

• Set up automatic reminders in your accounting software.

• Pick up the phone. Yes, actually call them!!!! It's so much easier to ignore an email than it is a phone call.

And if payment doesn’t come after reminders and a phone call, stop work!

Let’s Be Real for a Second...

Yes, ghosting is rude. Yes, it feels personal. But a lot of the time, it’s preventable with strong systems, clear boundaries, and proactive communication.

Here’s what we want you to take away from this:

• You deserve to be respected.
• You can set boundaries before things go pear-shaped.
• You’re allowed to follow up. It’s not gross. It’s good business.

Ready to Build a No-Ghosting Business?

Here’s how we help VAs build ghost-proof systems:

Launch in 30 Days — Our DIY course for aspiring and new VAs who want to get it right from day one.

Scale It Mastermind — For more established VAs ready to create sustainable businesses with premium clients and reliable cash flow.

Let’s ditch the awkward silence and start building businesses that thrive on strong communication, clear expectations, and mutual respect.

Whether you’re brand new or a few years in, figuring out your next step can feel overwhelming. That’s where our Virtual Assistant Pathway Quiz comes in.

Take the quiz now and stop second-guessing your next move