Outsourcing to a Virtual Assistant (VA) from the Philippines offers great potential for cost savings. 

Hiring remote staff in the Philippines can help you save 60-80% in your business expense. Compared to employing US-based staff, you can save a lot:

• Hourly rates ($5-15 vs. $20-80)
• Annual salaries ($32,800 vs $80,000 for a middle-level accountant)
• Employer contributions
• Overhead costs.

Despite this economic advantage, many business owners are concerned about trust and reliability. Hiring a VA from Philippines who may not deliver, or worse, compromise your business, can feel daunting. 

This fear can prevent you from reaping the full benefits of remote staffing, leaving you stretched too thin and missing out on opportunities to scale. 

This guide will outline practical steps to ensure you can trust your VA from the Philippines. With the right approach, you can focus on business growth, knowing your VA is a reliable partner.

Common concerns in hiring VAs from the Philippines

Reliability and communication

One of the most common myths is that VAs from the Philippines may not be as reliable or communicative as local staff. 

However, this couldn’t be further from the truth. 

Filipino VAs are known for their strong work ethic and commitment to efficiently completing the job. Many have excellent English proficiency and can operate in time zones similar to their Western clients, making communication seamless. 

That’s why the key to ensuring their reliability works both ways.

As their employer, you must set clear expectations and maintain consistent communication through Slack, Zoom, or simple email updates.

Building an open, supportive work relationship will go a long way in fostering reliability.

Security concerns

Data security is another valid concern in working with remote staff, especially when sensitive business information is involved. Fortunately, the right protocols can manage this effectively. 

Many experienced VAs in the Philippines are familiar with international data protection standards and can adhere to confidentiality agreements just as strictly as in-house employees. 

76% of adult respondents in the Philippines agreed that data privacy is a human right. Furthermore, the NPC has been actively pushing for adopting international data protection standards:

1. ISO/IEC 29100
2. ISO/IEC 29151
3. ISO/IEC 24760
4. ISO/IEC 29134

These standards cover the ff:

• Data protection
• Privacy frameworks
• Implementation of data protection controls
• Management of identity information
• Guidelines for privacy impact assessments.

This indicates a strong cultural emphasis on data protection and privacy among Filipinos, including VA professionals.

While most Filipino professionals are well informed about data privacy, you can further mitigate risks by ensuring you have Non-Disclosure Agreements (NDAs). Use secure project management tools like 1Password or Dashlane to share passwords and sensitive data. 

Establishing these security measures from the start creates a more trustworthy working environment.

How to know if you can trust a VA from the Philippines

To determine if you can trust a VA from the Philippines, it’s essential to follow a systematic approach:

1. Conduct thorough interviews

Start by conducting thorough interviews where you ask specific questions about their work experience, communication skills, and familiarity with the tools you use.

• Situational Questions – Ask, “How would you handle a situation where two tasks have the same deadline, but you can only complete one on time?”
• Problem-Solving – Present a real-life task your business deals with and ask how they would approach it. For example, “If you were asked to manage social media while preparing a report, how would you prioritize these tasks?”
• Cultural Fit – Ask about their work style and values by saying, “What type of work environment helps you perform at your best? How do you handle feedback?”

You also need to make sure you’re talking to an actual person — not someone else who’s fronting for a person who wants the job you’re offering. 

This is becoming more common these days, so avoid it by talking to them via email. The first response may be great, but if the quality declines on the following replies, that might be a red flag. 

This is also a good way to check if you actually like the person. 

2. Do a background check of a VA from Philippines

Checking references from previous clients, coworkers, or employers is another crucial step. 

Verify their identity

We’ve encountered VAs from Philippines who faked their reference emails, including the domain name (Ex. @company.com), so take extra steps to verify your candidate’s identity. If you get an email response, reach out to their LinkedIn or WhatsApp to confirm if they are indeed the ones who replied to your email. 

Try contacting their recent managers/clients 

Avoid contacting their peers or colleagues unless you have no other options. Always talk to their clients or direct managers. They can give you the most relevant information about your candidate. 

For example, ask them: Would you hire this candidate again if you had the chance? You can also ask more direct questions, such as, “Were there any cases of fraud or dishonesty?”

3. Begin a trial period

Beginning with a trial period is also recommended. 

This research by Wang & Özkan-Seely (2018) highlights that trial periods can signal the intelligence of the VA from Philippines. 

A more extended trial period offered by a VA might indicate confidence in their abilities, reassuring the client that they are making a sound decision.

During this period, setting clear expectations and establishing communication protocols is vital. 

That said, be careful of making trial periods too long, as the candidate may accept other offers. 

4. Conduct regular check-ins 

Once you hire a VA in the Philippines, regular check-ins every week or every two weeks can help you monitor their performance. 

This practice can help identify any issues early on and ensure that tasks are being completed according to expectations, preventing potential problems from escalating. 

It’s also an excellent opportunity to reassess your priorities, adjust tasks as needed, and ensure that your VA has the resources and guidance to be productive.

5. Use secure payments

Finally, using secure payment and contract platforms like Upwork or Fiverr adds an extra layer of trust and protects both parties legally and financially. 

If you directly hire someone, always double-check if they’re giving you the right bank account credentials. 

You can also use multi-factor authentication, encrypted payment methods, and signed contracts. These can add further layers of security and protection, minimizing the risk of fraud or miscommunication. 

6. Establish clear communication protocols

For smooth collaboration with your VA, set expectations for how and when you will update each other, whether it’s via email, chat, or video calls.

1. Preferred Communication Style – During onboarding, ask them: “Do you prefer email or instant messaging updates, and how often would you like to check in?”
2. Response Time Expectations – Clearly state, “We expect all emails to be responded to within 24 hours and urgent messages in Slack to be acknowledged within two hours during business hours.”
3. Weekly Check-ins – Set up a bi-weekly or weekly video call and tell them, “We’ll have a 30-minute meeting every Monday to review progress, raise concerns, and set priorities for the week.”

Best practices for onboarding and managing a VA

A. Set crystal clear expectations

Be specific about what you expect regarding task performance, deadlines, and communication. This clarity will prevent misunderstandings and help your VA feel more confident in their role.

Here’s an example of an onboarding email: 

Subject

Subject: Welcome to the Team – Your Onboarding Guide

Body

Hi [VA’s Name], Welcome to [Company Name]! We’re excited to have you on board as our new virtual assistant. This email contains important information to help you get started, so please take some time to review the details below. Getting Started To help you hit the ground running, we’ve outlined a few key things to get familiar with: 1. Your Role and Responsibilities You will work closely with [Team Member’s Name] on tasks such as [Task 1, Task 2, Task 3]. The attached document provides a detailed breakdown of your duties. 2. Communication Channels We use the following tools for communication: Slack: Daily communication and quick updates. Email: For more formal communication and project-related discussions. Zoom: For weekly check-ins and team meetings. Our communication expectations: Please acknowledge messages within 24 hours on email and within 2 hours on Slack during working hours. We will have a weekly check-in via Zoom every Monday at [time]. If there are urgent matters outside of that, feel free to message me on Slack. 3. Tools You’ll Use Here are the tools we use for task management and collaboration: Asana/Trello: For task tracking and project management. Google Workspace: For document sharing, reports, and collaborative work. LastPass: For securely sharing passwords when needed. We will send you login credentials for these tools shortly. 4. Security & Confidentiality  As we often work with sensitive information, please ensure that you comply with our security protocols: Use LastPass for any password management. Sign and return the attached Non-Disclosure Agreement (NDA) for confidentiality. 5. Your Working Hours We understand you’re in the Philippines, so we’ve set your hours to be aligned with [Time Zone]. You’ll be working from [start time] to [end time], Monday through Friday. We’ll communicate with you in advance should there be any changes or adjustments. Next Steps Complete Onboarding Form: Please complete the onboarding form [link to form] by [date]. Sign NDA: Review, sign, and return the attached NDA by [date]. First Check-in: We have scheduled your first Zoom call for [date and time]. Feel free to reach out if you have any questions. We look forward to working together and achieving great things! Best regards, [Your Name] [Your Position] [Company Name] [Contact Information]

 

B. Do regular check-ins and feedback sessions

These check-ins could be in the form of weekly video calls, progress updates, or quick chats to review ongoing projects. Feedback is equally important—don’t hesitate to provide constructive criticism when necessary, but acknowledge and celebrate their successes. 

Here’s an example of a regular check-in template: 

Here’s an example of a Meeting Note Template for regular check-ins with your virtual assistant:

Meeting Note Template: Regular Check-in with [VA’s Name]

Date: [Insert Date]
Time: [Insert Time]
Attendees: [Your Name], [VA’s Name]
Meeting Platform: [e.g., Zoom/Google Meet]

1. Task Progress Review

• Completed Tasks:
  • [Task 1] – [Brief status or outcome]
  • [Task 2] – [Brief status or outcome]
  • [Task 3] – [Brief status or outcome]
• Ongoing Tasks:
  • [Task 1] – [Current progress or challenges]
  • [Task 2] – [Current progress or challenges]
  • [Task 3] – [Current progress or challenges]

2. Upcoming Tasks & Priorities

• New Assignments:
  • [Task 1] – [Details, deadline]
  • [Task 2] – [Details, deadline]
  • [Task 3] – [Details, deadline]
• Prioritisation:
  • [Task 1] – [Level of urgency]
  • [Task 2] – [Level of urgency]

3. Challenges or Roadblocks

• Issues Raised by VA:
  • [Describe any current challenges, questions, or concerns]
• Action Plan for Challenges:
  • [Solution/Assistance to be provided]
  • [Follow-up on previous challenges]

4. Feedback & Improvement

• Feedback from VA:
  • [Any suggestions from VA for improving workflows or tools]
• Feedback from Manager:
  • [Constructive feedback on performance or improvements]
  • [Positive recognition of recent achievements]

5. Next Check-in

• Date and Time of Next Check-in: [Insert Next Check-in Date and Time]
• Action Items Before Next Meeting:
  • [Task 1] – [Responsible person, deadline]
  • [Task 2] – [Responsible person, deadline]

 

C. Tools for collaboration

These tools streamline workflows and help ensure accountability and transparency in the virtual workspace.

• Slack allows for instant communication, organized channels, and quick updates. It integrates with other tools, making it easy to keep communication clear and effective for task follow-ups.
• Trello is a simple, visual task management tool that easily tracks projects, priorities, and deadlines, helping your VA stay organized and focused.
• Google Workspace enables real-time collaboration on documents and spreadsheets, with cloud storage for easy access and file sharing, keeping work accessible and streamlined.
• Asana offers advanced project management features for detailed task tracking, deadlines, and workflow organization. It is perfect for managing complex projects and ensuring nothing gets overlooked.
• LastPass is a secure password manager that allows you to share access to accounts without revealing passwords, ensuring security and simplifying login management for multiple tools.

 

Looking ahead

With the right onboarding practices, regular check-ins, and the use of collaborative tools, you’ll create an environment where your VA thrives.

This helps you focus on scaling your business efficiently while feeling secure in their support.

 

We can help you find and hire the right VA

You’ve probably heard the horror stories:

• VAs from Philippines who disappear when deadlines approach
• Communication barriers that lead to costly misunderstandings
• Subpar work that reflects poorly on your business. 

Hiring alone can feel overwhelming, especially when you’re juggling multiple responsibilities.

At M-Ocean Recruitment, we take the guesswork out of hiring a VA. 

We can connect you with top-tier talent in the Philippines who are thoroughly vetted to meet your specific needs. 

We have a deep understanding of the local market and rigorous selection process. This ensures that you get a reliable, skilled VA from the Philippines, who’s also a perfect cultural fit for your business. 

Get started now