I have VA friends who use straightforward work agreements. You can use this free virtual assistant contract template as much as you need.
I'll show you why contracts matter, what happens without them, and the essential elements every agreement should include. Based on real industry experience, I'll share practical tips and point out common pitfalls to avoid.
Let's explore how this template can secure your work, impress clients, and build lasting professional partnerships, whether you're just starting or upgrading your existing agreements.
What is a Virtual Assistant Contract?
It is a legal agreement between an online assistant and their client. It clearly states what work will be done, everyone's responsibilities, payment details, privacy rules, and other key information. This contract protects both sides by making expectations clear from the start.
Why do you need a contract?
Here’s why:
It sets clear expectations by outlining duties, hours, deliverables, and payment terms.
It provides legal protection for both the VA and the client against payment issues or unreliable work.
It establishes professional boundaries about what work is included or excluded. Boundaries prevent scope creep and protect the VA's time. A common clause might state, The Virtual Assistant will handle email management and calendar scheduling between 9 a.m. and 5 p.m. on weekdays only. Weekend work or tasks outside the agreed scope will require additional fees or a separate agreement.
It ensures payment and respect for the VA's work and time.
It builds trust and creates a foundation for a smooth working relationship.
It helps with proper tax and legal classification as an independent contractor.
Disadvantages of working without a contract
Clients are not legally required to pay for your work. Without written terms, payment isn't guaranteed. Here's a practical application: "If the client fails to make payment within 14 days of receiving an invoice, the Virtual Assistant may charge a late fee of 5% and suspend all services until payment is received in full."
Misunderstandings often arise when there is no explicit agreement about your work, hours, or product delivery.
A contract sets rules for how and when you'll communicate. Without these guidelines, you and your client might have different ideas about when you should be available or how quickly you should respond, causing frustration and delays.
ManyRequests’ client portal solves this problem. Your clients can access their projects, files, reports, and invoices in one place while chatting with you, browsing services, submitting requests, and making purchases. This streamlined communication keeps everyone on the same page.
Without a contract, it's unclear who owns the work, content, or ideas you create. This can lead to arguments or legal problems, and clients might lose rights to work they paid for.
Without an agreement, either side can end things suddenly or unpleasantly, possibly leading to disputes or claims for damages.
Working without a contract can make the relationship feel less professional, making it harder to build trust and accountability. This can affect how well you work together in the long run.
Creating your contract
Creating a comprehensive Virtual Assistant (VA) contract is essential to establish clear expectations and protect the VA and the client.
What to include in your contract
Who's involved? Write down your and your client's legal names and contact information. This will make it clear who agrees to work together.
What work will be done? Describe exactly what tasks the virtual assistant will do. Be very specific to avoid confusion later.
How long does the agreement last? State whether the work is for a set period, ongoing, or month-to-month. Include start and end dates if there are any.
Payment information. Clearly explain how payment works (hourly, flat fee, or by project), when payment happens (weekly, every two weeks, monthly), and how payment is made (PayPal, bank transfer, credit card).
Keeping information private. Include rules about protecting sensitive information that the virtual assistant might see.
Who owns the work? Make it clear who owns any work created during the job, like writing, designs, or computer code. Usually, the client owns it, but this needs to be stated clearly.
Working hours. Specify when the virtual assistant is expected to work, including which hours and days, what time zone to use, and when to be available for meetings or urgent tasks.
Both sides' responsibilities. List what both the client and virtual assistant must do. For example, the client might need to provide certain information or materials for the assistant to do their job.
Ending the agreement. Explain how either person can end the working relationship, how much notice they need to give, and any final payments or penalties.
Solving problems. Include ways to handle disagreements, like using a mediator, and add statements that limit how much either side can be held responsible for problems.
Tips and best practices
Use precise language to prevent misunderstandings. Consider including deadlines or goals to track progress. If you work with multiple assistants, explain what each person will handle.
Include what happens if payment is late, like extra fees. Explain how extra hours beyond the original agreement will be handled.
State when the contract starts and ends, or if it continues until someone ends it. Include how much notice is needed (usually two weeks to a month) if either side wants to end the agreement early. This gives time to hand over tasks, make final payments, and keep the business running smoothly.
Since virtual assistants often see private information, include agreements to protect business secrets and client data. Consider adding separate non-disclosure agreements if needed.
Make it clear who owns work created during the contract, usually giving ownership to the client. Ownership rights prevent future disputes.
To illustrate: "All work, content, designs, and intellectual property created by the Virtual Assistant while performing services under this contract become the exclusive property of the Client upon payment. The Virtual Assistant may include general descriptions of the work in their portfolio, but may not use specific content without the Client's permission."
Define when the assistant is expected to work, on which days, and in what time zone. Include when they should be available for meetings or urgent tasks to ensure good client communication.
Explain what the client must provide (like materials, access, or feedback) and what the assistant must deliver. This shared responsibility helps keep the working relationship productive.
Consider adding non-compete clauses to prevent conflicts of interest, ways to resolve disagreements without going to court, and limits on liability to protect both sides from unexpected problems.
Avoid complicated legal terms or vague language.
Look at the contract regularly to ensure it reflects changes in work scope, rates, or working arrangements.
Mistakes to avoid on your Virtual Assistant Contract
Unclear pricing. Be specific about your rates, when payment is due, how you send invoices, and what happens if clients pay late.
Fuzzy work descriptions. Clearly define what services you'll provide, including any limits, to set good boundaries.
Missing end-of-contract terms. Without clear rules on how and when either person can end the agreement, finishing the relationship can become brutal or sudden. Include notice periods (14 or 30 days) and conditions for ending the contract to allow smooth transitions and protect both sides.
Forgetting privacy protections. Virtual assistants often handle sensitive information. Contracts without confidentiality or non-disclosure sections risk exposing client data. Include these protections to safeguard private information and maintain trust.
Unclear ownership of work. Not stating who owns the work created during the contract can cause disagreements over content, designs, or other deliverables. Usually, the client should own the work, but this must be clearly stated in the contract.
Vague communication expectations. Contracts that don't specify working hours, time zones, response times, or how to communicate can result in mismatched expectations and inefficiency. Define how and when the virtual assistant will be available to ensure smooth teamwork.
No trial period. Not including a trial or test period can lock both parties into a long-term commitment without checking if they work well together. Including a paid trial period helps ensure compatibility and reduces risk.
Blurry boundaries. Failing to set boundaries around tasks, such as mixing personal errands with professional duties, can confuse and affect professionalism. The contract should clearly outline what tasks are acceptable and maintain professional standards.
Complicated language. Contracts with legal jargon or unclear terms can be confusing and complex to enforce. Use clear, straightforward language to ensure both parties understand their rights and responsibilities.
There is no plan for disagreements. Leaving out sections about how disputes will be handled (like mediation or arbitration) can lead to expensive and long conflicts.
Add your business name, logo, and contact details to look professional.
Fill in all highlighted sections with client and project information.
Review the entire contract before sending it to your client.
Save your customized template to set up future contracts quickly.
Conclusion
You’ve reached the end, thank you!
A solid contract protects you and your clients. It puts everything in writing so everyone knows what to expect. Think of it as a map that keeps your work on track.
Running your VA business becomes simpler with ManyRequests. You can create a professional and branded client portal, streamline payments with automated invoicing, and manage all clients in one organized place. Your clients enjoy a smooth experience while you focus on what truly matters: helping them succeed.
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