Working with a virtual assistant is a new experience for many online business owners. As a virtual assistant, you can set the terms of the relationship by proposing a virtual assistant contract. This is a helpful tool to address questions regarding communication, time zone differences, and confidentiality. This blog details the following questions that you may have about Virtual Assistant Contracts.
There are a few reasons why it is smart to create a virtual assistant agreement to protect your virtual assistant business.
1.1. Define your expectations
Your clients may make unreasonable demands until you clearly define your business expectations. A contract will help your clients understand what you expect, such as communications (e.g. you prefer to use Slack, with email as a backup). In addition, your client is going to be trusting you with sensitive information about your business and customers. Therefore, it is fair to have a confidentiality clause in your agreement.
Your clients will also have their own needs, which should be defined in the contract. For instance, your clients want to know when and how much to pay. Therefore, your contract should be clear about compensation, including payment schedules (e.g. weekly, monthly, etc.).
1.2. Set boundaries
You can also use a virtual assistant contract to define boundaries between the client and your business. For example, your clients might be in the United States while you live outside the US. In this situation, you may want to set boundaries relating to public holidays and time zone differences to prevent confusion.
1.3. Operate your business professionally
Most business owners aim to have a long-term relationship with their virtual assistants. For this relationship to last, it should be defined professionally, which means having a written agreement or contract. If you are ever interested in selling your virtual assistant business in the future, having contracts with your key clients can help.
1.4. Clarify the nature of the business relationship
When you work with virtual assistant clients, it is vital to define the nature of the relationship. Your clients may not be sure if you expect to be seen as an employee with benefits or a business owner working on a contract basis.
Assuming you have multiple clients, it is typically best to describe yourself as an independent contractor. You may also want to state that you do not expect employee benefits like health insurance.
The specific details you cover in a virtual assistant contract will depend on your specific business. Most virtual assistant business owners consider covering the following areas in their agreements.
2.1. Managing Contract Complexity
If you are inexperienced in creating contracts, you may be tempted to create a highly elaborate contract. This inclination is understandable because you might have had bad past experiences working with others.
With that in mind, remember what a virtual assistant contract can and cannot do. A contract is not a replacement for open and direct communication. Further, a contract does not eliminate the need to learn each client’s specific needs.
The following sample virtual assistant contract templates give you a starting point to create your contract. To retain your clients, remember to accommodate their requests and needs reasonably. If the client requests substantial changes, it is wise to prepare an updated contract that clarifies the changes in a single document.
For convenience, we have created separate Google Docs versions of these sample virtual assistant contracts:
Remember to take the time to carefully reach each sample and customize it to the needs of your business.
The following basic agreement is suitable for a virtual assistant focusing on entry-level business support tasks. Sections in BOLD CAPITALS require customization to meet your company’s specific news.
An executive virtual assistant typically has increased skills and experience, especially in communication. As a result, this type of virtual assistant offering can often charge higher prices. In addition, there are some additional points you may wish to cover in your contracts.
A technical virtual assistant is a person with above-average technical skills. For example, a highly technical VA might have top-notch WordPress skills. In this case, there are a few other points you may want to cover in your contract.
Virtual assistant contract templates will get you started, but there is more to making this business relationship work.
As a virtual assistant, you may get questions from clients asking whether you are a solo operator or a larger VA company. To thoroughly answer this question, put yourself in the client’s situation for a moment.
There are generally two ways to run a virtual assistant business: solo operators and VA c ompanies. With a solo operator, you have a direct relationship with the client. This offers advantages such as negotiating and creating a contract that perfectly fits both of you. On the other hand, there is a downside – your client may be concerned about what will happen to their needs if you are ill or on vacation.
The other option for clients is to work with a VA company like Time Etc , Belay or Magic . These companies offer standardized prices for virtual assistant services. In addition, these companies have multiple virtual assistants on staff, so clients are less likely to be impacted by illness or time off work. The downside is that larger companies may be reluctant to negotiate and customize contracts to meet clients’ needs.
Whether you operate as a solo contractor or part of a larger company, it is important to be able to emphasize the benefits of your business structure.
We cannot give legal advice. If you have any questions or concerns about your planned virtual assistant contract, it is best to ask a lawyer. The good news is that you can have your contract reviewed once and use it for years to come.
Start by recognizing that contract negotiations are nothing unusual. If you have found a virtual assistant client you like, it is worth discussing the contract with them.
If the client disagrees with the wording of a specific part of the contract, ask them to revise the provision. For example, your contract might state that invoices are paid in 30 days, but the client wants to pay in a different time frame. Propose alternatives such as making multiple monthly payments to see if that arrangement suits your needs better.
When you start working with a client, you may not be sure which tasks are required. As a starting point, list the most common 3-5 tasks that most clients ask you to do. Please share this list with your client and ask them where they want to start. Offering this suggestion is a good way to get started.
If the client asks you to perform more complex tasks, it is smart to ask for training. For example, you might ask the client to record a Loom video showing the process. Investing time and effort in training upfront is wise because it helps you become productive more quickly.
If the working relationship works smoothly, you may start to feel comfortable requesting or proposing more complex or creative tasks to your VA. In that situation, you may want to revisit your compensation. If a client has been working with you steadily for months and you are generating more value for them, it is only reasonable to ask for more compensation.
Carefully creating a virtual assistant contract will take time. Once you find a client who is a good fit for your needs, make sure you try to retain them. One of the easiest ways to keep your clients is to make it easy for clients to pay you on time or early. Use CheckYa to send invoices, and you can get paid directly into your bank account.
