Some time last year, I saw a post on Facebook asking why most people don’t like working with virtual assistants (VAs).
People have different reasons for it, some saying virtual assistants are expensive yet they turn in low-quality jobs. However, VAs also have something to say about this; a popular virtual assistant services company stated that clients hardly do their homework and have expectations that go beyond what was initially agreed.
Looking at both sides, nobody here is a villain. What’s happening here is that VAs are doing their best to provide the services they are paid for, while clients want VAs to understand what they want without so much back and forth.
The best way to handle this is to ensure you outline what services are on the table and what aren’t in your virtual assistant contract before taking on a client. Let’s look at how to create an airtight virtual assistant agreement that ensures both you and your client agree on your deliverables.
| And if you’re already in an active contract dispute, here’s our guide on navigating contract disputes. |
Why Every Virtual Assistant Needs A Contract
A well-detailed virtual assistant agreement isn’t an indicator of you being difficult or rigid. It’s simply you protecting both you and your client’s interests by outlining exactly what your working relationship and duties are.
Sure, clients can be let down by their VA’s performance, but when the relationship falls apart, you’re more likely to be on the receiving end of the contract breach. You’re the one doing the work and may have your source of income halted because of preventable disputes.
Can I Legally Write My Own Virtual Assistant Contract?
Yes, you can definitely create your own contract using a free agreement template or telling an AI tool to generate one for you based on your requirements. Your contract is legally binding as long as it has the basics:
- an offer
- acceptance of that offer
- consideration (each side gives something — you give services, they give money)
- the legal capacity of both parties to agree
- mutual consent
- and a lawful purpose.
If your contract has all the above elements, then it’s a valid contract. However, writing a valid contract doesn’t mean you didn’t write a weak one.
What Are The Essential Clauses In A VA Contract?
Here are the most important details to have in your contract:
- Scope of work: Your contract has to specify the services you will provide the client during the course of your working relationship. Be specific about it; if possible, quantify.
- Payment terms: Are you charging per project milestone or on an hourly rate? When is your payment due after sending out an invoice? Specify everything
- Deliverables and deadlines: What are you handing in to the client at the end of each milestone? When is the deadline, and what happens if the client’s delays push your timeline?
- Confidentiality: During the course of your contract, you’ll most likely have access to passwords, customer lists, and business secrets. A confidentiality clause says you’ll keep confidential information private and reassures your client of your professionalism.
- Termination: Even if the client decides to exit the agreement, you need to agree on how much notice they have to give you and what’s owed for work already done.
- Dispute resolution: Nobody wants to end up in conflict with their client, but in case it happens, state how you’ll handle a disagreement before it becomes a lawsuit.
The Clauses Most VAs Forget (And Pay For Later)
Almost every template covers the essentials, but here are some other important details most templates leave out:
- Who owns the work: You need to specify who owns the work you produce in your contract. If you don’t have an intellectual property clause, the client could take ownership of your work, even though that’s not the intention. For example, if you create designs or videos and there was no intellectual property discussion, and the client decides it’s theirs, you can’t add that to your work portfolio.
- Late fees: If your contract doesn’t charge for late payment, you’ve quietly told clients that it is okay to pay you late. Whether it’s a flat fee or a percentage, it ensures you’re paid on time.
- A scope-creep clause: This isn’t saying you can’t go above and beyond for your clients, but it ensures you’re not going out of your contracted service to provide hours of unpaid work. Include a line that says work beyond the agreed scope gets quoted and approved separately.
- Revision limits: Add the limit of revisions your clients are allowed, and after that, any more additional rounds are billed. Without this, you could spend days trying to do “one more thing to make it pop.”
- Data protection: If you touch client customer data, and most VAs do, you may be handling information covered by laws like GDPR or, for healthcare clients, HIPAA. Address data security and who’s responsible for compliance. Miss this, and you could inherit a liability that was never really yours.
What Payment Terms Should You Actually Include?
Your payment terms are more than just the amount paid; they also cover your payment schedule e.g weekly, bi-weekly, or monthly, payment method, the payment deadline, and any late fees or additional charges involved. If you’re going for payment per milestone, highlight when you’ll be paid in the project phase. If your contract is long-term, you need to set your retainer fees so you know exactly what to expect, and so does your client.
Types Of Virtual Assistant Contracts
There are different kinds of agreements for different client needs. Here are some of the most popular:
- Hourly contracts are typically meant for open-ended support service providers
- Project-based contracts work better when you’re working on a project with specified deliverables and milestones
- Retainer agreement for a steady monthly contract.
The most important factor here is to match the agreement structure to your client’s needs.
When A Template Isn’t Enough
The problem with most free templates is that they’re not designed for anybody in particular. The truth is, for most VAs just starting, using a template is fine; if you want to tailor it further, you can use a prompt to customize your agreement document or form.
Here’s a prompt you can use: For a VA position for this requirement, check this contract template and edit it to address any missed blind spots and (insert any other conditions you want included).
However, once your business grows, the stakes grow with it, and you have more to lose. You need to go beyond a generic template into something that protects your business from risks and keeps your clients satisfied with quality service.
At this point, what you need is a business attorney to first set up your VA business as a proper legal entity, not just you as a person, but your business as a service provider. Next, they customize your agreement to protect both you and your clients’ interests without leaving room for tiny cracks that can result in huge losses when there’s a dispute.
That’s where a firm like MCIS Law comes in. We handle business law and contract work for growing businesses, helping you to tailor your agreement to your actual situation and close the gaps a template leaves open.
Book a consultation to find out the best contract agreement for your VA business and get an airtight contract.
Frequently Asked Questions
Do I Really Need A Contract For A Small VA Gig?
Yes. Small gigs are exactly where people get casual and burned. A short, clear agreement takes ten minutes and saves you the one client who decides not to pay.
What Are The Requirements Of A Valid Contract?
Offer, acceptance, consideration, capacity, mutual assent, and legality of purpose. Once you’ve covered these requirements, both parties sign and document it; your contract holds up.
Can I Use The Same Contract For Every Client?
You can start from one template, but adjust the scope, payment terms, and deadlines for each client. A copy-paste contract that doesn’t match the actual work is a gap waiting to be exploited. It also makes you look unprofessional to high-value clients and can make them have second thoughts about doing business with you.
Where Can I Find A Sample Virtual Assistant Contract Template?
Plenty of free templates exist online to get you started. Just make sure any template you use includes the essential clauses above and personalize it to include the commonly forgotten ones mentioned in this post.
Disclaimer: This article is for general informational and educational purposes only and is not legal advice, and it does not create an attorney-client relationship. Contract laws vary by state and country, and every business is different. Before relying on any contract, book a consultation to know the exact contract that fits your situation.
