Free template
Free Virtual Assistant Contract Template
Template Description
Copy section linkA virtual assistant agreement enables the parties (client and virtual assistant) to define expectations for increased accountability and legal protection. Ideally, hiring virtual assistants (VAs) facilitates improved productivity without incurring the high costs associated with in-house employees. As the U.S. Small Business Administration writes, VAs enable you to put processes in place and complete tedious daily tasks so you can focus on your main duties.
Virtual assistants also benefit from working remotely due to the increased flexibility and convenience. They can work from anywhere they want, have a more flexible schedule, and set their rates, among other perks. However, an effective client-virtual assistant relationship requires an agreement to spell out the terms and ensure they agree. If you are an employer seeking to hire a virtual assistant or a freelancer contracting your services, continue reading for more information on virtual assistant agreements, why you need them, and how to create one.
A virtual assistant agreement template provides clients (hiring parties) and virtual assistants (contractors) with a quick means of creating a contract to clarify their expectations and institute the necessary legal protections. You can download this virtual assistant contract template free, available in PDF and Word formats. The virtual assistant agreement template covers the scope of work, description of services, fees and expenses, deliverables and milestones, confidentiality, and several other essential terms of service.
What Is a Virtual Assistant Agreement?
Copy section linkA virtual assistant agreement is a document that defines the contractual relationship between a client (hiring party) and a virtual assistant (contractor). It’s usually signed at the beginning of the engagement and helps set out the expectations of each party.
For instance, using our sample virtual assistant contract, you can provide a detailed description of the services and capture the essential terms needed to clarify expectations. This helps minimize disputes that would strain your relationship and derail productivity.
Parties of the Virtual Assistant Agreement
A virtual assistant contract exists between the client contracting the services and the service provider, who, in this case, is a virtual assistant. Any parties can initiate the virtual assistant agreement, but they must all agree to the terms by appending their signatures before commencing the relationship.
- Client – In a virtual assistant agreement, the client refers to the hiring party. They could be in any industry, including law firms, real estate, eCommerce, marketing agencies, solopreneurs, healthcare, and small business owners. Anyone seeking specialized skills, help with time-consuming tasks or wants to scale gradually without hiring full-time employees can benefit immensely by contracting a virtual assistant.
- Virtual Assistant – Mostly, a virtual assistant is an independent contractor. They offer administrative services to firms and businesses remotely. Their services can vary depending on the nature of the client's business and their skills. For instance, Loio's virtual assistant contract template highlights common administrative tasks a law firm would seek help for, such as document production, exhibits, e-filing, and client deposition preparation. Other general tasks in a virtual assistant contract example may include managing schedules, customer service, organizing files, making travel arrangements, and managing social media and email accounts.
Key Terms
General terminologies you might come across in a virtual assistant agreement may include:
- Agreement – A legally binding arrangement reached by more than one party;
- Confidential information – Sensitive information shared between a few people and whose disclosure to unauthorized third parties can damage the owner;
- Deliverable – A quantifiable output expected to be delivered as part of the process;
- Independent contractor – A self-employed individual (in this case, virtual assistant) hired to perform services for another person or organization;
- Scope creep – Assigning more tasks or deliverables outside the initial scope without prior consultation;
- Services – Tasks the virtual assistant will perform on behalf of the client;
- Third-party – Any person other than the main parties involved in the agreement; and
- Virtual assistant contract template – A pre-written contract format containing the basic terms, which users can customize to suit their needs.
Key Components
Copy section linkWork description: States the specific virtual assistant job duties the assistant will perform, so both sides know what's expected and the tasks match the assistant's skills. A detailed description here is also the best defense against scope creep, since anything not listed falls outside the agreed engagement.
Deliverables: Lists the specific outputs expected from the virtual assistant, each with its own schedule or deadline. Vague expectations here are a common source of disputes.
Non-disclosure: Requires the virtual assistant to keep the client's confidential information private, covering items like client lists and internal business processes.
Expected working hours: States how many hours per week or month the virtual assistant commits to, and whether they need to be available during specific business hours. Some engagements require a fixed schedule, such as full business hours on Eastern time, while others only require a set number of hours with no fixed days. Specifying this upfront avoids confusion later.
Payment: Covers the rate, payment schedule, expense reimbursement, and payment method. It should also state the duration of the engagement, whether it's a one-time project or ongoing until either side ends it. Independent contractors don't have the same FLSA wage and overtime protections as employees, so the contract itself is what sets these terms.
Do I Have To Make a Virtual Assistant Contract Myself?
You do not necessarily have to make a virtual assistant agreement yourself. However, if you're conversant with the details you must include, you could draft it. You can create it from scratch or use a sample virtual assistant contract for inspiration. But a legal professional should check the final draft to ensure it covers all the basics needed to protect yourself and complies with the applicable laws.
Alternatively, you can use Loio's virtual assistant contract template, which captures all the basic terms an agreement requires. You only need to make a few edits to customize your virtual assistant agreement form for your services.
How to Fill Out a Virtual Assistant Contract
Copy section link- Describe the work. List the specific tasks and services the virtual assistant will perform.
- List the deliverables. Note each expected output along with its schedule or deadline.
- Add a non-disclosure clause. State what confidential information the virtual assistant must keep private.
- Set the expected working hours. Enter how many hours per week or month are required, and any specific availability needed.
- Set the payment terms and duration. Enter the rate, payment schedule, expense reimbursement, and payment method, along with whether the engagement is a one-time project or ongoing.
Why Do You Need a Virtual Assistant Agreement?
Copy section linkVirtual assistant contracts define expectations for a smooth working relationship between clients and contractors. Clients have confidence their work will be performed as expected, while virtual assistants are assured of payment for services rendered.
A virtual assistant agreement also provides legal protection in case of a dispute. For instance, termination provisions protect a client should they decide to end the engagement for non-performance. In the same way, if the virtual assistant agreement requires the client to pay penalties for delayed payment, the assistant can take action if they breach the terms.
Other benefits of virtual assistant contracts to individual parties include:
- Create professional boundaries;
- Protect confidentiality of private information.
- Prevent scope creep;
- Guarantee payment for services rendered.
Whether you're a client seeking to hire a virtual assistant or a freelancer contracting your services, having a virtual assistant agreement is immensely beneficial. You can create the document conveniently by downloading our free virtual assistant contract in Word format and customizing it to suit your specific services.
Common Use Cases
Agreements are vital legal documents where business relationships are involved. Whether you’re a hiring party or a contractor, a virtual assistant contract is a must-have document in most cases. However, not every engagement requires signing the contract. Here is a highlight of some of the common use cases:
- Engagement requires sharing sensitive information with the VA that must be kept confidential;
- Client needs help with high-priority services; hence necessary for the virtual assistant to express their commitment in writing;
- VA wants an assurance that work will be available and paid for a pre-agreed minimum number of hours per week; and
- There is a potential risk of scope creep.
When Not To Use the Virtual Assistance Agreement
Similarly, there are instances where a virtual assistant agreement might not be necessary. These include:
- One-off projects with no sensitive client information shared;
- The terms of engagement qualify the assistant as an employee and not an independent contractor; and
- General occasional services such as blogging, conducting research, or making travel arrangements.
In addition to the task deliverables, you will want to add a section to the agreement that explains exactly when or how often you expect your virtual assistant to work for you. In this section, you may want to clarify that they are responsible for managing the entire office and therefore must work five days per week, eight hours per day from 9 a.m. until 5 p.m. on Eastern Standard Time. Or, if it is a remote or part-time position, the agreement might instead stipulate that they have to work 10 hours per week, but there are no set days of the week during which time those 10 hours must be accumulated.
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