Virtual assistant contract: What you need to know

What is a virtual assistant contract and why do you need one?

A virtual assistant contract is a written agreement that sets the terms between a VA and the client who hires them, and every business that uses a VA needs one to stay protected.

• It spells out the scope of work, pay, work hours, and how either side can end the deal.
• It gives both the VA and the client legal cover when a dispute comes up.
• It works for solo VAs and large agencies alike, not just big firms.

Virtual assistant services and the agencies that offer them are everywhere today. Small businesses, solopreneurs, and large firms all use them. Because the work is remote, many virtual assistants (VAs) and their clients start out informally, with no real agreement in place.

However, hiring a VA without a virtual assistant contract is a risky move for everyone. So a clear, signed contract should come first. If you are still weighing the choice, our guide on how to hire a virtual personal assistant walks through the basics.

What is a virtual assistant contract?

A virtual assistant contract is a conduct agreement between VAs and the clients who hire them. In short, it sets out what each side must do.

It lists the duties of both parties. It also sets the rules they will follow for the whole working relationship.

As a rule, the contract states the terms, conditions, duties, rights, and limits of both the VA and the client. This contract is a legally binding instrument^[1] that guides what either party can and cannot do.

Partnering with a platform like VirtualStaff.ph allows companies to handle this the right way without worry. For example, a partner firm connects the company with vetted talent for many roles. To compare your options, see this overview of what virtual assistant services cover.

What should you include in a virtual assistant contract?

Like any legal document, everything you put in a virtual assistant contract matters. What you leave out matters too.

Any term that is not clear can be twisted by either party. So it is important that the contract covers every part of the VA-client relationship. Below are the key parts you should include.

Scope of work

First, define what you expect from the VA. So be clear about deliverables and duties.

Vague, open-ended goals cause confusion on both sides. For example, instead of “meet the client’s requirements,” write “finish at least two to three deliverables per week.” It also helps to list every task the VA will own.

Contract length and termination clause in your virtual assistant contract

Next, the contract should say how long the work will last. Use set start and end dates, not a rough number of months.

You should also add a termination clause^[2]. In short, this clause sets the conditions that can end the contract early.

It should say who can end the deal: the client, the VA, or both. Finally, it should spell out what happens if either party ends the contract early.

Bilateral obligations

Also, make sure other duties are clear too, beyond the scope of work. For example, state how many hours the VA works each day and the exact hours, such as 7 AM to 5 PM.

Payments

This part may matter most of all. So define the pay and payment method clearly to avoid confusion.

Include the VA’s regular rate, whether per hour, day, or project. Add any overtime rate as well. You should also cover any expenses the VA pays while doing the work. In addition, you can list bonuses and other perks here. Rates vary widely, so it helps to know the typical cost of hiring a virtual assistant before you set numbers.

Benefits of having a virtual assistant contract

A virtual assistant contract gives both VAs and their clients many benefits. These include the points below.

It makes sure clients respect and pay for the VA’s work

Legal consequences push people to keep their word. As a result, both the VA and the client stick to what they agreed.

In short, the contract obligates the VA to do the work and the client to pay for it. So it protects VAs from being used by clients. Still, it also protects clients from paying unreliable VAs.

It creates clear boundaries and structure

For example, a good contract helps both sides set clear limits in their working relationship. It also makes clear what the client expects and what the VA expects. Because of this, the VA can work with little supervision. To see the wider upside, read how virtual assistants help businesses grow.

Virtual assistant contract: Why you need it

A virtual assistant contract protects both VAs and clients from unfair treatment. Some VAs think only agencies with many staff need one. However, that is not true.

First-time VAs need the cover that a contract gives. Meanwhile, owners who hire a VA for the first time are also protected from unreliable VAs. So the legally binding nature of these contracts protects both sides at once. The right virtual assistant tools can then help both parties track the work the contract defines.

Frequently asked questions about virtual assistant contracts

Is a virtual assistant contract legally binding?

Yes. Once both sides sign it, the contract is a legal document. So either party can be held to its terms.

What should a virtual assistant contract include?

At a minimum, it should cover scope of work, pay, work hours, contract length, and a termination clause. In addition, it can list bonuses and expense rules.

Do I need a contract for a part-time VA?

Yes. Still, even short or part-time work needs clear terms. Because of this, both sides avoid confusion over pay and duties.

Who writes the virtual assistant contract?

Either side can draft it. Still, many clients use an agency or platform to handle the paperwork and keep terms fair.

Can a virtual assistant contract be ended early?

Yes, if the contract has a termination clause. This clause sets the conditions for an early exit and what each side must do.

Key takeaways

• A virtual assistant contract sets clear terms and protects both the VA and the client.
• Always cover scope of work, pay, hours, length, and a termination clause.
• The contract is legally binding once both sides sign it.
• Solo VAs and agencies alike benefit from a signed agreement.
• Using a trusted platform can make the process simple and fair.

References

[1] legally binding instrument. Bodansky, D. (2015). “Legally binding vs. non-legally binding instruments.” Social Science Research Network. Available at: https://papers.ssrn.com/sol3/papers.cfm?abstract_id=2649630

[2] termination clause. Comino, S. et al. (2010). “Termination clauses in partnerships.” European Economic Review, 54(5), pp. 718-732. https://doi.org/10.1016/j.euroecorev.2009.12.007