Before officially starting my freelance Virtual Assistant (VA) business, I took a VA course emphasizing the importance of contracts. Because of that, I made sure to have one in place from day one, and let me tell you, it has kept me sane and legally covered ever since. Unfortunately, I’ve seen peers who weren’t so lucky. They skipped contracts, trusting that things would work out, only to end up dealing with unpaid invoices, scope creep, and nightmare clients.
Not having a contract is like going on a road trip without a map—you might reach your destination, but you’re more likely to get lost along the way. A contract isn’t just a formality; it’s your security blanket. It protects you, your client, your time, and your income. It sets clear expectations, avoids miscommunication, and ensures you get paid for your hard work.
Still unsure? Let’s break it down into simple, easy-to-understand sections that should be included in your Virtual Assistant contract.
What to Include in Your Virtual Assistant Contract
Whether you’re drafting your first contract or revisiting an old one, here are the key sections that should be included, explained in plain English.
1. Scope of Work (a.k.a. What You’re Actually Doing)
This section highlights the specific services you will be providing. Think of it as a menu—if it’s not listed, it’s not included.
Example: “The Virtual Assistant agrees to provide social media management services, including content scheduling, engagement monitoring, and analytics reporting.”
Why It Matters: Without this, a client might assume they can ask for anything and everything under the sun. (And trust me, they will.)
2. Payment Terms (a.k.a. How and When You Get Paid)
This section should clearly state:
- Your rates (hourly, retainer, per-project)
- Payment schedule (weekly, bi-weekly, monthly)
- Payment methods (PayPal, Stripe, bank transfer)
- Late fees (because unpaid invoices are the worst)
Example: “The client agrees to pay $500 per month for 10 hours of Virtual Assistant services. Payment is due by the 3rd of each month via PayPal. Late payments incur a $25 late fee after five days.”
Why It Matters: If payment terms aren’t crystal clear, you risk chasing unpaid invoices or working for free. Not ideal.
3. Working Hours & Availability (a.k.a. When You’re Online)
Clients need to know when you’re available—and when you’re not.
Example: “The Virtual Assistant will be available Monday-Friday from 9 AM to 4 PM EST. Communication outside these hours will be addressed the next business day.”
Why It Matters: This prevents clients from expecting immediate responses at 10 PM on a Saturday night.
4. Revisions & Extra Work (a.k.a. The ‘That’s Not Included’ Clause)
Ever had a client who keeps asking for “just one more thing”? This section ensures that additional work means additional pay.
Example: “This agreement includes two rounds of revisions per project. Additional revisions will be billed at $40 per hour.”
Why It Matters: Boundaries, my friend. Boundaries.
5. Confidentiality Clause (a.k.a. Keeping Client Secrets Safe)
Many clients will trust you with sensitive business information. This section protects them and builds your credibility.
Example: “The Virtual Assistant agrees not to disclose, share, or advertise any confidential information for personal gain.”
Why It Matters: This keeps you legally safe if a client shares private details with you.
6. Termination Clause (a.k.a. How to Break Up Professionally)
What happens if either party wants to end the contract? This section outlines:
- Notice period (e.g., 14 or 30 days)
- Final payment obligations
- Return of materials (if applicable)
Example: “Either party may terminate this agreement with a fourteen day written notice. The client must pay for all completed work up to the termination date.”
Why It Matters: It allows you to exit gracefully if the relationship isn’t working out.
7. Dispute Resolution (a.k.a. What Happens If There’s a Problem)
Sometimes, disagreements happen. Having a clause that explains how disputes will be handled can save you headaches.
Example: “In the event of a dispute, both parties agree to attempt mediation before taking legal action.”
Why It Matters: It helps avoid unnecessary lawsuits (because nobody wants that stress).
A contract isn’t about expecting the worst, it’s about setting the stage for a smooth working relationship. Clients will take you more seriously, and you’ll have peace of mind knowing you’re covered.
If you’re new to freelancing, don’t panic! There are plenty of contract templates available online, or you can work with a lawyer to create a customized one. But whatever you do, never start working without one.
Have you ever had a situation where you wished you had a contract in place? Drop your story in the comments, I’d love to hear your experiences!