3 Things You Should Put in Your Virtual Assistant Contract Agreement Template

The Marketing Team

When you hire a virtual assistant, it’s important to ensure a clear working relationship from the start. This not only helps in establishing expectations but also protects both parties involved. A virtual assistant contract template is a legal document that binds the working relationship between a VA and their client. It outlines terms and conditions that should be followed throughout the duration of the work.

One of the main reasons why you need a virtual assistant agreement template is to protect your confidential information. Virtual assistants often handle sensitive data such as client databases, financial information, and trade secrets. By including a confidentiality and non-disclosure clause in the contract, you can ensure that your confidential information remains secure and protected. VA contracts are legal documents that every business needs. Having an agreement is an integral part of any business. Not only does it protect you, but it also lists down agreed upon terms. 

A VA agreement template helps in defining payment terms and deliverables. It specifies how the virtual assistant will be compensated for their services, whether it’s an hourly rate, flat fee, or commission basis. The contract defines the terms of the relationship. It answers questions including but not limited to: will they have employee benefits? What would happen if there is termination of the contract? How would they get paid for the work? It also outlines the deliverables expected from the virtual assistant. This sets clear expectations and minimizing any potential conflicts or misunderstandings.

What should I include in a virtual assistant contract agreement template?

A well-drafted virtual assistant contract agreement template should include the following key elements:

1. Scope of work, responsibilities, and deliverables

The contract should clearly outline the specific tasks and responsibilities of the virtual assistant. It should specify the services they will provide, the expected outcomes, and any limitations or restrictions to their work. As a service provider, a virtual assistant needs to know what exactly they will be doing. You can use the contract to outline business processes and what you want your virtual assistant to work on. Will they be managing your email? Doing social media work? Whatever it is you expect them to do needs to be included in the agreement. This helps in managing expectations and avoiding any disputes or misunderstandings in the future. If you feel like they are not doing what is expected, you can use the contract in place to remind them of what they agreed to. In other words, a virtual assistant’s responsibilities should be in the contract. 

2. Confidentiality and non-disclosure clause

One of the most important things to include in your contract is confidentiality. Many virtual assistants may handle sensitive information about clients and even yourself. To protect your confidential information, it’s crucial to include a confidentiality and non-disclosure clause in the contract. This clause prohibits the VA from sharing or using any confidential information obtained during the course of their work. Because your VA is working for you within a certain period, they may have access to confidential information. A legally sound contract would be one that ensures that your information is safe. Even if the agreement is terminated, nothing will be leaked. Remember that a contract is a legally binding written agreement agreed upon by both parties. This means that disclosure of confidential information is punishable. It would not matter if your VA directly or indirectly disclose the information. Breaking this clause can lead to severe legal matters. It ensures that your sensitive data remains secure and confidential.

3. Intellectual property rights

If the virtual assistant will be creating or contributing to any intellectual property, such as content, designs, or software, it’s important to address the ownership and rights to those creations in the contract. This clause clarifies who will own the intellectual property and whether the client or the VA will have any rights to it. To clarify, hiring a VA who works for hire is considered an independent contractor. This means that they may get paid per output. This clause is important especially if you have a freelance virtual assistant. You should clarify with your independent contractor how this would work. If your client asks for the full ownership, it’s important for your VA to know. Likewise, your VA also has the rights as an independent contractor to their work. Clarifying the terms of this agreement can greatly improve the working relationship between a freelance virtual assistant and their client’s. 

How to create a virtual assistant contract agreement template?

Creating a virtual assistant contract agreement template doesn’t have to be complicated. The purpose of this agreement is to find terms that you and your VA will agree on. Here are a few steps to guide you:

1. Start with a template

Using a pre-made template can save you time and ensure that you include all the necessary clauses. There are various online platforms that offer sample VA contract templates. You can change these according to your needs. Likewise, your client may have certain needs so you can change your contract based on the needs of your businesses and potential client. 

2. Customize the agreement according to your needs

Once you have a template, go through it and customize it to reflect your specific requirements. Add or remove clauses as needed to ensure that the contract accurately represents your working relationship with the virtual assistant. Every contract is different from each other. Using a virtual assistant services agreement ensures that your VA will do the things tailored to your needs. 

3. Seek legal advice if necessary

If you’re unsure about certain legal aspects or want to ensure that your contract is legally sound, it’s advisable to seek legal advice. A lawyer specializing in contract law can provide valuable insights and help you create a contract that protects your interests. You can also ask them about independent contractor agreements if you’re unsure. 

What are the key clauses to include in a virtual assistant contract agreement template?

While the specific clauses may vary depending on your unique situation, here are three key clauses that should be included in a sample virtual assistant contract template:

1. Termination clause

A termination clause outlines the conditions under which either party can terminate the contract. It defines the notice period required and the reasons for termination, providing a clear process for ending the working relationship. If the contract is supposed to end after a certain period of time, you may also need to specify what happens next. Will the contract be renewed? In the same manner, if the agreement for any reason is breached, what will happen? Is there a need to cancel the contract? Will all agreements shall be deemed null? These things are just to help clarify what happens after the contract. 

2. Non-solicitation and non-compete clause

A non-solicitation and non-compete clause restricts the virtual assistant from soliciting your clients or working for your competitors for a specified period of time after the contract ends. This protects your business interests and ensures that the virtual assistant doesn’t use the knowledge gained from working with you against you.

3. Payment and invoicing terms

Clearly define the payment terms in the contract, including the agreed-upon rate, payment schedule, and any late payment penalties. Specify how invoices should be submitted and the timeframe for payment. This helps in maintaining a smooth financial relationship and avoiding any payment disputes.

Where can I find a sample virtual assistant contract agreement template?

There are several options available for finding a sample virtual assistant contract agreement template:

1. Online platforms offering free templates

Many websites provide free templates for free virtual assistant contracts that you can download and customize according to your needs. These templates often cover the essential clauses required for a comprehensive agreement.

2. Create your own template using an outline

If you prefer a more customized approach, you can create your own virtual assistant contract agreement template using the outline provided in this article. Start with the key clauses mentioned and tailor them to suit your particular needs and circumstances.

3. Virtual assistant companies providing their own templates

If you’re working with a VA company or agency, they may have their own contract templates that they use. Reach out to them and ask if they can provide you with a sample contract that you can adapt to your specific requirements. Virtual assistant businesses like OkayRelax are knowledgeable on these contracts. After all, we only want the best of what out client decides. You can use a virtual assistant contract that you have agreed upon with us. Or if you’re still feeling unsure, check out our terms and conditions to have an idea of what a contract should include. Don’t worry because our VA services have contracts for your specific needs. We can do the hard part for you while making sure you’re safe and secure.