How to Set up a Virtual Assistant Contract and Agreement

The Marketing Team

Perhaps the most important document of all when hiring VAs is the VA contract.  Setting up a well-structured contract and agreement is the first step in establishing a successful working relationship. In this article, we will guide you through the process of creating a virtual assistant contract that covers important aspects such as confidentiality, intellectual property, payment terms, and more.

Creating a contract may look harder than expected. It is one of the various business processes that every business owner goes through. It’s important to ensure that both parties are secure and benefit from their relationship with each other. Virtual assistant agreements cover grounds such as work hours, non-disclosure agreements, duration of contract, etc. that generally inform either party of the legal side of their employment. Signing a contract makes the employment official and a legally sound and solid contract binds the relationship by labor laws. This makes sure that VAs can actually get paid for the work that they are doing, and to have written proof in case of dispute resolution. 

Confidentiality and Confidential Information

Confidentiality is a crucial aspect when working with a virtual assistant. As a business owner, you may be sharing sensitive information about your company, clients, and projects. It is important to include a confidentiality clause in your virtual assistant contract to protect this information.

The confidentiality clause should clearly state that the virtual assistant is obligated to keep all information shared during the course of their work confidential. This includes client details, financial information, trade secrets, and any other information that is not publicly available. This confidentiality agreement protects your business from people who may try to sell your private information. You can use the contract and written agreement as legal proof should the client breach the agreement for any reason, for example, directly or indirectly disclosing information. It is advisable to specify the duration of the confidentiality clause, which typically extends beyond the termination of the contract. This is important since the VA may terminate the agreement early. If the agreement can be terminated early, it needs to be included that access to confidential information is immediately be removed. 

Likewise, a non-compete clause can be useful in your virtual assistant’s contract. This ensures that when the contract ends or is terminated, the VA can’t immediately perform work similar to their previous client contract, they can sign a new contract only after a certain period of time.  The terms of this agreement is important especially since the VA handles their client’s business and data directly. 

Intellectual Property

Intellectual property rights should be addressed in the virtual assistant contract. If the virtual assistant creates any original work or contributes to any intellectual property during the course of their work, it is important to establish who holds the rights to that work. This can be done through an intellectual property clause in the contract.

The clause should clearly state that any intellectual property created by the virtual assistant as part of their work belongs to the client or the client’s company. This ensures that the client has full ownership and control over the work produced by the virtual assistant. If need be, legal assistants can provide you with a template that matches your needs. 

Payment Terms

Payment terms are another important aspect of the virtual assistant contract. Clearly outlining how and when the virtual assistant will be compensated for their services ensures a smooth financial relationship. This can include details about payment frequency, method of payment, and any other relevant payment terms.

It is important to determine whether the virtual assistant will be paid on an hourly basis or a fixed project rate. The contract should also specify what happens in case of late payments or non-payment, and the steps that can be taken to resolve payment disputes.

It’s also important to determine your relationship between a freelance virtual assistant and one hired from virtual assistant services. Often, service providers already have virtual assistant contract agreement templated at the ready for you. It makes it easier to settle your needs this way. OkayRelax, a VA company can help you with what you’re looking for. Contact us to see if we have sample contracts or template for virtual assistants and we’ll guide you to getting a legally sound contract. 

Virtual Assistant Needs

Freelance Virtual Assistant vs. Hired from a Virtual Assistant Company

Before finalizing the contract, it is important to assess your virtual assistant needs and decide whether you want to hire a freelance virtual assistant or work with a virtual assistant company. Depending on the nature and scope of the work, your agreement or contract may also vary. Remember that the needs of your business should reflect to your simple virtual assistant contract.

A freelance virtual assistant is an independent contractor who works directly with you. They often have their own virtual assistant business and offer a wide range of services. On the other hand, a virtual assistant hired from a company is an employee of the company and may offer specialized services.

Both options have their pros and cons. A freelance virtual assistant offers flexibility, more affordable rates, and personalized service. However, they may have limited availability and might not offer employee benefits. On the other hand, a virtual assistant hired from a company may have more availability, offer a wider range of services, and come with employee benefits. However, they might be more expensive. Outsourcing new virtual assistant work makes these questions necessary. 

Consider your specific needs and budget when making a decision. Do you need your virtual assistant to work on online presence, marketing, personal errands, etc?

Once you have made a decision, include relevant details in your contract such as the name of the virtual assistant, their contact information, and any other specific requirements. Don’t forget to include their virtual assistant role and duration of the contract. There are times when a client asks for additional clauses like a non-solicitation clause, a sample VA contract can help you with that. 

Creating a virtual assistant contract and agreement may seem like a daunting task, but it is a crucial step in establishing a successful working relationship. By clearly outlining confidentiality, intellectual property, payment terms, and other important aspects, both parties can ensure a smooth and mutually beneficial partnership.

Remember to consult with a legal professional or use a sample virtual assistant contract template to ensure that your contract is legally binding and covers all necessary terms and conditions. A good contract ensures a good working relationship between a freelance (or service-hired) virtual assistant and their client. 

So, if you need a virtual assistant for your online business, don’t underestimate the importance of a well-structured contract. Take the time to create a comprehensive virtual assistant contract that addresses your specific needs and protects your interests. It will serve as a legal document that safeguards your working relationship and brings clarity to both parties involved.

Whether you choose to work with a freelance virtual assistant or hire from a virtual assistant company, a clear and concise contract is essential. So, take the necessary steps to create a virtual assistant contract and agreement that sets the foundation for a successful working relationship. Check out this article to see what more things to add to your VA contract.