Virtual assistant contract template
VA work touches inboxes, calendars and sometimes bank logins. The agreement needs to be clear on hours, confidentiality and what the client pays for, and short enough that a busy founder signs it.
The template
1. ServicesAssistant will provide [inbox and calendar management, travel booking, research, and customer replies] as requested, during [Mon–Fri, 9–5 Pacific].
2. Hours and billing[Retainer: up to [20] hours per month for [amount], invoiced on the 1st, due on receipt; additional hours at [rate].] [Hourly: [rate] per hour, tracked to the quarter hour, invoiced [weekly / fortnightly], net 7.]
3. Confidentiality and accessAssistant keeps all Client information confidential during and after the engagement. Access is granted through Client's own accounts and a password manager, never by sharing passwords over email, and is removed when the engagement ends.
4. Tools and expensesClient provides or pays for software required for the work. Purchases on Client's behalf are made on Client's card or pre-approved and reimbursed within [7] days.
5. Independent contractorAssistant is an independent contractor, sets their own methods and hours within the availability above, and may work for other clients.
6. NoticeEither party may end the engagement with [14] days' written notice. Prepaid retainer hours in the notice period are used or refunded pro rata.
Paperwork keeps the client, the retainer invoice and the receipt together, ready every month.Paperwork fills the proposal, contract, invoice, SOW, NDA and change order from one form, and your client signs from a link. $19 once. Try the free demo first.
Never receive a password by email
Clause 3 protects you as much as the client. Shared vaults (1Password, Bitwarden) mean access can be revoked in a click and you can never be accused of keeping a login.
Track to the quarter hour
If you bill hourly, a simple log ("Tue 2:00–2:45 inbox") attached to the invoice ends every "what was this for" conversation before it starts.