A virtual assistant contract template sets clear duties, pay, timeline, and legal protections for both parties.
I write and review virtual assistant contract template documents for clients and small businesses. I will walk you through what a strong template looks like, why each clause matters, and how to make one that fits your work. Read on to get a practical, usable virtual assistant contract template you can adapt today.
Why use a virtual assistant contract template?
A simple agreement saves time and avoids confusion. A good virtual assistant contract template spells out duties, pay, and limits. It protects a virtual assistant and the client from misunderstandings. Use the template as a repeatable base for every new client or hire.
Core clauses every virtual assistant contract template must include
Include these core elements in any virtual assistant contract template. Each clause keeps work clear and fair.
- Parties and contact details: Name the client and the virtual assistant and list addresses and emails.
- Scope of services: Define tasks, hours, deliverables, and response times. Be specific.
- Term and schedule: State start date, end date, and any renewal terms.
- Fees and payment terms: Show rates, due dates, late fees, and invoicing cadence.
- Confidentiality: Protect private data and client info. Use simple nondisclosure language.
- Intellectual property: Clarify who owns work products and templates after payment.
- Independent contractor status: Confirm the virtual assistant is not an employee.
- Termination: Explain how to end the contract and notice requirements.
- Revisions and change orders: Show the process and fees for extra work.
- Liability and indemnity: Limit liability and set expectations for damages.
- Data protection and privacy: Address handling of personal data and compliance steps.
- Dispute resolution and governing law: Pick a jurisdiction and method to resolve disputes.
Sample virtual assistant contract template — structure and sample clauses
Below is a compact, practical virtual assistant contract template you can copy and adapt. Keep sentences short. Replace bracketed text with your details.
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Parties
This Agreement is between [Client Name] ("Client") and [Virtual Assistant Name] ("VA"), effective [Start Date]. -
Services
The VA will provide the following services: [List tasks]. Services will be performed in a timely and professional way. -
Term
The term begins on [Start Date] and continues until [End Date] or until terminated as provided below. -
Fees and Payment
The Client will pay [Rate] per [hour/task/project]. Invoices are due within [X] days of receipt. Late payments incur [X]% per month. -
Confidentiality
The VA will not disclose Client information. Confidential information excludes public domain content or information already known by the VA. -
Intellectual Property
Upon full payment, the Client will own final deliverables. The VA retains rights to templates and prior tools unless assigned in writing. -
Independent Contractor
The VA is an independent contractor and not an employee. The VA is responsible for taxes and benefits. -
Termination
Either party may end this Agreement with [X] days written notice. Client will pay for work completed up to termination. -
Revisions and Change Orders
Revisions outside the agreed scope will be billed at [Rate]. Change orders must be agreed in writing. -
Liability and Indemnity
Liability is limited to amounts paid under this Agreement. Neither party is liable for indirect damages. -
Data Protection
Both parties will comply with applicable data protection laws. The VA will use secure tools to store sensitive data. -
Governing Law and Dispute Resolution
This Agreement is governed by the laws of [State/Country]. Disputes will be resolved by [mediation/arbitration/court]. -
Signatures
Client: __________________ Date: ______
VA: ______________________ Date: ______
This virtual assistant contract template covers common needs. Tailor it to your services and local law.
How to customize the virtual assistant contract template for your business
Make the template fit each client. Small tweaks prevent big problems.
- Start with the scope: List exact tasks and limits. This prevents scope creep.
- Add hours and response times: State weekly hours and turnaround times for tasks.
- Define priority work: Note which tasks take precedence in busy weeks.
- Include tools and access: State which apps the VA will use and who pays for subscriptions.
- Set revision limits: Show how many edits are included and charge for extras.
- Add client obligations: Note things the client must provide, like assets or login access.
- Localize legal terms: Adjust governing law, tax terms, and compliance for your region.
Pricing, payments, and billing terms in the virtual assistant contract template
Clear pay terms reduce arguments and speed payment.
- Choose a model: Hourly, retainer, or per project. Explain the pick in the template.
- Show rates and when they apply: State overtime, rush fees, and bundled discounts.
- Invoicing schedule: Weekly, biweekly, or monthly. State due date and late fee.
- Payment methods: List bank transfer, payment apps, or credit cards and any fees.
- Deposit and milestones: For big projects, ask for a deposit and link payments to milestones.
Onboarding, scope creep, and managing changes
A smooth start sets the tone for the relationship.
- Use a welcome checklist: Access, passwords, expectations, and a sample week.
- Hold a kickoff call: Align on goals and tools in one short meeting.
- Track work in a shared board: Use simple task boards to show progress.
- Add a change order form: A short form in the template makes approvals fast.
- Communicate limits kindly: Say yes to help, but show the extra fee when work expands.
Legal and compliance considerations for a virtual assistant contract template
Legal clarity builds trust. I am not a lawyer, but here are key points to check with counsel.
- Employment law: Ensure the contract language reflects contractor status to avoid misclassification risks.
- Tax obligations: Note who handles taxes and provide any necessary tax forms.
- Data rules and privacy: If handling personal data, include data protection language and security steps.
- NDAs and sensitive work: Add a strict nondisclosure clause for sensitive projects.
- Local compliance: Modify terms to follow local labor and contract laws.
Get legal review for high-value contracts or when working across borders.
Personal experiences and lessons learned
I have used many virtual assistant contract template versions in real projects. Simple templates work best. Long legal documents can scare clients. Short, clear items get signed faster.
A client once disputed ownership of social media captions. The fix was a clear intellectual property clause. Another time, a vague scope led to late-night tasks. Adding a small hourly fee for after-hours work ended that problem.
Lesson 1: Be clear about deliverables.
Lesson 2: State payment and late fees plainly.
Lesson 3: Use a change order for extra work.
These habits save time and reduce stress for both sides.
A simple checklist to finalize your virtual assistant contract template
Use this checklist before sending a template to a client.
- Confirm names and contact details are correct.
- Make the scope of services clear and measurable.
- Include payment rates, invoicing, and due dates.
- Add confidentiality and IP clauses.
- State termination notice and final payment terms.
- Note governing law and dispute steps.
- Ask for a signature and date from both parties.
Frequently Asked Questions of virtual assistant contract template
What is a virtual assistant contract template?
A virtual assistant contract template is a prewritten agreement to define services, pay, and rules. It saves time and reduces confusion for both parties.
Can I use a generic contract for all clients?
You can start with a generic template, but you should customize scope, fees, and jurisdiction for each client. One size rarely fits all.
Do I need a lawyer to review my virtual assistant contract template?
A lawyer is recommended for high-value or cross-border work. For small projects, a basic legal review adds safety.
How do I protect client data in the template?
Include confidentiality and data protection clauses, list tools used, and state security practices. Limit access and require secure passwords.
What happens if a client misses a payment?
State late fees and a clear collection process in the template. You can pause work after a set number of missed days and seek recovery if needed.
Conclusion
A clear virtual assistant contract template makes work fair and repeatable. Use the sample structure above and customize it for each client. Start with a short, clear scope, add fees and IP rules, and keep legal language simple. Take action: adapt this template, get it reviewed if needed, and use it for your next client to save time and avoid common problems. Leave a comment or share your own clause ideas to help others improve their templates.
Sofia Grant is a business efficiency expert with over a decade of experience in digital strategy and affiliate marketing. She helps entrepreneurs scale through automation, smart tools, and data-driven growth tactics. At TaskVive, Sofia focuses on turning complex systems into simple, actionable insights that drive real results.
