Welcome to another episode of the podcast that teaches you how to be a ridiculously good virtual assistant.
Today we are going to talk about what you need to put into your Virtual Assistant contract.
Today’s Quote: After-sales service is more important than assistance before sales. It is through such service that one gets permanent customers. – Konosuke Matsushita
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Connect with Tracey D’Aviero, VA Coach and Trainer
Episode Notes:
Today we are going to talk about what you should put in your Virtual Assistant contract.
It is important for you to get your clients to sign a contract prior to working with you.
Having a contract sets you apart from other VAs, it details what you are going to do for your clients, and how much it is going to cost them, tells them how to work with you and how to stop working with you.
Professional VAs … yes, ridiculously good VAs, use contracts.
They should include the standard stuff, client contact info, yours, but there are a few other things you should make sure to include as well. I will share those things in this episode.
But first, I want to quickly talk about putting dates on a contract. Some Virtual Assistants feel the need to lock the client in to a contract with dates on it. I never did this. I actually don’t recommend it unless you are working on a project.
It may feel like security for you but it really just locks both of you into something and it can be scary for the client to commit.
Some VAs do it without issue, but I prefer an open ongoing contract that you can update at a specific time (ie annually).
So let’s go. What should you include in your Virtual Assistant contract?
Scope of Work
The scope of work is the part of your Virtual Assistant contract where you tell the client what you will do for them. Don’t just put general admin. You want to describe in detail what you will do.
Name the tasks, describe the frequency you will do them.
This is one of the most important parts of your contract. Set the client’s expectations by being as specific as you can. If you write down client care or customer service, what does that entail? You don’t have to write a paragraph, but a few words to describe the task.
Include every task or deliverable you will provide.
And add in one last point that indicates you will also do other tasks as agreed upon by both of you. So you can expand or change what you do. And keeping an eye on this part is what can help you to know when yo revise your contract with that client.
Communication
You will want to set boundaries for communication with your clients. You have to, or they could start treating you like their employee. Communication is another important section in your Virtual Assistant contract.
How do they communicate with you? How do you coordinate work to be done? How often do you respond? How much lead time do you need for things?
I used to communicate with weekly production meetings and then via email the remainder of the week, so that went into my contract.
The clearer you can define your communication boundaries from the start, the better for both of you.
Schedule
Your Virtual Assistant contract should contain scheduling information. For instance, when will your contract begin?
How much time are they getting from you, or what are their expectations around that? Weekly ongoing work is best!
What are your business hours, and when will you be off or away? How muchbnotice do you give before taking time off?
These are all important considerations for your contract as well.
You can have more detailed conversations with your clients about turnaround times and lead times once you start working together but schedule stuff is important to include in your contract.
Payment Terms
Payment terms is probably the next most important part of your Virtual Assistant contract.
I always say your clients want to know what you can donfornthem and how much it will cost them.
So in your contract, that refers to your scope of work and your payment terms.
How and when do your clients need to pay you? I highly suggest getting paid in advance, or taking prepayment for your services.
It makes lots of things easier, but certainly it protects you from doing work and then maybe not getting paid.
What happens if a client pays late? You should indicate that in the payment terms as well. Be clear from the start. Then if the client doesn’t hold up their end of the bargain, you can handle it quickly.
Also indicate what happens if they go over budget or finish a month under budget. Do you roll hours over? Do you have a use it or lose it policy? Put it all in here.
Confidentiality
A confidentiality clause helps you let the client know that you will protect their stuff.
Tell them that you won’t disclose or discuss their company info and data with anyone. Let them know how you manage secure things like their passwords or shared access files and programs.
This is called nondisclosure. It takes the place of an NDA, that’s what you are covering by detailing this in your contract. Sometimes clients also ask you to sign their NDA which is also fine in my opinion.
The other thing your clients might ask of you is something called a non compete. This often means that you agree not to work with similar businesses. You do not have to agree to this and you definitely do not need to have it in your contract. Your VA business is your business. If you have a client who is worried that you will work with their competition, they might not be a good client. Some businesses need noncompetes, there are places for them. But as a service business operator an NDA is all you need.
And the last thing you need to out in your contract is
Dissolution Clause
What does that mean? It just means how you dissolve the contract, or end the relationship with that client. I include two things in this part. First is how to end it in the first 30 days. Sometimes things just aren’t a fit. So give yourself and the client an immediate out. What happens if either of you want out after you have just begun?
And second, how do either of you out after that? My contracts always indicated that with 30 days written notice, either party could end the agreement.
Don’t be scared that a client will leave you. If you are working well together, they won’t. Do your best and you will enjoy longterm relationships with your clients.
The dissolution clause is there to help you both.
And 30 days is enough time to find a new client to replace them if you break up!
Of course, have a lawyer look over your contract to make sure it protects you and reads correctly. But you don’t have to give your clients legalspeak. You can use normal business language and still have it legally sound.
That’s it! That’s all you really need in your contract.
I hope I have helped you see that it’s not crazy technical, amd why each of these sections are so important.
Your contract is an essential document in your business. Do not do business without it.
And do be sure to review the contract at least annually with your client, or when your work scope changes significantly.
Need Some Help?
This is exactly what I help VAs do. As a VA coach and trainer, I help you set yourself up for success, helping you fix the specific things that are going wrong in your business. When we work together either privately or in a group we talk specifically about your business and you – there is no one stop solution for everyone when it comes to service businesses like VA businesses.
I’ll help you get clarity around your issues, and cheer you on as you walk through the steps to fix them.
I’ve helped hundreds of VAs through their challenges and got them on their way to growing their business and the lifestyle that they dream of.
I’d love to do the same for you.
You can work with me privately, or you can join The Virtual Circle, my mastermind group for Virtual Assistants. Check it out at www.YourVAMentor.com/TVC (the virtual circle) – I bet it’s exactly what you need to start running the VA business you dreamed of.
Reach out to me if you are interested.
That’s all I’ve got for you this week, see you next time!