Working as a Virtual Assistant requires a good basis of trust between the
assistant and the client. Most communications can be done via email or phone and there is a good amount of sensitive information transferred. The best way to protect yourself and the client is by having a solid contract upfront.
What Should Be in Your Contract?
Scope of Services- Clearly lay out what it is you could and or promised to do for the client. Clear language here will set the pace for a good start and establish a better rapport with your client upfront as well. People feel more secure knowing the task is understood.
Rate- Make sure the rates you will charge stay consistent throughout your project by noting what they will be upfront and billing according to the agreed upon price. If your rate is going to change at any point issue a change to the contract and have your customer sign off on it again. Language should show that rates in the latest signed contract supersedes others as well.
Appointments- A virtually missed appointment is just as important as missing a face to face appointment. Make sure you have a clause that stipulates a charge for missed appointments without a certain time warning from the client. Without this type of clause you can be left high and dry, and can cause friction with your client.
Payment Schedule- Make sure to set up a clear payment schedule and stick to it. Working virtually it can be harder to collect payment if you let billing slide. Be consistent on how that client will be reminded payment will be due whether it be through an invoice or a letter reminding them that payment is due at the same time each month. People are creatures of habit and respond well to a good payment system they can follow.
Proofreading Clause- The client is responsible for the final ok and review. If you have agreed upon a final product make sure a proofreading clause exists to release you from any errors that can result after the product is delivered.
Formatting- Make sure to lay out the programs you will be utilizing upfront for the client. Some programs don’t speak to each other well and it could mean extra time to try and convert the information if this is not clearly stated upfront. This holds true especially with website creation!
Termination- Make sure to lay out a clear termination method to the contract or project upfront. If the client decides they want to terminate the contract and doesn’t want to pay you for services rendered this could be your life saver to get that final payment.
A Non-Disclosure Agreement- Make sure to include a well stated and agreed upon non-disclosure agreement with your contract. Many clients will be giving you everything from their date of birth through their password answers. This will insure that you both have an understanding of privacy and understand the legality of relaying information to others that should be kept private. Only talk about your clients or share what you have created for them with their permission and get it in writing.
