How to Write a Virtual Assistant Contract (Free Template)

A contract isn't just a formality - it's the single most important document in your VA business. It protects you when things go wrong, sets clear expectations from the start, and signals to your client that you're a professional, not a hobbyist.

Despite this, an alarming number of VAs work without a proper agreement in place. I've seen it dozens of times at Virtalent - a client relationship that starts well, then falls apart because nobody agreed in writing what was included, what the payment terms were, or how either side could end the arrangement. Every single one of those situations would have been avoided with a simple contract.

You don't need a solicitor to draft this. You need a clear, practical document that covers the essentials. Here's what to include.

What your VA contract should cover

Your contract needs to address six core areas. Miss any of them and you're leaving yourself exposed.

First, the scope of work. Be specific about what you're providing. "General admin support" is too vague - it leaves the door open for the client to ask for anything and claim it's covered. Instead, list the specific services: email management, diary coordination, social media scheduling, basic bookkeeping, travel arrangements. If something is explicitly excluded (e.g. "I don't do graphic design"), say so. This protects you from scope creep and gives both parties clarity.

Second, hours and availability. How many hours per month are included? What days and times are you available? What's your response time for emails and messages? What happens if the client needs more hours than they've purchased? Spell this out so there are no surprises.

Third, pricing and payment terms. State your hourly rate or monthly retainer fee, when invoices will be sent, when payment is due (e.g. within 7 days, 14 days, or on receipt), and your accepted payment methods. Include a note about what happens if payment is late - a polite but firm statement that work will be paused if an invoice remains unpaid beyond a certain number of days.

Fourth, the notice period. How much notice does either side need to give to end the arrangement? 30 days is standard and reasonable. Without this, a client can drop you overnight with no warning, leaving you scrambling to fill the gap in your income.

Fifth, confidentiality. You'll have access to sensitive business information - emails, financial data, client lists, passwords. Your contract should include a confidentiality clause confirming that you'll keep this information secure and won't share it with third parties.

Sixth, data protection. Under UK GDPR, if you're processing any personal data on behalf of your client (which you almost certainly are), you should address this in your contract. A basic data processing clause covering what data you'll handle, how you'll store it, and what happens to it if the arrangement ends is sufficient for most VA relationships.

Common contract mistakes

The most common mistake is not having one at all. The second most common is having one that's so vague it's functionally useless. "I'll provide VA services for £300/month" is not a contract - it's a sentence.

Another mistake is using a template you found online without adapting it to your specific services and way of working. Templates are a great starting point, but you need to customise the scope, hours, and terms to reflect your actual arrangement with each client. A contract that doesn't match reality is almost as bad as no contract at all.

Don't forget to actually get it signed. Sending it and assuming the client has read and agreed is not enough. Use an e-signature tool so there's a clear digital record of when both parties signed. Handld includes built-in contract and proposal tools with e-signatures for exactly this reason.

When to update your contract

Review your standard contract template at least once a year. Laws change, your services evolve, and you'll learn from experience what needs to be tighter or clearer. Any time you have an awkward situation with a client - a dispute about scope, a late payment, an unclear boundary - that's a signal to update your template so it doesn't happen again.

When you raise your rates, make sure your contract reflects the new pricing. When you add or remove services from your offering, update the scope template. Treat your contract as a living document, not something you create once and forget about.