Virtual Assistant – guide to contracts
Every virtual assistant needs clear legal agreements. Use contracts/templates that define scope, rates, NDA, liability, and insurance. They protect your business and help avoid disputes.
Why Every VA Needs a Contract
A solid contract isn’t just paperwork – it’s protection. Whether for scope, payment, confidentiality, or liability, the right legal documents ensure both you and your client agree on what’s expected.
Without these, misunderstandings or legal issues can cost you clients, money, or reputation. Use the following suggestions as a starting guide when setting up your contracts or office policies.
Key Legal Documents & Agreements for Virtual Assistants
Here are the primary agreements you should consider as a VA:
Client Booking Form / Service Agreement
- States exactly what work will be done
- Includes timelines, deliverables, rate (hourly or fixed)
- Mentions any discounts, extra services, or applicable terms
Non-Disclosure Agreement (NDA)
- Helps protect sensitive client information
- Crucial if you deal with confidential data, ideas, internal documents
Sub-contractor / Non-Compete Agreements
- If you delegate work to others, define who handles what
- Clarify payment terms, deadlines, and non-compete rules if relevant
Insurance Options
| Type | Why It Matters |
|---|---|
| Professional Indemnity Insurance | Protects you if something you do causes a client financial loss. |
| Public Liability Insurance | Useful if you ever hold in-person meetings or use client-premises. |
| Cyber / Data Breach Insurance | Essential if you handle or store personal or sensitive data. |
Must-Have Contract Components
Every contract/template should clearly include:
- Scope of Work: What tasks you will do (and what you won’t)
- Payment Terms: Rates, schedule, invoice period, how much to charge for my services
- Revisions / Turnaround Time: Deadlines and expectations
- Confidentiality Clauses / NDAs
- Liability & Ownership: Who owns the work, who is responsible for errors
- Termination Details: How either party can end the agreement
Legal & Insurance Best Practices
- Use up-to-date templates – ideally tailored for your country or region
- Review laws around data protection (e.g. GDPR if you work with EU clients)
- Keep insurance valid and coverage levels sufficient for your risk
- Maintain proper documentation & version control (saved contracts, signed copies)
Check out our guide on the legal structure of your VA business.
FAQ
Yes — even small jobs benefit from clear written expectations so you and the client align on scope and payments.
An NDA protects confidential information. A non-compete restricts working in competing business areas or with competitors for a certain period. Only use non-compete clauses if legally enforceable in your region.
Insurance adds cost but can save you a lot in worst-case scenarios. If you handle confidential data, make mistakes with serious consequences, or work physically close with clients, insurance becomes more important.
Conclusion
A well-crafted contract plus proper insurance and legal documents safeguard your VA business. They establish trust, avoid confusion, and protect you from risk.
If you don’t already have one, consider starting with a basic service agreement or booking form, then expand to NDAs and insurance as needed.