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Free virtual assistant (VA) agreement template (Word)

Reviewed by Clausery editors · · 3 min read

An agreement between a client and a virtual assistant (VA) defining services, hours/availability, rate, payment terms, data security, confidentiality and termination.

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A virtual assistant (VA) agreement sets out the scope of administrative, technical or creative support a VA provides remotely: email management, scheduling, data entry, bookkeeping, social media, travel booking, research, customer support. It covers hours, rate (hourly or package), communication tools, confidentiality and data handling.

VAs often access sensitive client information (email, passwords, customer data). Confidentiality and data-security clauses are essential, as is clarity on independent-contractor status (VAs are usually not employees).

What to include#

  • Client and VA. Client name/company; VA name/business; effective date; time zone and primary communication channels (Slack, email, Asana).
  • Scope of services. Specific services (email mgmt, calendar, travel, data entry, research, social posting, bookkeeping), expected weekly hours, and exclusions.
  • Fees and payment. Hourly rate or package price, invoicing frequency (weekly/bi-weekly/monthly), payment terms (net 7/15), payment method, rate for rush/overtime work, and any retainer.
  • Confidentiality and data. NDA/confidentiality for client information, password/credential handling (use password managers, never share insecurely), data-security responsibilities, and return/deletion of data on termination.
  • Availability, IP and termination. Working hours/availability (time zone), response SLAs, independent-contractor status, IP assignment for work product, termination notice (e.g. 14 days), and post-termination handover obligations.

How to fill it in#

  1. Step 1: Define scope in detail

    List the tasks included and excluded; 'general admin' is too vague and leads to scope creep.

  2. Step 2: Set communication norms

    Agree on tools, response times and working hours across time zones.

  3. Step 3: Handle passwords securely

    Use a password manager (1Password, LastPass) — never send passwords by email.

  4. Step 4: Start with a trial week

    A paid trial period (1-2 weeks) lets both sides confirm fit.

  5. Step 5: Include confidentiality

    VAs access sensitive accounts — an NDA clause is standard; pair with strong data handling practices.

Independent contractor agreement

Master contractor agreement for ongoing freelance work.

Consulting agreement

For more advisory project work.

Employee NDA

NDA terms apply to VAs as well as employees.

Remote work agreement

For remote employees (different from VAs).

Free contract templates

Full template library.

Questions

Is a VA an employee or contractor?

Most VAs are independent contractors running their own business; misclassifying can create tax liability.

Do I need to give benefits?

No for independent contractors; employees get benefits. Treat VAs as contractors unless they fit employee criteria.

What about password/account access?

Use password managers with limited access and revoke access immediately on termination.

How many hours should I book?

Start with a block of hours per month; adjust as you learn the workload.

What if I am not happy?

Include a short notice period (7-14 days) and pay for work done up to termination.

Browse all templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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