Virtual Assistant Contract Template

What is a virtual assistant contract?

A virtual assistant contract is a legally binding service agreement between a client and a VA (or VA agency) that spells out what work will be done, how much will be paid, how you’ll communicate, and how protections apply to both sides. It helps freelancers, agencies, and small businesses run projects smoothly by making expectations clear and reducing disputes. And yes — it’s designed to be reusable: with a well-built virtual assistant contract template from HelloBonsai, you can adapt the same base document for different clients or projects without starting from scratch.

Definition and purpose of a virtual assistant contract

A virtual assistant contract is a written agreement that outlines the working relationship between the client and the VA.

The core purposes are to define the scope of work, set payment terms, clarify responsibilities on both sides, and reduce the risk of disputes. For example, if a VA is hired to manage 10 social posts per week, the contract lists deliverables, deadlines, and the payment method (e.g., $25 per post or $250/week). Using a virtual assistant contract template helps ensure these key points are never missed and allows you to reuse the same language across clients. In 2025, many templates also include sections for electronic signatures (DocuSign, HelloSign, or Adobe Sign) to speed onboarding and keep a clean audit trail.

The contract should also cover ownership of work, confidentiality, data security, and termination terms. By documenting these terms, you create a clear reference for both sides if plans shift or a project ends unexpectedly. A solid template gives you a reliable baseline that you can customize for each client while preserving core protections.

Who uses virtual assistant contract templates

Typical users include independent VAs, online business managers, VA agencies, and small service-based businesses hiring VAs.

Independent VAs use contracts to protect their time and income and prevent scope creep. Online business managers (OBMs) rely on templates to standardize terms when coordinating multiple VAs, and VA agencies often work from a master agreement that can be quickly amended with a client addendum. Small service-based businesses—such as marketing consultants, bookkeepers, or virtual assistants that support client teams—benefit from a reusable starting point that protects business information and speeds onboarding. Across all these roles, starting with a solid VA contract template reduces back-and-forth and helps projects scale smoothly.

When to use a virtual assistant contract

A contract should be in place before any work starts, before sharing confidential information, and whenever scope, rates, or responsibilities change.

Use the contract for ongoing retainer work, one-off projects, and trial periods, and reuse the same template with small adjustments as needed. Having the document ready upfront ensures both sides agree on deliverables, timelines, and payment terms, which helps prevent disputes. For changes in scope or rates, attach a short addendum so the core contract stays intact while the details update.

What a virtual assistant contract template should include

This section breaks down the essential clauses and sections every solid virtual assistant contract template needs. It focuses on clarity, risk management, and day‑to‑day practicality. Use this checklist-style guide to add or customize inside a template so it works for different services and clients.

Background and parties to the agreement

Start by clearly identifying who is involved in the contract, including legal names, business names, and contact details for both sides. This creates a solid foundation and avoids confusion later on. Include the VA’s name or company name, address, phone number, and a primary contact email, as well as the client’s legal name, billing name if different, and their main point of contact.

A short background or recital section helps set the stage for the engagement. It should state the general intent, such as the VA providing remote administrative, creative, or technical services. Use plain language to describe the relationship (independent contractor vs. employee), the scope of work, and the expected 분위 of collaboration. Including sample recital language can prevent misinterpretation if disputes arise later.

Scope of services and deliverables

Describe the services the virtual assistant will provide, the deliverables, the platforms used, and the expected outcomes. This section should spell out what is included and what is not, helping prevent scope creep and misunderstandings. Be specific about tasks, response times, and any dependencies on the client’s input or access to tools.

To make this easy to reference, consider listing services in a table that includes each service, the associated deliverables or KPIs, and the tools used. For example, inbox management might include “5-10 client emails responded to daily, with a 24‑hour turn, and tagging of high-priority messages,” while social media support could specify “3 posts per week, engagement tracking, and monthly reports.” Also outline what is excluded, such as payroll, HR decisions, or legal work, to minimize confusion and disputes later.

Service location, tools, and office equipment

Clarify that services are delivered remotely and note where the VA will generally work from, such as a home office. This helps set expectations about work hours, availability, and time-zone considerations. Include practical details about equipment and tools: who provides hardware, who pays for software subscriptions, and how login details are shared securely.

Describe expectations around using the client’s systems securely. For example, specify the use of password managers, MFA, and VPNs where appropriate, plus procedures for sharing access and revoking it at contract end. A good template includes an acceptable use clause that limits the client’s digital assets to legitimate business use and protects both parties from misuse or leakage of data.

Compensation, billing, and payment terms

Structure the payment terms clearly, covering whether the VA is paid hourly, on a fixed fee, or via a retainer. State the billing frequency, invoicing process, and accepted payment methods. This clarity helps both sides plan cash flow and reduces payment friction. In 2025, market data shows general admin VAs often bill between $15 and $40 per hour, while specialized tasks can command higher rates, so set rates that reflect skills and market conditions.

Include details on late payment fees, deposits or upfront retainers, and minimum monthly hours if applicable. Outline how rate changes will be handled (e.g., 30 days’ notice) and provide a simple summary table with rate, billing cycle, due date, and late fee so clients and VAs can reference it quickly. Also note any upfront costs for tools or subscriptions that are reimbursable, if relevant.

Reimbursement of expenses

Describe how reimbursable expenses will be handled, including software purchases, advertising spend, or travel if ever applicable. The goal is to prevent surprise costs and to ensure both parties agree on what needs prior approval. Specify the required documentation, such as receipts or invoices, and the preferred method of submission for reimbursement.

Explain how reimbursement will occur and the timing for payment after approval. Include caps or limits if needed and clarify currency and tax implications. By setting these rules, the contract protects both the VA’s time and the client’s budget, while keeping the process transparent and auditable.

Confidential information and data security

Outline what a confidentiality clause should cover, including non‑disclosure of sensitive business information, customer data, and login credentials. Be specific about what counts as confidential information and how it should be handled during the engagement. This clarity helps prevent accidental disclosure and gives both sides a clear recall path if information is compromised.

Discuss password management, file storage, and data handling expectations. Include how confidential information must be returned or securely destroyed at the end of the engagement, and whether backups or copies may be retained for archival purposes. A strong template also addresses data breach notification timelines and any applicable privacy or cross‑border data transfer requirements.

Intellectual property and ownership of work

Explain how IP rights are allocated for work created by the VA, such as content, designs, or processes. Distinguish between client‑owned IP and the VA’s pre‑existing materials or frameworks. The contract should specify whether rights transfer occurs upon full payment and whether a license back to the VA is granted for portfolio use or demonstration purposes.

Address any licenses for third‑party tools or materials used in the deliverables, and clarify whether the client can modify the work after transfer. Also note any attribution requirements, restrictions on use, and whether the rights are perpetual or time‑bound. Clear IP language helps prevent disputes and protects the client’s investments while allowing the VA reasonable portfolio opportunities.

Non-exclusivity and other work

Describe what a non‑exclusivity clause does: it confirms that the virtual assistant can work with other clients unless explicitly agreed otherwise. Most VA contracts are non‑exclusive to support the contractor’s business needs and flexibility. However, some clients may request exclusivity in particular niches or time blocks, and it’s important to address this up front.

Explain when a client might seek exclusivity and why most agreements keep things non‑exclusive. Provide balanced language that protects the VA’s ability to run their business while addressing the client’s need to avoid conflicts of interest. For example, you can include a provision that exclusivity applies only to specific services or time frames and that any such request will come with a separate pricing adjustment or commitment period.

Term, renewal, and termination

Provide guidance on defining the contract term, whether it runs from a start date to an end date or remains ongoing until terminated. Include how renewals are handled, whether automatically or manually, and the notice periods required for termination by either party. These mechanics prevent abrupt endings and give both sides time to prepare for change.

Include conditions for immediate termination, such as non‑payment or material breach, and outline how final payments, file handover, and access revocation will occur. This helps ensure a clean wind‑down and reduces the risk of data loss or unfinished work. Clear end‑of‑engagement processes are essential for a professional transition and ongoing trust.

Changes, pauses, and modification of the agreement

Advise readers to include a clause explaining how the contract can be modified: in writing, signed by both parties, and stored with the original contract. This keeps versions organized and legally enforceable. It also supports clear documentation of scope changes, rate adjustments, schedule shifts, or temporary pauses.

Discuss common reasons for changes, such as scope expansion, rate changes, schedule adjustments, or a temporary pause in work. Emphasize why documenting these changes matters, including how addenda should be attached, dated, and stored for easy reference during audits or disputes. A well‑drafted modification clause makes adjustments straightforward and reduces back‑and‑forth later.

Signatures and acceptance

Describe the final section where both parties sign to make the agreement legally binding. Include the information needed with signatures: full legal names, titles, dates, and, if relevant, company names. This formally records consent and the start of the contractual relationship. In 2025, electronic signatures are widely accepted, so explicitly stating that e‑signatures are valid and binding helps speed up execution.

Conclude with any final notes on execution and storage. Include where the final, fully executed copy will be kept (e.g., both parties’ archives or a shared contract repository) and confirm that the agreement remains enforceable in its electronic form. A clear signatures section reduces confusion and supports a smooth onboarding and termination process.

How to customize a virtual assistant contract template

Starting with a generic VA contract gives you a solid foundation, but every service, client, and industry is different. This practical, step-by-step guide helps you tailor wording, scope, and protections without accidentally deleting critical clauses. You’ll learn how to map services, adjust scope and availability, set fair payment terms, manage access and security, and align boilerplate with your location’s laws.

To map your services and packages to the contract

Start with your actual offers and align each package with a clear scope of work and deliverables. This ensures both you and your client share the same expectations from day one and prevents scope creep from the start.

When you build each package, spell out the tasks, milestones, and what you will deliver. For example, an ongoing admin support package might include calendar management, email triage, and data entry with a weekly progress report. A launch-support package could cover project planning, content scheduling, and live event support with a final deliverables list. As you design, create variations of the VA contract template for common scenarios (like ongoing admin support versus launch support) while keeping core legal clauses—such as confidentiality, payment terms, and data security—consistent across versions. This keeps contracts predictable for you and your clients while allowing clear differentiation of what’s in scope.

Here's a quick mapping example for typical packages:

To adapt scope, availability, and response times

Defining working hours, response times, communication channels, and availability helps prevent burnout and sets clear expectations from the start. This is especially helpful when you work with clients across time zones.

Outline how you’ll communicate (email, Slack, Trello) and the expected turnaround for typical tasks versus urgent requests. A simple table helps, for instance listing normal hours, standard turnaround, and rush handling. This clarity reduces misaligned expectations, prevents burnout, and gives you a repeatable template you can reuse with most clients.

A quick reference you can drop into every version is a small policy table:

To set payment schedules and late fee policies

Customize the billing section to match your business model, whether you require upfront payment, 50/50 deposits, monthly retainers, or payment on completion. This keeps invoicing predictable for both sides.

Adjust due dates, grace periods, and late fees. For example, you might invoice on the 1st of the month with net 15 terms, a 3-day grace period, and a 1.5% monthly late fee. For projects, you might require 100% upfront or 50% before work and 50% on delivery. Keep the structure identical across clients so you don’t have to rewrite boilerplate, and only swap the numbers and timing in each version.

Common payment models with example details:

To handle client systems, access, and security

Explain how you adapt clauses about logins, shared drives, CRMs, and communication tools depending on the client. For industries with sensitive data, tighten language around data access, storage, and encryption. You might require multi-factor authentication, encryption in transit and at rest, and access only from approved devices.

Describe how access will be granted, used, and revoked. A concrete plan helps avoid misinterpretation and protects both parties. Example language can include: “Access to systems will be granted within 2 business days of the start date and revoked within 24 hours of termination or completion of the engagement. Credentials will be stored in a secure password manager and never shared outside the approved team.” Also specify which tools you’ll use (e.g., Google Drive, Slack, HubSpot, Salesforce) and how data will be handled during the project.

To reflect legal requirements in your location

Remember that contract law can vary by jurisdiction. Instruct yourself to ensure the governing law and dispute resolution sections match where you operate or where your client is based, as appropriate. This helps avoid conflicts if you and a client are in different states or countries.

Keep these legal boilerplate clauses inside every version of your VA contract template and seek legal advice if you’re unsure. A simple placeholder, such as “This Agreement shall be governed by the laws of [State/Country]. Disputes will be resolved by [arbitration/mediation] in [City/Region],” can be filled in later. If you’re expanding into new regions, consider data privacy requirements (like GDPR or CCPA) and add a related data processing addendum as needed.

How to manage virtual assistant contracts efficiently

Moving from a one-off mindset to a repeatable system helps you save time and avoid miscommunications. By centralizing templates, tracking statuses, recording changes, and referencing agreements during work, you can scale with confidence. This section walks through practical steps you can implement in 2025 using common tools like HelloBonsai, Google Drive, DocuSign, and Notion.

To centralize your virtual assistant contract templates

Centralizing your templates saves time and reduces errors. When you keep a single master virtual assistant contract template in one clearly labeled location, you always know the exact language that governs your work. This makes it easy to reuse core clauses for different clients while avoiding conflicting terms across copies.

Start by creating a master template that covers core sections: scope, rate, term, termination, confidentiality, and payments. Save it in a centralized drive with version history turned on. For different service types or client tiers, create clearly labeled versions (for example, "VA Contract Template – Basic," "VA Contract Template – Premium") while keeping one source of truth for all legal clauses. Use consistent naming like VA-Contract_v1.0, and avoid duplicating boilerplate language in separate files. In practice, that means you can produce customized contracts in under 15 minutes, with fewer edits needed during client review.

To track contract status from draft to signature

Tracking the contract lifecycle keeps you from losing track of approvals or missed deadlines. The basic stages are drafting, internal review, client review, revisions, and signature. With a simple pipeline, you always know which contracts are sent, which are pending, which are signed, and which expired. Time-stamped signatures ensure you can prove when terms were agreed, which reduces disputes later.

Set up a lightweight system in your project tools. For example, store the master in Google Drive, add a status column in a simple Airtable or Notion board, and link to the signed copy in DocuSign or HelloSign. Create reminders: a 2-day gap between internal reviews, a 5-day window for client feedback, and automatic archiving after 30 days post-signature. Keeping signed copies accessible—ideally in a shared folder with restricted access—helps both you and your client refer back to the exact terms at any time during or after the engagement.

To record changes, renewals, and addendums

Handling updates without losing track is essential as a VA engagement evolves. Use addendums for scope or rate changes, keep a change log, and record renewal dates in a consistent place. This approach helps you surface key terms quickly and reduces confusion when terms shift during an engagement.

Attach a brief summary note to each contract that highlights the main terms (rate, hours, term, last updated). Keep the note in the same folder as the contract and update it whenever you sign an addendum or renewal. For example, if you raise the monthly rate from $500 to $550 for six months, add an addendum and update the change log with the date and reason. Set renewal reminders 60 days before expiration so you can decide to renew, renegotiate, or close the contract. This keeps every change visible and easy to audit later.

To refer back to the contract during the engagement

Regularly pointing back to the contract during work fosters clearer expectations. Encourage VAs and clients to reference the agreement whenever questions arise about scope, timelines, revisions, or boundaries. This reduces back-and-forth and supports professional communication.

Make it easy to find the exact terms. Keep a one-page summary or a key terms section in a shared notes doc, and link to the full contract in your project management tool. At kickoff, and before any major milestone or scope change, remind both sides of the agreed terms. Periodic checks, such as a quarterly review of open tasks against the contract, help you catch drift early and prevent small conflicts from becoming bigger disputes.

Common mistakes to avoid in a virtual assistant contract template

A solid virtual assistant contract template helps prevent misunderstandings, scope creep, and unpaid work. In 2025, freelancers report that vague terms or missing details are the top reasons contracts fail in practice. This section highlights frequent errors and provides practical fixes you can drop into your virtual assistant contract template to strengthen every agreement.

To avoid vague or incomplete scope of work

A vague scope invites disagreements and extra work.

For example, a weak scope like "general admin support" can be interpreted in many ways, leading to missed deliverables and extra hours. A strong scope fixes this by naming tasks, hours, and deliverables up front. For instance, specify that the VA will manage email for up to 20 hours per week, triage messages, draft replies from approved templates, schedule appointments, and maintain a shared calendar, with a weekly activity report as a deliverable. Also set a clear hour cap, revision limits, and what counts as a new project.

To prevent this, include concrete process notes in your template. Define when a task is considered complete, how many revisions are included, and what constitutes a new project requiring a change order. Add a sample clause such as: "The VA will perform the following tasks: [list]. Any tasks beyond this scope require a written Change Order signed by both parties; hours are capped at [X] per week; a new project is defined as any task not listed above or a major objective." This makes scope measurable and reduces disputes.

To prevent unclear payment and refund terms

Unclear payment terms invite friction around due dates, late fees, and refunds.

In 2025, missing payment details commonly cause disputes when there is no clear due date or late fee. A practical template should state when invoices are due (for example, "Net 15 days"), outline late fees (such as "1.5% per month on overdue balances"), and specify deposits. A typical approach is to require a 50% upfront deposit before starting work, with the remainder due on delivery or within net 15 days. Explicit terms prevent awkward conversations and keep cash flow predictable.

Also spell out refunds for unused hours and what happens if clients cancel or reschedule. For example, you can say that if the client cancels with more than five business days' notice, prepaid hours roll over for 60 days; if cancellation occurs with shorter notice, prepaid hours may be forfeited. If the client doesn’t use all hours in a billing period, specify whether hours roll over, expire, or are pro-rated. Finally, include a clear final invoicing timeline after cancellation to avoid payment disputes.

To close gaps in confidentiality and IP protection

According to 2024-2025 benchmarks, confidentiality and IP protection are among the top terms clients care about.

Without clear ownership and IP language, clients may not own deliverables or may fear reuse of their materials. The template should specify ownership of all deliverables, assign rights to the client, and state whether the work is a work-for-hire or requires an assignment. It should also define permitted use of the VA's own tools or templates that appear in the deliverables, and any client data used to train internal systems.

Confidentiality obligations should survive beyond the term and specify data security practices. Define what counts as confidential, who may access it, how data is stored and transmitted, and how long confidentiality lasts. Include a post-termination clause that protects client data and trade secrets, such as a five-year survival period or as long as required by law. This combination of ownership, permitted use, and post-contract duties helps protect both parties.

To document termination and offboarding clearly

Termination and offboarding details are often forgot in VA contracts, which creates confusion when the relationship ends.

Clear termination terms should include notice periods (for example, 14-30 days), final invoice timing, and offboarding steps like revoking access and handing over files. Without this, both sides risk data leakage, unfinished work, or disputes about who keeps work-in-progress files. The 2025 contract standards emphasize including a well-defined termination clause to prevent disputes if the relationship ends unexpectedly.

To make offboarding smooth, outline steps such as revoking access to all systems within 2 business days, delivering any outstanding deliverables, returning equipment if applicable, and providing a data retention/deletion plan. Include a data retention policy and the handling of retained data after termination. A concrete clause might say that within seven days of termination the VA will deliver all completed deliverables, issue a final invoice, revoke access to client systems within 48 hours, and delete or securely return all client data within 30 days, subject to any legal obligations. This protects both parties if the relationship changes unexpectedly.

How Bonsai helps manage virtual assistant contract templates

Bonsai turns a static virtual assistant contract template into a living, reusable system. By creating templates you can reuse, tracking every contract in one place, and automating routine tasks across the contract lifecycle, you get faster contract creation, easier monitoring, and less manual admin for you and your VA clients. This approach keeps your VA work consistent and stress-free from start to finish.

To create reusable virtual assistant contract templates

Set up a virtual assistant contract once inside Bonsai, then reuse it for every future client. Start with the core clauses that cover the essentials: scope of work (deliverables, milestones, acceptance criteria), payment terms (hourly rate or flat fee, due dates, invoicing schedule, late fees), confidentiality (data handling and access controls), IP ownership (who owns the work), and term (start date, end date, auto-renewal). In Bonsai you can tailor these sections with fields and prompts so each contract follows the same structure, reducing errors and missing details.

Save the document as a master template. When you win a new client, duplicate the master and update only the client name, the specific scope, and the financials. Bonsai can populate client data automatically and apply the same terms across all contracts, so you don’t have to re-enter boilerplate every time. This approach dramatically cuts drafting time and ensures consistency, making it easier to scale your VA services without sacrificing quality or compliance.

To track and manage virtual assistant contracts in one place

All your VA contracts live in a single Bonsai dashboard. You’ll see statuses such as Drafts, Sent, Viewed, Signed, Active, and Expired at a glance. The dashboard makes it easy to move contracts forward—send a new version, trigger a reminder, or pull up the exact document you need for a client question. You can also filter by client, project, or renewal date to quickly locate what you’re looking for.

Contracts, clients, and projects can be linked so you can find the right agreement when questions come up. This centralization helps freelancers and small teams stay on top of renewals, term dates, and obligations, reducing last-minute scrambles. By keeping everything connected, you spend less time searching and more time delivering value to your clients.

To automate signatures, reminders, and contract workflows

Here are the automation benefits Bonsai can offer for virtual assistant contracts. These help reduce manual steps and errors by keeping the process moving smoothly from draft to filed document.

• Sending contracts for e-signature with a few clicks
• Automatically notifying clients to review and sign
• Triggering reminders for unsigned or expiring contracts
• Saving signed copies automatically to the client record
• Connecting signed contracts to projects, time tracking, and invoices

Together these automations cut admin time and minimize mistakes, helping VAs and small businesses stay organized and responsive across the entire contract lifecycle.