Free Contract Template for Virtual Assistants
Virtual assistant contracts must define availability windows, communication channels, response time expectations, and task prioritization rules. Without these boundaries, clients will treat you as an on-call employee rather than an independent contractor. Specify your working hours, the tools you will use, and the process for submitting and tracking tasks.
Virtual Assistant Contract Preview
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Effective Date: March 25, 2026
Parties
Party A (Service Provider)
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Party B (Client)
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This Agreement is entered into as of March 25, 2026 and shall remain in effect through June 30, 2026, unless earlier terminated in accordance with the terms herein.
1. Scope of Services
2. Payment
3. Terms & Conditions
4. Confidentiality
5. Termination
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.
Party A: Service Provider
{{partyA}}
Signature: __________________
Date: __________________
Party B: Client
{{partyB}}
Signature: __________________
Date: __________________
This preview uses the Modern style. View all 9 contract styles
What to Include on a Virtual Assistant Contract
Billing Tips for Virtual Assistants
Retainer billing works best for virtual assistant engagements because it gives both you and the client predictability. Offer monthly packages of 10, 20, or 40 hours at a slight discount compared to your ad hoc hourly rate. This incentivizes the client to commit to a package and guarantees you a baseline income each month.
Track your time in 15-minute increments using a tool like Toggl or Clockify, and share the report with your invoice. Clients who see detailed time logs trust you more and dispute invoices less. Avoid rounding up aggressively because virtual assistant work is easy for clients to cross-reference against their own task submissions.
Establish a clear policy for unused retainer hours. Most VAs use a 'use it or lose it' model where hours do not roll over, which protects your availability. If you allow rollover, cap it at one month to prevent clients from banking hours and then requesting a massive surge of work.
Bill software subscriptions and tools as separate pass-through line items. If you purchase a scheduling tool or CRM seat on the client's behalf, list the exact cost and keep your time fee separate. Transparency on these small costs prevents them from becoming friction points during invoice review.
pro tip
Virtual Assistant Rate Ranges and Payment Terms
| Experience Level | Rate Range | Pricing Model | Payment Terms |
|---|---|---|---|
| Entry-level | $15 per hour | Hourly retainer | Monthly retainer, due on the 1st |
| Mid-level | $35 per hour | Hourly retainer | Monthly retainer, due on the 1st |
| Senior / Specialist | $75+ per hour | Hourly retainer | Monthly retainer, due on the 1st |
Rate data reflects 2025-2026 market ranges for freelance virtual assistants in the United States. Rates vary by location, specialization, and project complexity.
How to Create a Virtual Assistant Contract
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Frequently Asked Questions
- Should a VA contract specify working hours and timezone?
- Absolutely. Define your availability window (e.g., 9 AM to 5 PM EST, Monday through Friday) and your guaranteed response time during those hours. Without this, clients may expect you to respond at midnight or on weekends.
- How should a VA contract handle task prioritization?
- Include a prioritization framework: urgent tasks get a 2-hour response, standard tasks are completed within 24 hours, and low-priority tasks are batched weekly. The client should submit tasks through a single channel (email, Asana, Slack) to avoid scattered instructions.
- What confidentiality protections should a VA contract include?
- Cover email access, financial records, client lists, and login credentials. Specify that you will not share any client information with third parties and that all credentials will be returned or deleted upon contract termination.
- Can a VA contract include a non-compete clause?
- Non-competes are difficult to enforce for independent contractors and may be illegal in your jurisdiction. A non-solicitation clause preventing you from poaching the client's customers or employees is more reasonable and enforceable.
- What termination terms are standard for virtual assistants?
- A 14-day written notice period is standard for monthly retainers. The client pays for all hours worked through the termination date. Include a provision for returning all credentials and files within 48 hours of the contract ending.
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