VIRTUAL ASSISTANT AGREEMENT =========================== Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use This Virtual Assistant Agreement ("Agreement") is made on [EFFECTIVE DATE] between: Assistant: [YOUR NAME / BUSINESS NAME], of [YOUR ADDRESS], email [YOUR EMAIL] (the "Assistant") Client: [CLIENT NAME / COMPANY], of [CLIENT ADDRESS], email [CLIENT EMAIL] (the "Client") ------------------------------------------------------------ 1. Services ----------- 1.1 The Assistant will provide the following services (tick all that apply): - [ ] Inbox management and email drafting - [ ] Calendar management and meeting scheduling - [ ] Travel research and booking - [ ] Customer support inbox and helpdesk replies using approved responses - [ ] Social media scheduling from approved content - [ ] Data entry, CRM updates, and list building - [ ] Research and document formatting - [ ] Invoice preparation for the Client's review (not approval or payment) - [ ] [OTHER SERVICES] 1.2 Excluded tasks: bookkeeping sign-off, tax returns, legal drafting or advice, making payments over the limit in clause 6.4, personal errands requiring physical presence, and any task requiring a professional license, unless agreed in writing. 1.3 New recurring tasks may be added by agreement in writing (email is enough) and count toward the hour package. 2. Package and rate ------------------- Item | Detail ------------------------- | --------------------------------------------------------------------------------------- Monthly package | [NUMBER] hours Package fee | [CURRENCY] [AMOUNT] per month Effective hourly rate | [CURRENCY] [RATE] Overage rate | [CURRENCY] [RATE] per hour Minimum billing increment | [15] minutes Rollover | [NONE / UNUSED HOURS ROLL OVER FOR ONE MONTH ONLY / UP TO [PERCENTAGE]% OF THE PACKAGE] 2.1 The Assistant will notify the Client when [80]% of the monthly hours have been used. 2.2 Hours beyond the package require the Client's approval in writing before they are worked and are billed at the overage rate. 2.3 Time is tracked by task with a short description and is available to the Client on request or with each invoice. 3. Working hours and response times ----------------------------------- 3.1 Working hours: [DAYS], [HOURS] [TIME ZONE], excluding public holidays in [COUNTRY] and the Assistant's planned leave, which will be notified at least [14] days in advance. 3.2 Response and turnaround: Priority | Definition | Turnaround -------- | ------------------------------------- | ------------------------------------------ Urgent | Time-sensitive, business impact today | Same working day if received before [TIME] Standard | Routine tasks | Within [2] working days Project | Larger tasks over [3] hours | By the deadline agreed for that task 3.3 Urgent requests must be sent via [CHANNEL]. Requests outside working hours are handled on the next working day. 4. How tasks are requested -------------------------- 4.1 The Client will send all requests through [TASK BOARD / PROJECT TOOL / EMAIL ADDRESS], including what is needed, any deadline, and links to relevant files. 4.2 Requests made through other channels may be missed and will be treated as received when moved to the agreed channel. 4.3 The Parties will hold a [15–30]-minute check-in [WEEKLY / EVERY TWO WEEKS], which counts toward package hours. 5. Tools and expenses --------------------- 5.1 The Client will provide and pay for licenses for any software used for the Client's business, including [EMAIL, CRM, HELPDESK, SCHEDULING TOOLS], in the Client's name. 5.2 The Assistant uses its own computer, internet connection, and phone. 5.3 Pre-approved expenses incurred for the Client are reimbursed at cost with receipts. 6. Access, passwords, and security ---------------------------------- 6.1 The Client will grant access through delegated user accounts or a shared vault in a password manager. Passwords will not be sent by email, chat, or text. 6.2 Both Parties will use two-factor authentication on shared accounts where available. 6.3 The Assistant will use access only for tasks under this Agreement and will not change account ownership, recovery details, or security settings without instruction. 6.4 Payments and purchases. Where the Assistant has access to a payment method, the Assistant may make purchases up to [CURRENCY] [AMOUNT] per transaction with prior instruction. Anything above that requires the Client's written approval each time. 6.5 The Assistant will notify the Client promptly of any suspected security incident affecting the Client's accounts. 7. Confidentiality and data --------------------------- 7.1 The Assistant will keep confidential all non-public information about the Client's business, customers, finances, and contacts, during this Agreement and for [3] years after. 7.2 The Assistant will process personal data only on the Client's instructions and in line with data protection law that applies to the Client. Where required, the Parties will sign a data processing addendum. 7.3 The Assistant will not download Client data to personal devices except where needed for a task, and will delete local copies when the task is complete. 8. Fees and payment ------------------- 8.1 The package fee is invoiced on the [1st] of each month, in advance, and due within [7] days. 8.2 Overage hours are invoiced at the end of the month, payable within [7] days. 8.3 Late payment. If an invoice is more than [7] days overdue, the Assistant may pause work until it is paid. Overdue amounts carry interest at [LATE PAYMENT INTEREST RATE] or the maximum allowed by applicable law if lower. 9. Term and notice ------------------ 9.1 This Agreement starts on [START DATE] and continues month to month. 9.2 Either Party may end it with [30] days' written notice. The package fee for the notice period is payable and the Assistant will continue to work during it. 9.3 Either Party may terminate immediately for a serious breach, including a breach of clauses 6 or 7. 9.4 Offboarding. Within [5] working days of the end date, the Assistant will hand over open tasks and documentation of recurring processes, return or delete Client data, and confirm in writing that access to Client accounts has been removed. The Client will change shared passwords. 10. Independent contractor -------------------------- 10.1 The Assistant is an independent contractor, decides how and when to complete tasks within the agreed hours, may work for other clients, and is responsible for its own taxes and insurance. 11. Liability ------------- 11.1 The Assistant will act with reasonable care and follow the Client's written instructions. The Client is responsible for reviewing and approving outgoing material where it has asked to do so. 11.2 Each Party's total liability is limited to the fees paid in the [3] months before the claim, except where the law does not allow that limit. 12. General ----------- 12.1 Governing law: [GOVERNING LAW AND JURISDICTION]. 12.2 Entire agreement: this Agreement and any written additions form the whole agreement. 12.3 E-signature: this Agreement may be signed electronically. ------------------------------------------------------------ Signatures ---------- Assistant | Client --------------------------------------- | --------------------------------------- Signature: ____________________________ | Signature: ____________________________ Name: [YOUR NAME] | Name: [CLIENT SIGNATORY] Date: [DATE] | Date: [DATE] ------------------------------------------------------------ How to use this template 1. Tick the services in clause 1.1 and keep the exclusions in 1.2. 2. Set your package, overage rate, and rollover rule in clause 2. 3. Agree one request channel before the first task arrives. 4. Set up a password manager vault before accepting any logins. 5. Have a lawyer in your jurisdiction review your filled-in version once before reuse. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.