A successful collaboration as a Virtual Assistant (VA) or Personal Assistant (PA) depends on clear agreements. Whether you are just starting out or have years of experience: clear expectations ensure peace of mind, trust and professional cooperation. In this article you can read why good agreements are essential, what you absolutely have to lay down and a handy checklist to apply immediately.
Why clear agreements are indispensable
As a VA/PA, you often work remotely, independently and flexibly. That sounds ideal – and it is – but only if you coordinate well in advance what you do, for whom, and on what terms. Lack of clarity can lead to:
- Confusion about work and responsibilities
- Frustration over accessibility or rush jobs
- Discussions about invoices or deadlines
- Work pressure and boundary crossing
Clear agreements are thus the foundation of your cooperation. By doing so, you not only set boundaries, you also show that you act professionally.
What you should agree with your client anyway
1. Hourly rate and billing
Record what your rate is, whether you work by the hour or with a package, and when you bill (weekly, monthly, immediately after the job is done, or at x number of hours). Also, don’t forget:
- Payment term (e.g., 14 or 30 days)
- Any surcharges (e.g., emergency, weekend work)
2. Activities and boundaries
Be clear about what you do and don’t do. Preferably describe this in a brief description or statement of work in your engagement letter. Consider:
- Agenda Management
- Email management
- Rental & sales support
- Social media
- Project Management
Also indicate what you do not offer or what you charge extra for (such as graphic work, consulting services, etc.).
3. Availability and accessibility
When can you be reached? Do you work fixed days or spread out throughout the week?
- List your working days and times
- Indicate how emergency cases are handled
- Also, name how (and how often) you provide updates
4. Form of cooperation and notice period
Do you work on a freelance or secondment basis? Do you have a minimum purchase per month? What if one of you wants to quit?
A standard 1-month notice period is common for permanent assignments.
5. Confidentiality and data processing
Discuss how you handle personal data from customers or third parties. Think email addresses, customer files or documents in the cloud. Make sure you comply with AVG laws.
If necessary, enter into a processor agreement, especially if you store or process data on behalf of the client. This applies, for example, if you work with tools such as
email marketing software, CRM systems or customer portals.
Checklist – Clear agreements with your client
Use this checklist at the start of any collaboration:
In conclusion, appointments are service
Many VAs and PAs find it exciting to set conditions or boundaries. But remember: clear agreements are not “strict” – in fact, they are part of your service. You ensure that both you and your client know where they stand. And that creates trust.
Want help drafting your terms and conditions or a template for a collaboration proposal? Let me know – I’d be happy to help.