Why your client should sign a contract

Should your client sign a contract?

When I started out as a Virtual Assistant I thoroughly researched other VA websites and noticed that many of them mentioned contracts or terms and conditions –  yet when I asked another Virtual Assistant in my area about them she said she never used a contract and simply trusted her clients. So what did I do?

I can tell you that I immediately went online, bought a contract template for freelancers and tailored it to my own business – and I have never once regretted it. I’ve since heard many chilling stories from both experienced and new freelancers who’ve had to remedy some ‘misunderstandings’ about what was expected of them. And some of those situations turned quite nasty.

Why do I need a contract?

Although T&C’s and a contract won’t always prevent a client from reneging on your agreement, it definitely helps to prevent any confusion as to what you have been hired to do, timeframes, your payment terms, what your fee does and doesn’t include as well as defining confidentiality. If there are then any later misunderstandings you can refer back to the contract you both signed.

I always include my terms and conditions along with a contract. I email them to the client before any work is agreed so they know from the outset how I work and what is expected from both of us.

Then neither of us can claim that we didn’t know what was going on.

Contracts are important for Virtual Assistants because:

  • They’re evidence that your client has read and understood your terms and conditions
  • Even if the client has their own confidentiality doc they show you take their business seriously
  • They make you look more professional
  • You’re covered for copyright infringement
  • There’s no confusion as to what is expected of both parties in regards to payment and timelines
  • You have written evidence if it is (unfortunately) needed at a later date

What if a client won’t sign my contract?

You should be extremely wary of any client that won’t sign a contract. Changes to a contract are normal but beware of any client who wants you to change your payment terms or anything that you are uncomfortable with.

The only client who asked me to remove my overdue invoice charges was the one who never paid on time! He knew he was a late payer and wanted to minimise any financial penalty to himself.

Decent clients will not have a single problem signing your contract. When you get a new client tell them you’ll email over your T&C’s and a contract so they can look over them before they come to sign. I also outline the main points to them verbally (always my payment terms actually!) so they’re perfectly clear on what’s what.

It’s perfectly okay to edit a contract though. If you have a client who wants something changed and you’re happy to do so then make a call on it.

For instance, I tell any VA that I work with that I do not want them to outsource any of my work to an associate – I want them to complete my tasks themselves. And they have always been happy to remove that clause in their contract.

* The contract that I sell is designed so that literally, everything you might want is contained in it so you can edit accordingly. It’s far better to remove stuff you don’t need than not to have something you do!

It can be a little nerve-wracking when a client queries or wants to change something but contract negotiation is completely normal.

How do we actually both sign the contract?

If you have a one-to-one meeting with your new client then either bring two copies of the contract with you, sign both then keep one, or get both of you to sign one copy then take a scan of it with a free Smartphone scanner app for your own records. I use Notebloc but there are others.

If you’re sending the contract over later then just use an online digital signature platform such as HelloSign, DocuSign or EchoSign.

This is probably the most common scenario and it gives the client time to read through the document and come back to you if they have any queries.

Terms & Conditions

The Freelancer contract I sell has two parts to it. The first is the contract itself and the second is your ‘terms of service’ which are your T&Cs and explain how you, in particular, like to work. So if you only want to be contacted between 9-5 Monday to Friday then you would put that in your T&Cs.

In many ways, my T&Cs are more important than my contract because they outline what I will and won’t accept.

Between them, my contract and terms make it quite clear how, when and how much I am to be paid, any expenses the client will pay, late payment fees I may charge, what intellectual rights belong to who, confidentiality and GDPR expectations.

Resources

  • Here are all the Virtual Assistant contract and other legal and website policies you will need. They are all editable, brandable and GDPR-compliant. Also, the documents are updated and re-sent to buyers free of charge any time the law changes.
  • Watch this short video on how to how to negotiate with clients who want to edit or change parts of your contract. Please be aware that a contract is a starting point and that this is completely normal. I know you will find it both eye-opening (“get them to negotiate with themselves” WHAT?!) and invaluable.

17 Comments

Kriselle

Hi Jo, thanks for this post, it is incredibly useful. This week I got a couple of client enquiries from Canada and the US. I am a VA (specialising in Pinterest Marketing) based in the UK. Would I still be able to use the ‘Freelance Contract Bundle’ with clients I take on that are based outside the UK?

Reply
Kriselle

Brilliant thanks so much Jo – have joined the FB group now, what an amazing community! Can’t wait to learn more 🙂 x

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Kylee Plummer

I have never had to sign a Clients Contract, It as also been my contracts that I get clients to sign. As being a VA and a Sole Trader in Australia it is my responsibility to pay for my own super etc. Not theirs. Unless I am Employee of their Company , as also an Associate VA who works with other VAs I sign their Contracts.

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Joanne Munro

Fantastic – that’s how it should work. I’ve been happy to sign a client’s contract in the past, but only when I’ve read it thoroughly and if it covers the same important aspects as mine. It’s often that clients may want contractors to sign a separate NDA (non-disclosure) even though confidentiality is covered in my contract.

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Dee Gormley

Hi Jo are these contracts only viable in the UK or can they be used for an Irish business would they legally over Ireland and the EU? Thank you.

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Steve

Hello Joanne, how many VA men do you know of in the US market. Are they successful as well? Doing research.

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Joanne Munro

Hi Steve, there are many male VAs out there. If you join my VA Handbookers Facebook group (click the image in the sidebar) you can speak to some of them.

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Sarah

Hey there,
I have a contract for my clients but what happens when they have a contract they want me to sign? Do we both sign each others contracts?? I’ve just proposed with this and it’s the first time. Usually client just sign mine and if needed I’ve signed a NDA which is fine.
Thanks, Sarah 🙂

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Joanne Munro

Hi Sarah, thank you so much for your message. Contracts can be confusing but yes, if your client wants you to sign their contract as well, then (as long as you are happy with the terms), you should sign it. Just one contract is fine but if you want to sign each others then that’s ok too.

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Joanne Munro

I only know where to find UK contracts so I would suggest doing a Google search or asking one of the New Zealand members of my VA Handbookers Facebook group as they will definitely know. x

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Karem Ortiz

Hi Jo,

Please could you post which websites have good UK contracts or terms and conditions?

Karem

Reply

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