Free Virtual Assistant
Service Agreement
Stop wasting your billable hours and emotional energy on the awkward cycle of chasing late payments from clients who should value your time.
Pro Contractor Tip
Your professional service agreement should explicitly state that a 30-day delinquency triggers a mandatory stop-work order, protecting your labor from being exploited without compensation.
Why use a written agreement?
Handshake deals are risky. As a Virtual Assistant, "scope creep" is your biggest enemy. A clear agreement ensures everyone agrees on the deliverables before money changes hands.
š”ļø What this template covers:
- āDeliverables List
- āPayment Terms
- āIP Rights
- āRevision Limits
- āCancellation Policy
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Start building now āStatement of Work
REF: 2026-0011. Project Background
This Agreement is entered into by and between the Client and the Contractor. The Client wishes to engage the Contractor for professional Virtual Assistant services.
2. Scope of Services
The Contractor shall provide the following deliverables:
- Subject: Quick follow-up: Invoice #[Invoice Number] | Hi [Client Name], I hope your week is off to a great start. Iām reaching out because our records show that invoice #[Invoice Number], which was due on [Date], hasn't been settled yet. I know how busy things can get, so I wanted to bring this to your attention in case the email was missed. Could you please check on the status of this payment? Thanks for your help!
- Subject: Past Due: Invoice #[Invoice Number] | Hi [Client Name], this is a formal reminder that invoice #[Invoice Number] is now 15 days past due. As per the payment terms outlined in our Virtual Assistant agreement, timely payments are necessary to maintain our current project timelines and administrative support schedule. Please remit payment today via [Payment Method] or let me know if there is an issue I should be aware of. I look forward to resolving this promptly.
- Subject: FINAL NOTICE: Stop-Work Order for Invoice #[Invoice Number] | Hi [Client Name], despite my previous reminders, your account is now 30 days past due. Per our contract, I am writing to inform you that all active tasks, administrative support, and project deliverables are suspended effective immediately until the balance of $[Amount] is paid in full. To avoid further disruption to your business operations, please settle the outstanding balance within 24 hours. Once payment is confirmed, I will resume my support services.
3. Performance Standards
The Contractor agrees to perform the Virtual Assistant services in a professional manner, using the degree of skill and care that is required by current industry standards.
TERMS & CONDITIONS (Summary):
1. Payment: 50% Deposit required.
2. Copyright: Rights transfer to Client upon full payment.
Disclaimer: This template is for educational purposes only and does not constitute legal advice.
Frequently Asked Questions
How can I avoid the personal awkwardness of asking for money from a client I work with daily?
The best way to remove emotion from billing is to implement a digital Dunning Engine. These automated systems act as a neutral third party, sending reminders on your behalf so you can maintain a high-level creative relationship while the 'robot' handles the collections.
What should I do if a client ignores my final 30-day stop-work notice?
When manual outreach fails, a digital Dunning Engine provides the persistence needed. These systems use automated, escalating workflows that ensure your invoice remains at the top of their inbox, signaling that payment is a requirement for continued access to your professional services.
Is it possible to automate late fee applications without manually recalculating invoices?
Yes. By using an automated dunning solution, the system can automatically update the invoice with late fees according to your pre-set contract rules. This enforces your boundaries consistently without you having to initiate a confrontation every time a deadline is missed.