Working as a virtual assistant (VA) or remote administrative professional often means juggling multiple clients, platforms, and sensitive business information.

Virtual Assistant Service Agreement: Tasks and Confidentiality Terms (Service Provider Guide)

Working as a virtual assistant (VA) or remote administrative professional often means juggling multiple clients, platforms, and sensitive business information. A solid VA service agreement is what separates a smooth, professional engagement from scope creep, payment disputes, and uncomfortable conversations about privacy.

This guide breaks down what to include in a virtual assistant service agreement—with special focus on two areas that make or break VA relationships: task definitions (scope of services) and confidentiality terms. You’ll also see practical clause ideas you can adapt into a virtual assistant contract template (or compare against a virtual assistant contract sample) so you can protect your business while building trust with clients.

Note: This article is educational and not legal advice. Contract needs vary by jurisdiction and client situation.

Why a VA Service Agreement Matters (Especially for Service Providers)

As a service provider, your agreement is more than paperwork—it’s your operational playbook. It should:

Clarify what you will and won’t do
Define deliverables, timelines, and communication norms
Create enforceable payment and late-fee rules
Protect you from liability and “quick favors” that expand into unpaid projects
Set expectations for data security and confidentiality

Most client conflicts come down to unclear expectations. A well-written remote assistant agreement reduces misunderstandings and gives you a professional, repeatable process for onboarding new clients.

The “Tasks” Section: How to Define Scope Without Limiting Your Value

1) Start with a clear “Services” clause (and categorize tasks)

A common mistake in a virtual assistant contract template is listing tasks in a vague paragraph like “general admin support.” That invites scope creep because “general” means different things to different people.

Instead, categorize services. For example:

Administrative Support: inbox triage, calendar management, meeting coordination
Client Support: responding to FAQs using client-approved templates, CRM updates
Document Handling: formatting, proofreading (non-legal), file organization
Project Support: task tracking, follow-ups, SOP documentation
Social/Marketing Support (if offered): scheduling posts, basic community responses
Research: competitor research, vendor comparisons, summaries (no regulated advice)

Service-provider friendly drafting tip: list tasks as “may include” rather than “will include,” and tie them to client direction and available hours.

Sample scope language (adaptable)

Services. Provider will perform remote administrative and support services as requested by Client and agreed in writing. Services may include the tasks described in Exhibit A (Scope of Services). Provider will not perform services outside the scope unless the parties agree in writing to a change order or updated scope.

2) Use an Exhibit (Schedule) for task lists

Put detailed tasks in Exhibit A. This gives you flexibility—when a client adds a new workflow, you update Exhibit A rather than rewriting the entire agreement.

Your Exhibit A can include:

Task name
Description
Tools/logins needed
Turnaround times
Limits (e.g., “up to X requests per week”)
What counts as “done” (acceptance criteria)

3) Define “out-of-scope” tasks (this is where you protect your time)

Clients often assume VAs can do “anything online.” If you don’t define boundaries, you may get requests that are high-liability or require specialized licensing.

Typical out-of-scope items to consider:

Legal advice, contract drafting as an attorney, or representing client in legal matters
Bookkeeping that crosses into regulated accounting (depending on jurisdiction)
Medical advice, therapy, financial advising
Cold calling or sales outreach (unless explicitly included)
Managing ad spend or publishing content without approvals
Any task requiring you to use personal accounts or personally guarantee payments

Sample out-of-scope clause

Exclusions. Provider will not provide legal, tax, financial, or medical advice; make binding commitments on Client’s behalf; or perform tasks requiring professional licensure unless expressly agreed in writing and legally permissible.

4) Set service levels: turnaround times and communication rules

Even experienced VAs get stuck in “always on” mode. Your agreement should define:

Business hours and response windows (e.g., “respond within 1 business day”)
Channels (email, Slack, Asana, etc.)
Urgent requests and rush fees
Client delays (e.g., waiting on approvals pauses timelines)

Sample service level language

Availability and Response Time. Provider will respond to messages within one (1) business day during Provider’s normal working hours. Requests requiring same-day turnaround may incur a rush fee and are subject to availability.

5) Include a change management process (anti-scope creep system)

Scope creep usually isn’t malicious—it’s incremental. A simple process keeps projects profitable.

Add:

A definition of “Change Request”
How changes are approved (email is fine)
Impact on fees and timelines

Sample change request language

Changes to Scope. If Client requests services beyond the agreed scope, Provider will notify Client and may provide an updated estimate. Provider is not required to begin out-of-scope work until Client approves the updated scope and fees in writing.

Confidentiality Terms: The Heart of a Remote Assistant Agreement

Virtual assistants often handle:

Passwords and logins
Customer lists and private messages
Financial snapshots and invoices
HR documents and internal SOPs
Draft marketing plans and product details

A strong confidentiality section builds trust and reduces risk on both sides.

1) Define “Confidential Information” broadly—but clearly

Your va service agreement should define confidential information to include anything non-public the client shares, plus anything you create for the client.

Common categories:

Business operations, strategies, pricing
Client/customer data
Login credentials and security procedures
Unreleased content, product ideas, roadmap
Vendor lists, internal templates, SOPs

Sample definition

Confidential Information means non-public information disclosed by Client to Provider, whether oral, written, or electronic, including business plans, customer information, pricing, processes, credentials, and any materials marked or reasonably understood as confidential.

2) Clarify what is not confidential (standard exceptions)

Include common carve-outs:

Information already public through no fault of yours
Information you knew before the engagement
Information independently developed without using client data
Information disclosed under legal compulsion (with notice where allowed)

This protects you if a client claims ownership over your general skills or pre-existing templates.

Sample exceptions

Confidential Information does not include information that (a) is publicly available without breach, (b) was known to Provider prior to disclosure, (c) is independently developed, or (d) must be disclosed by law, provided Provider gives notice where legally permitted.

3) Specify confidentiality obligations in practical terms (what you must do)

A good confidentiality clause isn’t just “don’t share.” It should outline concrete duties:

Use information only for performing services
Don’t disclose to third parties without permission
Limit access to need-to-know subcontractors (if allowed)
Use reasonable security measures
Notify client of suspected breaches

Sample obligations

Provider will use Confidential Information solely to perform the Services, will not disclose it to any third party except approved subcontractors bound by similar obligations, and will take reasonable measures to protect it from unauthorized access.

4) Address password handling and tool access (real-world VA issues)

If you manage accounts, your agreement should cover how credentials are shared and stored.

Best-practice items to include:

Use a password manager (e.g., LastPass, 1Password) or secure sharing method
No credential sharing via plain-text email (or specify exceptions)
Client provides access; VA doesn’t use personal accounts
Remove access at termination

Sample security language

Access and Credentials. Client will provide Provider access via secure methods. Provider will not store credentials in unsecured documents and will promptly return or delete credentials upon request or termination.

5) Include data protection and privacy compliance (without overpromising)

You may work with personal data (customer emails, addresses, order notes). Don’t promise “full compliance with every law everywhere” unless you can actually deliver that.

Instead, commit to reasonable security and cooperation.

Sample privacy-friendly clause

Data Handling. Provider will handle personal data in accordance with Client’s written instructions and will maintain reasonable administrative, technical, and physical safeguards appropriate to the Services.

6) Define the confidentiality term (how long obligations last)

Common options:

During the contract + 2–5 years
Indefinitely for trade secrets

Sample term language

Duration. Confidentiality obligations apply during the Term and for three (3) years after termination, except for trade secrets, which will be protected as long as they remain trade secrets under applicable law.

Other Clauses That Support Tasks + Confidentiality (Don’t Skip These)

Even though tasks and confidentiality are the focus, your agreement should connect the dots with a few supporting clauses.

Independent contractor status

Clarify you’re not an employee. This helps manage expectations around hours, benefits, and control.

Payment terms tied to scope

State your rate model (hourly/retainer/package), invoicing cycle, late fees, and what happens if a client pauses work.

Intellectual property (who owns what)

Common approach:

Client owns work product created specifically for them once paid
You retain pre-existing tools, templates, SOP frameworks, and know-how

Non-solicitation (optional)

If you interact with a client’s customers or team, a limited non-solicit clause can reduce risk. Avoid overly broad non-competes (often unenforceable in many places and can scare clients).

Limitation of liability

A reasonable limitation can protect you from disproportionate claims (especially important if you’re handling sensitive info). Keep it fair and aligned with your jurisdiction.

Termination + offboarding

Include:

Notice period (e.g., 7–14 days)
Final invoice timing
Return/deletion of confidential info
Access removal process

Practical Structure for a Virtual Assistant Contract Sample (Service Provider-Friendly)

If you’re building your own virtual assistant contract sample structure, a clean outline looks like this:

Parties + effective date
Scope of services (with Exhibit A)
Communication + turnaround times
Client responsibilities (approvals, access, materials)
Fees + invoicing + late payments
Term + termination
Confidentiality + data security
Intellectual property
Independent contractor status
Subcontractors (allowed/not allowed)
Limitation of liability + indemnities (as appropriate)
Dispute resolution + governing law
Entire agreement + amendments (writing requirement)
Signatures

This format works well for a remote assistant agreement because it anticipates the realities of remote work: tool access, asynchronous communication, and secure data handling.

Common Pitfalls for VAs (and How Your Agreement Prevents Them)

Pitfall 1: “Quick tasks” that aren’t quick

Fix: define tasks, estimate complexity, require written approval for changes.

Pitfall 2: Clients expect 24/7 availability

Fix: include working hours, response time, rush options.

Pitfall 3: Clients share sensitive data without boundaries

Fix: confidentiality + secure access clause + breach notification process.

Pitfall 4: Unclear ownership of templates and SOPs

Fix: IP clause that distinguishes client work product vs. your pre-existing materials.

Pitfall 5: Termination chaos (lost access, missing files)

Fix: offboarding checklist and return/deletion obligations.

FAQs Virtual Assistants Ask About Tasks and Confidentiality

Can I reuse workflows or templates after a client contract ends?

Often yes—if those templates are your pre-existing materials and don’t include the client’s confidential information. Your IP clause should explicitly preserve your ownership of general templates and know-how.

What if the client wants me to sign their NDA instead?

Many VAs sign a client NDA, but you should review it for overly broad restrictions (e.g., claiming ownership of your prior materials, indefinite confidentiality on everything, or unreasonable liability). A balanced approach is to incorporate confidentiality into your va service agreement or attach their NDA as an exhibit with negotiated edits.

Should I include a confidentiality clause even if I “only do scheduling”?

Yes. Calendar access can reveal confidential details (clients, partnerships, internal meetings). Confidentiality terms protect both parties.

How do I handle subcontractors or another VA helping me?

Your agreement should say whether subcontracting is permitted and, if so, that subcontractors must sign confidentiality obligations at least as strict as the main agreement.

Conclusion: Make Tasks and Confidentiality Your Competitive Advantage

A clear scope and strong confidentiality terms don’t just reduce legal risk—they signal professionalism. When you present a polished virtual assistant contract template (or a tailored remote assistant agreement) that defines tasks, boundaries, security practices, and confidentiality expectations, you make it easier for clients to say “yes,” trust you with sensitive work, and stay longer.

If you want a faster way to generate a service-provider friendly virtual assistant contract sample with clear task definitions and confidentiality provisions, you can create one using Contractable—an AI-powered contract generator—at https://www.contractable.ai.

2025-01-30

Virtual Assistant Service Agreement: Tasks and Confidentiality Terms (Service Provider Guide)

Miky Bayankin

Virtual Assistant Service Agreement: Tasks and Confidentiality Terms (Service Provider Guide)

Why a VA Service Agreement Matters (Especially for Service Providers)

The “Tasks” Section: How to Define Scope Without Limiting Your Value

1) Start with a clear “Services” clause (and categorize tasks)

Sample scope language (adaptable)

2) Use an Exhibit (Schedule) for task lists

3) Define “out-of-scope” tasks (this is where you protect your time)

Sample out-of-scope clause

4) Set service levels: turnaround times and communication rules

Sample service level language

5) Include a change management process (anti-scope creep system)

Sample change request language

Confidentiality Terms: The Heart of a Remote Assistant Agreement

1) Define “Confidential Information” broadly—but clearly

Sample definition

2) Clarify what is not confidential (standard exceptions)

Sample exceptions

3) Specify confidentiality obligations in practical terms (what you must do)

Sample obligations

4) Address password handling and tool access (real-world VA issues)

Sample security language

5) Include data protection and privacy compliance (without overpromising)

Sample privacy-friendly clause

6) Define the confidentiality term (how long obligations last)

Sample term language

Other Clauses That Support Tasks + Confidentiality (Don’t Skip These)

Independent contractor status

Payment terms tied to scope

Intellectual property (who owns what)

Non-solicitation (optional)

Limitation of liability

Termination + offboarding

Practical Structure for a Virtual Assistant Contract Sample (Service Provider-Friendly)

Common Pitfalls for VAs (and How Your Agreement Prevents Them)

Pitfall 1: “Quick tasks” that aren’t quick

Pitfall 2: Clients expect 24/7 availability

Pitfall 3: Clients share sensitive data without boundaries

Pitfall 4: Unclear ownership of templates and SOPs

Pitfall 5: Termination chaos (lost access, missing files)

FAQs Virtual Assistants Ask About Tasks and Confidentiality

Can I reuse workflows or templates after a client contract ends?

What if the client wants me to sign their NDA instead?

Should I include a confidentiality clause even if I “only do scheduling”?

How do I handle subcontractors or another VA helping me?

Conclusion: Make Tasks and Confidentiality Your Competitive Advantage

Other Questions to Keep Learning