Booking Terms

I have a complete Booking Form which I use for each large project and each new client. I also ask for a deposit from new clients and for new large projects. I find the clients have no objection to this and if they are new clients and do have a problem, then perhaps it is better to know before the work starts than after the work has been completed. For urgent jobs, payment via PayPal can ensure that the money is transferred immediately. When you become a Virtual Assistant you become a legal business and you must act and run your business with this in mind.

The wording in my Portfolio is as follows as I do not create a full booking form until the project is agreed.

A booking form or proposal will be produced for each order and must be agreed and signed by the client before work can begin. Each and every amendment will be agreed with the client and added to the booking form as an addendum.

The booking form will detail the terms and conditions of payment.

All work originating from the client will be returned to the client. All work produced by Iceni-it will be retained on our system for 60 days or as agreed.

Final proofreading is the responsibility of the client. Time scales for correcting work are detailed in the booking form. Any extra work will be charged at the agreed hourly rate.

Any extra charges such as postage, telephone calls, non-standard materials etc will be charged at cost.

Three layers of incoming e-mail Virus protection are currently employed by Iceni-it but we will not open any attachments that we are not expecting. All out-going mails are virus checked and this is detailed within the e-mail. The scanning of all materials received from Iceni-it is the responsibility of the client.

Working in a professional way

Issuing Terms and Conditions, Booking Forms and Confidentiality Agreements are part and parcel of working in your own business either as a va or pa. Failing to work and use forms such as these means that you put yourself at risk of not being paid and coming into conflict with the client. Try not to agree work specifics via the telephone and if you do so, always write up the conversation and send it to the client as confirmation - 'for the avoidance of doubt'.

Legal Eagles

Get all your contractual documents checked out by a lawyer - or at the least by a business advisor. Better safe than sorry.

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