What are your most important virtual assistant business policies? - Page 3 - Virtual Assistant Forums

Essential · #31 (**permalink**) 07-28-2009

My main policy is to have a signed contract and a deposit from the client before any work is executed. The contract itself gives the specifics regarding payments, late payments and penalities, hours of operation, and the specifics of the work to be done.

I had a client recently who felt that he could call at 9:00 at night and on the weekends. In other words at his whim. He had signed a contract, but had not actually read it! My hours of operation were clearly outlined in the contract.

Don't be afraid to set and enforce business boundaries!

VBPartners · #32 (**permalink**) 07-28-2009

Mine are:

1-Signed contract and deposit received prior to start of working relationship.

2-Anything that is 'specialized' needs to be in writing.

secondself · #33 (**permalink**) 07-28-2009

I work only with Contracts and Retainers. I resisted this practice for a long time but since embrasing it have not suffered the past due issues with clients; because they pay in advance.

GalFriDee · #34 (**permalink**) 07-29-2009

I'm just getting started, too...but I have a separate cell phone & number for my va business. With my verizon service, it is only $9.99 on my personal service.

These are great ideas, thanks!

Pattyben · #35 (**permalink**) 08-10-2009

Great information to use in my business. Appreciate the points given by all. Deposits should be required. If we haven't worked for the client before, it is good to get a deposit up front and clearly outline your payment policies and late fees.

LongIslandVA · #36 (**permalink**) 08-10-2009

I agree with all of these points. Contracts and retainers will go along way against those who will try to take avantage. Boundaries are so very important and an exact outline of your availability is essential.

Tess · #37 (**permalink**) 09-19-2009

This thread has developed into a really useful and interesting conversation - thanks to all who have replied so far... I'm looking forward to seeing more thoughts and opinions added here!

agough · #38 (**permalink**) 09-20-2009

I am just starting out but as I am planning the three that come to mind that I feel are going to be most important for my success are:
1. Signed contract (I know from being in the corporate world how important this is. It avoids any misunderstandings later)
2. Once I nail down my billing policy I am going to stick to it so that the client expects it when it is due and it isn't just something I do when I get to it.
3. I am going to try for no work or limited work on the weekends. This is my time with my family and that is very important to maintain a happy household.

Thanks for posting the question Tess.

Amy

catfive · #39 (**permalink**) 09-20-2009

This is good information. In lieu of a ton of clients right now I am trying to put together my business structure. If you get as much in place as you can in the beginning and then follow your own rules I think you will be ahead of the game!

SavvySolutions · #40 (**permalink**) 09-21-2009

WinslowGirl,
What is your "late payment policy"? If you wouldn't mind sharing I am in need of some more set in stone policies

Originally Posted by winslowgirl

Mine..

1. Signed contract--wow, how important is this and I don't work without it.

2. phone calls-- I don't answer calls without having an appointment either. My time is precious and phone calls can drag on.. so if the client wants to talk with me, it needs to be planned.

3. Deposits--I require half of the 1st invoice upfront. Also my late payment policy has saved me several times.. I have it on all my invoices very clearly.

laurachapmanonline · #41 (**permalink**) 09-21-2009

Anyone bill in advance? I was advised to do this and have done so from the start. I send "renewal" invoices once retainer time is within the last hour of use.

kazvan · #42 (**permalink**) 10-05-2009

Very interesting ladies. The common thread being signed contracts. I like the skype idea I am going to look into it. Thanks very much

Expedite_VA · #43 (**permalink**) 10-06-2009

1) Written Business Plan
This is the 'meat' of my policies/Procedures and my master plan
2) Live my Mission Statement
3) Billing Policies and Procedures

SaraASB · #44 (**permalink**) 10-07-2009

1. Signed contract.
2. A $500 retainer from all new clients until I get to know them
3. I do not answer the business line after 6 and on the weekends. Period.
4. We handle so many clients that I require a phone conversation log to be filled out if any phone call is involved. Then I have a record of why they called and when and what was said. I'll tape a phone message to one before I return the call and then document anything important.
5. All emails are saved
6. TRY not to answer emails 24/7 since clients will expect you to drop what you are doing and help them after hours.
7. Invoices due on receipt, I rarely get stiffed, but I do send statements if over 45 days.

AdvantageAdministrativeSltns · #45 (**permalink**) 10-07-2009

Great thread, very informative.

I am working on getting to retainer clients at this time. However, the clients that I have had so far have only been project clients. So I have not actually done contracts with them. But that will become a focus along with the confidentality agreement and what to expect and what is expected.

My number one policy is the customer service and guaranteeing my work.

Always answering the phone and email, and if I am not able to, I will respond back to them immediately.

Creating a database in Business Contact manager for each and every potential and current client the moment I schedule a consultation and maintaining the database with every contact (phone, email, letter, mailings...)