I was curious - do you add your holiday schedule in your contract or have it as a separate addendum to your welcome package to a potential client?
I was thinking with the holidays coming up and the new year right around the corner - how other VAs package their holiday information or if it is sent at the beginning of the year?
That's a good question. Usually what I do is send an email before Thanksgiving letting my clients know what my holiday schedule is. I think that is a good thing to include in the contract however. I am interested to see what others are doing as well.
I don't have a holiday schedule. If I am not going to be online for any extended period of time, I will let my clients know a week in advance. If I am working on a project, I'll finish up early in the week but I do check email anyway just in case something comes up.
If I was going to travel for an extended period of time, I would give the clients a 3 or 4 week timeline via email and then a reminder as to my schedule as time progressed.
I suppose it depends on the type of work you do as well. If the jobs you do require being available every single day at a certain time...like phone work, then I would put that in a more formal document when the contract is signed.
Not sure if that was helpful.
Jan
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Good question, I hadn't even thought about holiday schedules. But considering I don't have any clients yet I'm guessing it won't be too much of a problem for me this year ;-)
However, I am looking forward to seeing the replies to this question and how people are handling it because I plan to be really busy this time next year :-)
I send retainer invoices out on the 23rd for the following month. If I plan to be out at all during the following month, I include a note when I email the invoice. I send a reminder a week in advance so they remember to plan project work and coverage, if necessary.
Thanks for the information. I haven't put it in my contract, because I didn't want to scare off any potential clients and the potential clients thinking, "Wow, she takes a lot of holidays..." and the client not select me.
I like the monthly invoices or simple emails a couple weeks prior. Hopefully we can hear more from other VAs over time. Thanks again for the response!
I don't have a set schedule. I know my clients deadlines so I always work my schedule around those. All of them are flexible except the payroll clients. If I'm not going to be available for a day or however long, I just send an email to my clients letting them know. I've never had a problem.
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Rebecka Melson ~ Virtual Business Services
I personally will send out notifications to my clients at least 1 to 2 weeks in advance advice of the holiday schedule. I also state on my website that holidays are observed and should there be a va available to do any urgent projects premium rates apply. I haven't had anyone complain about it yet.
If I need to take a day off, I let my clients know at least a week in advance. If I know a month in advance, then I let them know that also. Most clients realize you're going to take some time off here and there. Just be sure to let them know in advance and take care of any outstanding work before you take time off.
I also would just give them advance notice. I used to send out a newsletter, which I may soon go back to - so I would put that on the front page in big, bold font too.
Putting into the contract actually then contractually holds you to it. So I wouldn't do that. The one thing I do know is that you want to make sure they see the notice! I give it to them in at least 3 different ways - because, hey - does anyone read their email anymore? LOL
Holiday Schedules
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