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Amaya 02-21-2008 10:52 PM

Necessary Virtual Assistant Forms...Newbie
Hi divas. I'm new to this, but I'm at the 60% mark of getting it all done and launching my business. I'm still stuck though on the necessary forms. arrgh! I was wondering what forms do you think I absolutely need to have in my arsenal before I start oficially. I know about the retainer agreement, and like the client Q&A, but is there anything else I need?? Also, any hints on where I might be able to get some examples online??
Thanks so much,:confused:

Rebecka Melson 02-22-2008 08:19 AM

Re: Necessary Forms...Newbie
I have a Client Info form, which I fill out that has the clients name, their contact info, any pertinent info about their account, it also has a place for log-ins and passwords, it also has a place for other general info like spouse's, children's names, birthdays, anniversaries (etc.). I think these are important to keep on hand and make sure your emergency back-up person knows where to find them.

I don't usually ask for clients personal info (birthdays, etc.), but if I happen to find out through casual conversation I'll make a note of it in their file. It's a nice surprise for them to get a card out of the blue.

D_Victoria_Virtual_Assistance 02-22-2008 08:26 AM

Re: Necessary Forms...Newbie

Wow....of all the forms and paperwork I have created over the last few months, I realized I didn't create a Client Info. Form! I have been focusing on my introductory packet materials and totally overlooked the Welcome materials! A client info. form with passwords and logins is absolutely positively necessary and I will certainly get right on that!


A few other forms I created which were more in the way of informative rather than fill-in type forms, were a FAQ brochure for prospective clients, as well as, some information on how we would get work back and forth to each other (I titled it Methods of Delivery). I think providing as much information as to how a VA works, specifically how YOU work is important. Even if you don't want to come up with something to give to people, it is worth the time to think about these things and come up with policies of your own (including conversing with clients, what is and isn't billable etc.).

Rebecka Melson 02-22-2008 08:26 AM

Re: Necessary Forms...Newbie
Anyway, to answer the rest of your question, I really feel the only form you NEED is a good contract. When I first started I spent a lot of time searching for all the forms and what not, and honestly I never use them. I use my contract and then my contact/information sheet and that's about it. I hardly ever look at the contact form, I keep all client information in my online address book, but I like to have a hard copy that I can print off for my emergency backup and also in case (God forbid) my computer ever crashes or something.

The client Q&A that you have is a good idea too because it is a good reminder of things to ask, but I always get calls when I'm out and about and not around my forms so I always carry a notebook and pen with me wherever I go so I can jot down information.

Rebecka Melson 02-22-2008 08:27 AM

Re: Necessary Forms...Newbie
Darlene jumped in in the middle of my thought.. LOL

D_Victoria_Virtual_Assistance 02-22-2008 08:32 AM

Re: Necessary Forms...Newbie
Oh, you can find forms on this board in the document library and Microsoft has a great template library which can come in handy when creating a simple introductory letter or similar.

I also recall a few recent websites noted on the board that provide samples of free contracts and documents.

Rebecka Melson 02-22-2008 08:33 AM

Re: Necessary Forms...Newbie
I bought the "set" of forms which includes the contract and client profile sheet (my client info form), it also has some other good forms with it. They are all very good and well worth the money, and they are all editable so you can tweak them, add your logo, etc. Everything you need for $30.

toobizylady 02-22-2008 09:15 AM

Re: Necessary Forms...Newbie
Rebecka & Amaya,

Thanks for the reminder on the Client Information Sheet. I just completed my Welcome Packet yesterday and completely forgot to add the Client Information Sheet and the Client Programs page so that they can list the programs and passwords that I need access too.

All the best,

Amaya 02-22-2008 09:23 AM

Re: Necessary Forms...Newbie
Thank you all so much. This is all really helpful....I needed that. I worked at a private investigation firm for almost a decade until I had my baby, and I know how important it is to have the retainer, the client q&a, and the confidentiatlity agreement, but I didn't know what else I was missing. So thank you guys so very much for your imput.

Especially those links...i appreciate it.

Tess 02-22-2008 09:41 AM

Re: Necessary Forms...Newbie
Amaya, looks like you got some great answers here already - don't forget to check out the document library, all of the downloads are free and have been created and donated by forum members!

And welcome to the forums ;)

Amaya 02-22-2008 12:20 PM

Re: Necessary Forms...Newbie
Yes Tess, this was all very helpful. Thanks for the welcome.

joand419 03-08-2008 01:12 PM

Re: Necessary Forms...Newbie
Thanks for the information.

JacksonAO 03-17-2008 03:48 PM

Re: Necessary Forms...Newbie
I'm just getting started myself and so far on my list I have a Quote Form, which I'll also use for my contract (they'll have to sign to agree to the agreed price, terms and conditions, etc.), a confidentiality agreement, and an invoice form. Plus other tracking tools I'll use for myself. I don't have any accounting software to use in my launch, hopefully I'll get that later. So I have to create my invoices manually. Well am I on the right track?

Tess 03-17-2008 04:04 PM

Re: Necessary Forms...Newbie
I still create my invoices manually - I'm old school I guess ;) sounds like a great start to me!

kimhughes 03-17-2008 04:09 PM

Re: Necessary Forms...Newbie
Hi everyone,

I also would like to recommend Anna Baron's forms for the VA. You can find them at She offers some of the best 20 I have ever seen. Here is a link to what you get.

Have a great week!

cjmccall 03-18-2008 09:53 AM

Re: Necessary Forms...Newbie
I'm a newbie too, just in the thinking phase of my business. Wanted to thank everyone for the links. I've found some great forms! Thanks!

VBP 03-18-2008 05:11 PM

Re: Necessary Forms...Newbie
All very good answers here! I have found that I don't have that many forms that I need to juggle! I have received lots of great ideas from being on these forums so do be sure to check out the resources!

Ellen 04-03-2008 05:18 PM

Re: Necessary Forms...Newbie
I hadn't thought about a client information form either.


amybray 04-04-2008 07:20 AM

Re: Necessary Forms...Newbie
Wow the Client Q&A form is a great idea!

Vicky 04-11-2008 02:47 PM

Re: Necessary Forms...Newbie
Hi all,

What is in a Client Q&A form?

Is it a questionaire for the client (on how s/he conducts their business) to help you to work better together or is a list of possible questions that the client could have with regard to how you work?

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