Setting Rates, Contracts & Securing Long-Term Clients as a Virtual Assistant

One of the biggest struggles Virtual Assistants face is knowing how much to charge, how to create contracts, and how to secure long-term clients. 

If you’ve ever asked:
💰 “How do I set my rates without scaring clients away?”
📜 “Do I really need a contract?”
🤝 “How do I turn one-time gigs into long-term work?”

Take your time to complete this module. In fact, it`s a good idea to have a pen and paper on hand to note down key points.

Did you know? Many VAs undercharge at first because they’re afraid of losing clients. Don’t make that mistake!

💰 Option 1: Hourly Rates

• Great for beginners and projects with flexible workloads
• Clients pay for actual hours worked
• You may be limited by time (you can only work so many hours!)

Typical VA Hourly Rates:
✅ Beginner (0-1 year): $5 - $15/hr
✅ Intermediate (1-3 years): $15 - $30/hr
✅ Advanced (3+ years, specialized skills): $30 - $75/hr

📦 Option 2: Package Pricing (Best for Long-Term Work!)

• Clients pay for results, not time
• More stable income (you know how much you’ll earn)
• Great for tasks like social media management, email handling, or admin support

Example VA Packages:
✅ Basic Package ($200/month) – 10 hours of admin support
✅ Standard Package ($500/month) – 20 hours + email & calendar management
✅ Premium Package ($1,000/month) – 40+ hours + social media + customer service

Do you prefer hourly rates or package pricing? 

What’s a VA Contract?
A simple agreement between you and your client that protects you and them.

Why is a Contract Important?
✔ Prevents late payments
✔ Clearly defines what’s included in your services
✔ Protects you if a client suddenly cancels work

What to Include in Your Contract:
✅ Scope of Work – What tasks you’ll do (and won’t do!)
✅ Payment Terms – How much, when, and how clients should pay (PayPal, bank transfer, etc.)
✅ Revisions & Extra Work – How many revisions are included? What happens if they want extra tasks?
✅ Cancellation Policy – What happens if a client ends the contract early?

Tip: Use HelloSign, Docusign, or PandaDoc for digital contracts.

Have you ever had a client delay payment? How did you handle it?

Finding long-term clients means less stress, steady income, and more financial security. Here’s how to turn short-term projects into long-term work:

🤝 1. Deliver A+ Work (Go the Extra Mile!)

• Meet deadlines, communicate professionally, and be proactive
• Offer extra suggestions (Example: “I noticed your emails are unorganized. Would you like me to set up filters for you?”)

📅 2. Offer Retainer Packages

• Instead of a one-time project, offer a monthly package
• Example: Instead of “1-week of email management,” offer ongoing support for $500/month

🗣️ 3. Ask for Referrals & Testimonials

• Happy clients? Ask them to refer you! 🏆
• Request a testimonial to use on your website, Fiverr, or LinkedIn

🔄 4. Upsell Additional Services

• If a client hires you for data entry, offer social media support too!
• Example: “I see you struggle with scheduling posts. Would you like me to handle that for an extra $100/month?”

What’s the biggest challenge you’ve faced with securing long-term clients?

✅ Set your rates confidently – Know your worth!
✅ Use a contract – Always protect yourself
✅ Turn short-term gigs into long-term clients – Offer ongoing support & value

• Do you struggle with pricing?
• Need help creating contracts?
• Want to brainstorm ways to secure repeat clients?