A Virtual Assistant usually reaches for a Retainer Agreement when for continuing work billed on a repeating monthly cycle. This free template does one job well: it sets recurring fees, an agreed scope and notice terms for ongoing monthly work. It is written for how virtual assistants actually work — around ongoing inbox, scheduling and admin support billed by the month, the familiar headache of hours creeping past the agreed monthly block without approval, and getting paid on a monthly fee paid in advance for a block of hours. Use a Retainer Agreement rather than something looser, because for a single fixed-scope project — use a service agreement instead. Edit any line to fit your rates and terms, then send it for e-signature in a couple of minutes — no account for your client, and it is legally binding under the ESIGN Act and eIDAS.
RETAINER AGREEMENT — VIRTUAL ASSISTANT
1. PARTIES
This Retainer Agreement ("Agreement") is made on ____________ between ____________ ("Client") and ____________ (the "Provider"), a Virtual Assistant. Together they are the "Parties".
2. MONTHLY SCOPE
Each month the Provider will deliver the following for the Virtual Assistant engagement: ____________. Work beyond this monthly scope is agreed in writing and billed separately.
3. FEES & BILLING CYCLE
The monthly fee is $____________, billed on the ____________ of each month. Standard terms for a Virtual Assistant are a monthly fee paid in advance for a block of hours.
4. HOURS / DELIVERABLES
The retainer covers ____________ hours or the deliverables listed above each month. Typical support for a Virtual Assistant includes completed administrative tasks within agreed turnaround times.
5. ROLLOVER & OVERAGE
Unused hours do not roll over unless agreed in writing. Work beyond the monthly block — for example ad-hoc tasks outside the agreed task list added mid-month — is billed at $____________ per hour with prior approval.
6. TERM & NOTICE
This retainer runs month to month and renews automatically. Either Party may cancel with ____________ days' notice; either side may end the arrangement with notice; unused prepaid hours do not roll over.
7. IP & CONFIDENTIALITY
The Client owns the deliverables produced under this retainer once paid. Both Parties keep each other's information confidential, which for a Virtual Assistant especially covers confidentiality of the client's accounts, data and login credentials.
8. GOVERNING LAW
This Agreement is governed by the laws of ____________, and any dispute will be handled in the courts of ____________.
9. HOURS & AVAILABILITY
The Provider is available during ____________ and responds within ____________ business hours. Urgent out-of-hours work is agreed separately.
10. CREDENTIALS & ACCESS
The Client grants only the access needed for the tasks. Passwords are shared through a password manager, and access is revoked when the engagement ends.
11. DATA & CONFIDENTIALITY
The Provider keeps all Client data, accounts and contacts strictly confidential and uses them only to perform the agreed tasks.
12. NO SOLICITATION
Neither Party will solicit the other's staff or clients for ____________ months after the engagement ends.
SIGNATURES
Signed by the Parties on the date first written above. Both Parties keep a copy. An electronic signature is legally binding under the ESIGN Act and eIDAS.
Client: ______________________ Date: __________
Provider: ____________________ Date: __________This Retainer Agreement ("Agreement") is made on ____________ between ____________ ("Client") and ____________ (the "Provider"), a Virtual Assistant. Together they are the "Parties".
Each month the Provider will deliver the following for the Virtual Assistant engagement: ____________. Work beyond this monthly scope is agreed in writing and billed separately.
The monthly fee is $____________, billed on the ____________ of each month. Standard terms for a Virtual Assistant are a monthly fee paid in advance for a block of hours.
The retainer covers ____________ hours or the deliverables listed above each month. Typical support for a Virtual Assistant includes completed administrative tasks within agreed turnaround times.
Unused hours do not roll over unless agreed in writing. Work beyond the monthly block — for example ad-hoc tasks outside the agreed task list added mid-month — is billed at $____________ per hour with prior approval.
This retainer runs month to month and renews automatically. Either Party may cancel with ____________ days' notice; either side may end the arrangement with notice; unused prepaid hours do not roll over.
The Client owns the deliverables produced under this retainer once paid. Both Parties keep each other's information confidential, which for a Virtual Assistant especially covers confidentiality of the client's accounts, data and login credentials.
This Agreement is governed by the laws of ____________, and any dispute will be handled in the courts of ____________.
The Provider is available during ____________ and responds within ____________ business hours. Urgent out-of-hours work is agreed separately.
The Client grants only the access needed for the tasks. Passwords are shared through a password manager, and access is revoked when the engagement ends.
The Provider keeps all Client data, accounts and contacts strictly confidential and uses them only to perform the agreed tasks.
Neither Party will solicit the other's staff or clients for ____________ months after the engagement ends.
Signed by the Parties on the date first written above. Both Parties keep a copy. An electronic signature is legally binding under the ESIGN Act and eIDAS.
Without one, ad-hoc tasks outside the agreed task list added mid-month eats the month for free. Price any work beyond the agreed block.
Decide up front whether unused hours carry over — silence is where arguments start for virtual assistants.
Set the notice to cancel so a client cannot drop a Virtual Assistant mid-month, and confirm either side may end the arrangement with notice; unused prepaid hours do not roll over.
When the work repeats every month rather than being ongoing inbox, scheduling and admin support billed by the month with a clear finish line.
On a monthly cycle, commonly a monthly fee paid in advance for a block of hours. The template bills in advance so you are never working unpaid.
Yes. Once you and your client sign it — including with an electronic signature — this Retainer Agreement is a binding contract under the ESIGN Act, eIDAS and similar laws in most countries.
Point them back to the scope. Extra work such as ad-hoc tasks outside the agreed task list added mid-month is quoted separately — that is exactly what the written terms are for.
Yes. Paste it into Signr, drop the signature fields on, and send a link. Your client signs from any device with no account, and you both get a sealed, court-ready copy.
Paste the template into Signr, drop signature fields on, and send. Your client signs from any device, no account needed, and you both get a sealed, court-ready copy.
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