Business Hours

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During my normal business hours, Monday through Friday, 9:00 AM until 6:00 PM PHT, any hours worked outside of these hours at the client's request will be billed at a 25% increase in my hourly rate.

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Communication

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As a rule, I prefer using email since it creates a written record, but WhatsApp, Slack and Messenger may work if it's necessary. You should always schedule Zoom or Skype calls two days in advance to avoid scheduling conflicts. Emails that are not urgent will be responded to within 24 hours or the next business day, and emails that are urgent will be responded to as soon as possible.

Status Reports

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The virtual assistant-client relationship is built on communication, so it is vital to communicate regularly about ongoing projects (those requiring more than two weeks). Therefore, clients with ongoing projects will receive a weekly project status update by email, as well as a timesheet that includes the number of billable hours each week. A weekly update email will be sent on Fridays.

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Programs/Software

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Among my software programs are Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat. Additionally, I use Dropbox (cloud storage), Google Docs and Drive (word processing and cloud storage), Canva Pro (graphic design), Logwork (time-tracking), LastPass (password management), Slack (communication), and Asana/Trello (project management). Most of these programs enable me to collaborate with clients, and clients will never be charged a fee for using these programs.

 

 

Meetings

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Meetings over the phone are acceptable, but I prefer to meet virtually. A client will be charged based on the actual time spent in a meeting (based on my hourly rate).

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Holidays & Absences

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Below are the days I'm unavailable for work:

• Labor Day

• Family's Birthday

• New Year's Eve and New Year’s Day

• Christmas Eve and Christmas Day

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The clients will be notified at least 30 days in advance if I will be unavailable because of a vacation. The client will be notified as soon as possible if an emergency situation arises.

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Billable Hours

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All agreed-upon services, including scheduled Zoom/Skype calls, are billable hours.  However, clients' emails or Messenger messages won't be charged.

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Time-Tracking

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Billable time is tracked in one-minute increments using an online program called Logwork.

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Invoicing & Payment

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Before I begin work, I will require you to pay 50% of the package you choose. I will start working on the project as soon as the invoice is paid.

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The weekly payment will be based on the number of hours worked during the week and an invoice will be emailed every Friday. Payment must be received within 7 days of receipt of the invoice. A late payment fee of 1.5% of the invoice amount will be charged if payment is not received by the due date.

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Payment Methods

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We accept payments via Bank Transfer, Payoneer, Wise, Remitly, and PayPal.  Please let me know if you would like to use a different method of payment, and I will try to accommodate your request.

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Referral Bonus

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Referrals are always appreciated.  Existing clients who refer new clients will receive a 20% discount on the new client's next invoice.  The discount is applied immediately after the initial payment is made by the new client.

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Privacy & Confidentiality

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My personal and professional privacy is of the utmost importance to me. Information about my clients will never be revealed or sold to third parties or made public without the client's permission unless it is required by law.  I will maintain the confidentiality of my client's data and information.

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Policy & Price Changes

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The prices of my services and policies are subject to change. My clients will be informed of any updates immediately. I will inform clients about price changes at least 30 days before they are implemented.

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Agreement & Termination

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In order to protect the working relationship, I ask clients to sign an agreement with me before we start working together. I will begin work as soon as the client has read the agreement and signed it to signify that he/she has understood it.  We may terminate our working relationship at any time, with the understanding that unpaid work and unfinished costs will be billed to the business.