From Clarity to Confidence: Legal Essentials for VAs and OBMs

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This blog was inspired by a conversation with Emma Heuston on the Seed to Success podcast. You can listen to the full episode here.

There’s something powerful about starting as you mean to go on. Whether you’re just onboarding your first client or you’ve been working with the same handful of people for years, having solid legal documents in place gives your business clarity, protection, and professionalism.

It’s not about scaring clients off or assuming things will go wrong. It’s about creating clear expectations, setting strong boundaries, and making sure both you and your clients are covered if things ever wobble. And yes, it matters just as much when you’re working with your best mate as it does with a new lead from LinkedIn.

Here’s what you need to know about contracts, client service agreements, and what it really means to run your business like a business.

Legal Docs Aren’t Just for “Big” Businesses

You don’t need to be running a six-figure agency to need a contract. If you’re sending invoices, delivering services, or holding confidential client info, you’re already operating as a business owner. That means your foundations matter.

A solid client service agreement, sometimes called a client agreement or terms and conditions outlines what you do, how you do it, what’s included, what’s not, and what happens if either side wants to change or walk away. It’s your first step in protecting your time, energy, and income.

Prevention Is Better Than Resolution

Legal docs aren’t just there to be pulled out when something goes wrong. They’re the prevention, not just the cure.

Having a clear agreement helps avoid misunderstandings before they start. It tells your clients what to expect, helps you get paid on time, and makes scope changes easier to navigate. It’s not about being rigid. It’s about being clear.

Even better? If someone refuses to sign or pushes back hard on your boundaries, it’s a good red flag. You’ll be glad you knew before starting the work.

Yes, You Still Need a Contract with Friends (and Family)

It can feel awkward bringing formalities into a relationship that started over coffee or carpool. But having a written agreement with someone you already know is one of the best things you can do.

Think of it like wearing two hats. When you’re chatting at school pickup, you’re friends. When you’re on Zoom on a Monday morning, you’re both business owners. An agreement keeps those roles clean and helps maintain the relationship long term.

Scope Creep? Your Agreement Has Your Back

Client work evolves. One week you’re scheduling Instagram posts, and the next they’re asking for help with launching a podcast or managing their inbox.

If the shift is small, a simple email outlining the change and your updated rate or hours is usually enough. If it’s a bigger shift say you’re moving from admin to OBM work it’s worth issuing a new agreement with updated terms.

Keeping track of those updates in one place protects everyone, especially if there’s ever a question around what was agreed to and when.

Working with Overseas Clients? A Few Extra Things to Check

If you’re supporting clients outside Australia, your contract still matters. But make sure it includes details like:

  • Your governing law (keep it set to your Australian state or territory)
  • Payment terms and currency (AUD, USD, GBP)
  • Data protection and privacy, especially if your client is in the UK or EU (hello, GDPR)

These small updates can help you avoid issues down the track and keep things straightforward, even across time zones.

Growing a Team? Time to Update Your Legal Toolkit

If you’re starting to subcontract or grow a small team, you’ll want more than just your client agreement in place. Subcontractor agreements protect both you and your team, especially when it comes to things like:

  • Access to client platforms
  • Confidentiality
  • Intellectual property
  • Client boundaries

You may also need NDAs, updated privacy policies, or affiliate clauses depending on the work you're doing. It’s less about being fancy and more about making sure everyone’s protected as the business grows.

You Don’t Need a Law Degree - Just the Right Support

You don’t need to write contracts from scratch or Google your way through legal jargon. There are people who can help you set things up properly, affordably, and in a way that makes sense for your business.

Legal templates built specifically for Australian VAs and OBMs are a smart starting point. They’re written in plain English, created by legal professionals who understand the online business world, and often come with options to customise as your business grows.

Good legal foundations aren’t just about the paperwork. They give you peace of mind, boost your confidence, and help you show up as the business owner you already are.

Looking for a community of like-minded women who truly get it?

The Inner Circle might be just what you’re looking for.

It’s a supportive space for virtual assistants, OBMs, and online service providers who are growing, evolving, and doing business in a way that works for them. Whether you're starting fresh or shifting direction, you'll find practical support, genuine connection, and people who understand the journey.

Come join us. You don’t have to figure it all out on your own.

Learn more about the Inner Circle → here