Fees & Policies

Welcome!

When you decide to work with my team, our goal will be to make our association the beginning of a long and productive business relationship. The following is a detailed description of our business policies. It is for informational purposes only. It is not a contract. Signing below does not commit you in any way. It is to help you better understand how we operate our business and to help us establish our partnership effectively. Please read all this information and when ready…. sign and date below. Your signature only verifies that you have read and understand our policies. Please do not hesitate to contact me with your questions. Thank you.


Position:

I am an independent business owner. I pay my own taxes, provide my own benefits, and work from my own office with my own equipment; I set my own hours and bill you for our services. I work independently; I am not an employee that you hire and fire; I offer you my professional services for a fee and we mutually agree about those services and about the continuity of our association. It’s important that our business relationship is a ‘good fit’ for both of us. If at any time, during our business relationship, things change and it is no longer a ‘good fit’, we (you or I) just need to say so. As a business owner, and someone who has been around a while, I know and understand that things change, people change, and circumstances change. I want you, as a client, to always be happy with us, and the services we provide. My goal will always be to assist you in the success of your business. 


Our Work:

We take pride in all work that we do. We are versatile and flexible. We enjoy variety in our work, which is one of the reasons we decided to become a virtual assistant (VA). We look forward to developing partnerships that relate well to our skills and talents, but also welcome the opportunity to acquire new skills.

We do request that you are clear about our assignments and from whom we are to work with directly in your business or organization. Effective communication is essential and receiving directions or instructions from more than one or two persons can sometimes complicate what would otherwise be a simple task. Please keep it simple by assigning only one or two persons for me to report to and work with directly. 

I request your patience in the early stages of our partnership, as we acclimate ourselves to your work style and needs, and as I establish the best means of communication and completion of work for you, remotely. I expect open and honest communication. If you or I feel something is not working, it is important that we communicate the problem to each other. It is important that over time, we learn to trust each other. I anticipate success in our business relationship and will strive to accomplish that.


Deadlines:

It is very important that you inform me of your time commitments when submitting a project. This will help me to plan our schedule and organize our work to accommodate all clients. You must remember, you are not our only client. We may have, at any given time, 5 to 10 active clients. Therefore, we may not be available to you on a moment’s notice. All projects need to be reviewed to determine time commitments and expectations. If, at any time, I feel we cannot complete a project on time, I will notify you as soon as possible.

*Last minute projects may incur higher fees, (please see Fees).


Fees:

My fees are based on three simple plans: the ’Regular Hourly Plan', or the ’Premium Plan'.

· The 'Regular Hourly Plan' has no minimum hours required. If we work 15 minutes for you one week, and 10 minutes the next week…25 minutes of our time would be billed at the rate of $52/hour.  

· The 'Premium Plan' has a minimum time requirement of 15 hours per month and saves you over 5% off the regular rate, at $47/hour. In order to take advantage of this plan, you would need to utilize 3.75 hours of our services each week.


You only pay for time worked; however, the monthly totals will be rounded up to the nearest ‘quarter’ hour.  Please plan your time carefully, as you will want to take advantage of the best rate available.

*Fees for 'last minute projects, 'after hours' or 'weekends' are significantly higher, regardless of fee plan chosen, (no exceptions). I will only commit to these higher rate projects if I have the time available, and only with prior approval / commitment from you.


If you are interested in partnering with HD3 Consultants and would like to inquire further regarding our fees, please contact Heather Olen at 508-987-0762 or go to the Contact Us page and complete the form.  You will be contacted within 24 hours.  


Invoicing:

I will invoice you on the 1st of each month for services rendered in prior month. Your payment will be due upon receipt of invoice. If payments are late, you will be billed at the 'Regular Hourly Plan' rate. Late 'hourly plan' payments are not acceptable. Late 'hourly plan' payments may result in termination of services. I will allow a five-day grace period for all payments. Invoices are sent by means of e-mail, unless requested otherwise, in advance.


Expenses:

At times there may be additional expenses incurred during the course of our work together. For example: postage, paper, envelopes and special office supplies needed to complete your projects, such as printer ink, binder or filing supplies. Invoices will reflect the hourly fees, credits and expenses.

HD3 Consultants will absorb all domestic long distance phone charges on calls made from this office, on behalf of all clients. This means, you will not be charged for any domestic long distance phone calls.  The only exception to this rule is if you decide to implement your own telephone line in my office or add telephone features not already in place.


Promotion:

New clients receive the first two hours of office services free, provided they participate in the 'Premium Plan' of 10 hours minimum per month.

Referrals can be beneficial to both our businesses. For every business that you refer to me, that participates in my ‘Premium Plan’ for a minimum of 2 months, you are rewarded with a credit of $100.00 towards your next invoice. *


Confidentiality:

All services provided by HD3 Consultants (HD3) and any shared information will be kept strictly confidential.


Amendments & Conclusions:

I hope you will always be happy with our services. And at the same time, I hope that we will be happy providing services for you. However, if there should come a time that either of us should need to change the way we work together, there are steps that should be followed. First, we must communicate that a change is needed. I am willing to work with any client to make every attempt to resolve any issues or discuss any changes. If there is a solution, we can work together to find it. If a solution cannot be found, then it may mean that the partnership should come to a conclusion. At that time, I will gladly refer a client to another Virtual Assistant (VA), if they request it. I will gladly assist in any necessary transition with chosen VA for a period of 2 months, as part of my services. During this transition time, I will charge your normal rate plan fee.

These policies are subject to change without notice and were last updated on 1/1/19.

Once you have decided to partner with HD3, I would ask that you please print, sign and email back a copy of these policies to Heather@hd3consultants.com,at your convenience. Thank you. I look forward to working with you.

CLIENT SIGNATURE: ____________________________________

TODAY’S DATE: ____________________________