Virtual Assistant Client Intake Form Template for Germany

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Key Requirements PROMPT example:

Virtual Assistant Client Intake Form

"I need a Virtual Assistant Client Intake Form for my tech startup that will be hiring multiple VAs starting March 2025, with emphasis on data security and multi-user access provisions, compliant with German law and GDPR requirements."

Document background

The Virtual Assistant Client Intake Form serves as the initial documentation for establishing a professional virtual assistance relationship under German law. It is designed to collect comprehensive information about the client's business needs, technical requirements, and service expectations while ensuring compliance with German data protection regulations and business laws. This form is particularly crucial for virtual assistants and agencies operating in or with German clients, as it incorporates necessary provisions from the GDPR, German Civil Code (BGB), and Telemedia Act (TMG). The document helps structure the service relationship from the outset, ensuring clear communication channels, data handling procedures, and service scope definition.

Suggested Sections

1. Client Information: Basic contact details and business information of the client

2. Service Requirements: Overview of virtual assistance needs, including working hours, primary tasks, and communication preferences

3. Technical Requirements: Client's technical setup, software used, and access requirements

4. Data Processing Details: Information about what data will be shared and how it will be processed (GDPR compliance)

5. Communication Preferences: Preferred communication channels and response time expectations

6. Budget Information: Client's budget range and billing preferences

7. Confidentiality Requirements: Overview of confidentiality needs and any specific NDA requirements

8. Emergency Contact: Secondary contact information for urgent matters

Optional Sections

1. Team Access Requirements: Details about additional team members who need access (for clients with teams)

2. Social Media Management: Specific section for clients requiring social media management services

3. Content Creation Preferences: For clients requiring content creation or blog management services

4. Event Management: For clients needing assistance with event planning and coordination

5. Travel Arrangements: For clients requiring travel booking and management services

6. Language Preferences: For international clients requiring multilingual services

7. Project Management Tools: For clients using specific project management or productivity tools

Suggested Schedules

1. Schedule A - Data Processing Agreement: Detailed GDPR-compliant data processing terms and conditions

2. Schedule B - Service Level Agreement: Specific service levels, response times, and performance metrics

3. Schedule C - Rate Card: Detailed breakdown of services and associated costs

4. Schedule D - Software and Tools List: List of required software, tools, and access credentials

5. Appendix 1 - Task Checklist: Detailed checklist of recurring tasks and responsibilities

6. Appendix 2 - Communication Protocol: Detailed protocol for routine and emergency communications

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

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Professional Services

Technology

E-commerce

Real Estate

Healthcare

Financial Services

Education

Consulting

Entertainment

Retail

Non-profit

Manufacturing

Hospitality

Media and Communications

Relevant Teams

Operations

Administration

Executive Office

Project Management

Business Development

Marketing

Sales

Human Resources

Customer Service

Finance

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Research and Development

Relevant Roles

Chief Executive Officer

Operations Manager

Executive Assistant

Business Owner

Entrepreneur

Department Head

Project Manager

Office Manager

Administrative Coordinator

Small Business Owner

Startup Founder

Managing Director

Practice Manager

Business Development Manager

Professional Service Provider

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Let's create your Virtual Assistant Client Intake Form

Authors

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