Worked scenario — illustrative, not a customer result
Illustrative case: this month’s hours are allocated and a new reporting task arrives. Identify the remaining approved capacity and whether reporting is a supported category. Offer approved overage, a feasible reprioritization, or the next cycle rather than silently extending availability.
Contract checkpoint before production
Define period, hours or task capacity, task categories, response windows, queue rules, rollover treatment, and authorization for overages.
Document the actual scope change
Change record: period; capacity used and remaining; new task category; estimate or capped overage; task displaced if any; timing; approver and evidence.
Copy-and-customize wording
Use this as a practical starting point. Replace every placeholder with a fact from the approved project.
Free editable sample
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This month’s [hours/task capacity] is allocated. I can add [work] at [overage rate] or place it at the top of next month’s plan.
How to apply it
- Check the approved scope when: hours are nearly exhausted
- Check the approved scope when: new responsibilities are added
- Check the approved scope when: urgent requests displace planned work
- Estimate the changed outcome and obtain written approval of the current version
Use with care
- Match the message to the signed scope
- Estimate hidden review, QA, and coordination time
- Preserve written approval before changing delivery
Frequently asked questions
- When should I use this wording?
- Virtual assistants should define monthly hours or task capacity, supported task categories, response windows, and the rate or queue rule for overages.
- Is this legal advice?
- No. This is practical business wording, not legal advice. Adapt it to your agreement and ask a qualified lawyer about legal requirements in your jurisdiction.
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