Why reading your VA insurance policy wording is so important
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- by Amanda Johnson
You might not think business insurance is the most riveting topic…but as a virtual assistant, reading your policy wording is essential.
For the record, everyone should read their policy wording. You wouldn’t buy a house without seeing it or book a holiday without looking at the photos. Neither should you buy insurance without knowing exactly what business activities you are or aren’t covered for.

But for VAs, it’s doubly important. Because one virtual assistant is very rarely the same as another…
Whether you specialise in social media management, bookkeeping, event planning, or something else entirely, your policy needs to reflect the unique risks and responsibilities of your business. It’s not a one-size-fits-all solution.
It can seem pretty overwhelming looking at such a lengthy document. And the terminology insurers like to use in them doesn’t necessarily make things any clearer…
So, we’ve broken it all down for you – what bits you need to pay extra attention to and what some of that pesky jargon means.
How to make the process less overwhelming
Before you delve into your insurance policy documents, take a deep breath, put on a brew, and think about how you can make the process easier.
If the idea of poring over a long policy document makes you want to run a mile, don’t worry. Here are some tips to make it more manageable:
- Break it down. Don’t try to read the whole thing in one sitting. Focus on one section at a time, starting with the summary of cover and definitions (we’ll talk more about those later).
- Highlight key points. Use a highlighter for the most important details. This’ll help you digest it more easily. And if you need to go back and look at it at a later date, the hard work’s already been done.
- Ask questions. If there’s anything you don’t understand, make notes. Don’t hesitate to ask your broker or insurer to demystify it for you. That’s what they’re there for!
Where to start
So one of the most important types of business insurance for a virtual assistant is professional indemnity insurance. This is the one that’ll protect you if you make a mistake in your work or you’re accused of not doing something properly.
And it’s this policy that’ll need to cover all your different activities.
There are other types of insurance you might have, of course. And it’s important for you to read those policies too.
Here’s a simple overview of what you’ll find in your insurance documents, and what they mean.
Your summary of cover doc is a good place to start. It’s like a sweeping overview that outlines the most important things about your policy. Like the type of insurance you’re taking out, its key features and benefits, the levels of cover, and anything that might not be covered (exclusions).
Then there’s your statement of fact. This relays all the information you’ve given to your insurer, such as your name, address, activities, etc. It’s important that all of this is accurate, because this is the information they use to calculate how much your insurance costs. So, if you want to double-check you’ve got all the right details on your policy, this where you should head for.
But don’t just stop there. Next, do a deep dive into your policy wording for the nitty gritty…
Untangling the jargon
There are a whole lot of confusing insurance terms that can wind up in your policy wording. Here’s a few of the big ones we think you really need to understand, in more simple terms:
- Definitions – Check this section out first. It outlines what some of the terms used in your policy mean, so it’s helpful to keep going back to this if you get lost.
- Obligations – Sometimes called warranties, these are promises you make to your insurer. For example, your wording might say you’re obliged to tell the insurer about any potential claims in writing as soon as possible. If you don’t, there’s a chance any claims you make could get rejected. That’s a pretty expensive “oops”.
- Conditions – The rules of the game for both you and the insurer. Things like paying for your insurance on time or reporting incidents within a certain timeframe. If you miss a step, the insurer might just step out of paying your claim.
- Endorsements – Tweaks that expand or restrict your policy. For example, they might add an endorsement that covers you for social media management, because it’s not in the standard VA policy wording. Review your endorsements carefully to see what extra protection (or limitations) they bring.
- Exclusions – You know that moment you realise something isn’t part of the deal? Well, that’s an exclusion. If your policy excludes certain activities or types of damage, you’ll be on the hook for those expenses. So, make sure you know what’s out of bounds.
What happens if you don’t read your policy?
Hopefully, by this point, you’re feeling a bit more clued up on why you should read your policy. And how to understand it. But just to really bring it home…
If you skip reading your policy wording, you’re essentially flying blind. Here are a few potential pitfalls:
- Expect the unexpected: Imagine discovering too late that your policy excludes the exact type of work you’ve been doing for a client. You’ll have a battle on your hands and your insurer won’t back you.
- Rejected claims: If you’ve missed something in your policy, be it an activity you’re not covered for, or a rule you were supposed to follow, your insurer might refuse to help with your claim.
- Financial loss: Without understanding your policy, you might assume you’re covered when you’re not, leaving you to foot the bill if something goes wrong. Even a small mistake, like a wrong number on a spreadsheet that sends everything out of whack and costs your client money, can end up wreaking havoc.
Reading your policy might not be fun, but it’s a crucial step in protecting your business and ensuring you’re not caught off guard when you need your insurance the most.
Why a good broker is your best friend
Let’s be honest – insurance jargon can be confusing. That’s where a broker comes in. A good broker will act as your guide, explaining complex terms and helping you find the right cover for your needs.
They’ll also be your advocate if you ever need to make a claim and make the ride as smooth as possible. Think of them as your insurance ally – someone who’s there to make sure you’re protected and supported.
Working closely with a broker is also the best way to ensure you get a policy that’s tailored to your business. This might mean adding endorsements for specific activities, increasing your limits, or including additional types of cover.
Peace of mind for you and your clients
Having a comprehensive insurance policy isn’t just about protecting yourself. It’s also about protecting your clients, as well as increasing their confidence and trust in you.
When they know you’re properly insured, they’ll feel more secure entrusting their business to you.
Include details of your insurance in your client onboarding process or even on your website. It’s a great way to showcase your professionalism and commitment to running a reliable, trustworthy business.
Wrapping it all up
Reading your VA insurance policy might not be the most exciting task on your to-do list, but it’s one of the most important. Actually understanding what you’ve signed up for will give you the confidence to focus on what you do best: supporting your clients.
We know it can be hard going. But don’t be put off. As well as this one, we have lots of other helpful blogs to bust that jargon wide open and a full glossary to aid your reading.
And if you’re still feeling lost, you can always count on us to explain things.
For up to 10% off your VA insurance visit our website. You can also call our team on 0345 222 5370 if you need any advice or have any questions.
You might also be interested in the following blog: 5 things you should ask when getting insurance.