Office services: define the assignment and services
Office services perform agreed routine tasks such as correspondence, filing, calendars or document preparation.
Define the assignment
Define what is delegated and who approves content. Accounting, payroll, legal advice and registered-office services are separate services and are not automatically included.
Specify the result
Specify tangible results: organised filing, processed mail or formatted minutes. Templates and approval rules make cooperation easier. An external assistant should not make binding commitments for you without agreed authority.
| Service | Agreement to make |
|---|---|
| Document work | Template, language and content approval |
| Filing | Structure, access and handover |
| Appointments | Calendar rights and permitted bookings |
Prepare the inquiry
Separate an existing backlog from incoming work. Give known weekly hours, languages and tasks requiring attendance. Name existing software only; role-specific access is set up later.
Describe the scope and available information without copying confidential originals into the first inquiry. Unknown technical details can remain open. Later agree a suitable transfer channel and a person responsible for questions.
Clarify responsibilities and limits
Before access to customer or staff data, define confidentiality, permitted instructions and permissions. Outsourcing does not remove responsibility. Agree cover arrangements and return of records so work can continue during absence or at contract end.
Compare costs and billing
An hourly rate, hour package and monthly fee must cover the same tasks. Check minimum commitment, onboarding, travel and unused hours. The rate alone does not indicate how long a task takes.
Compare the same service over the same period. Ask for setup, ongoing work, additional effort, expenses and VAT to be shown separately where applicable. Clarify approval of additional work. Without specific information a national price range would be misleading.
How the assignment proceeds
Start with clear priorities, a sample task and an agreed question channel. Check the content and filing of early results. Then define work that can proceed independently and work needing approval.
First discuss the objective, scope and responsibilities. The quotation then records services, assumptions and exclusions. Check an agreed first stage before substantial further work starts. At completion record the result, unresolved matters and handover; changes need an agreed approval process.
Compare quotations carefully
Check what will actually be delivered and what contribution you must make, as well as price. A low basic fee can be offset by extras or missing services. Give every provider the same requirements.
| Check | What the quotation should explain |
|---|---|
| Scope | Included work and expressly excluded tasks |
| Cooperation | Contact person, questions and approvals |
| Billing | Charging basis, extras and terms for additional work |
| Availability | Hours, cover and termination |
Checklist before starting
These agreements avoid unnecessary questions.
- Priorities. Separate backlog and incoming work
- Approvals. Commitments only with defined authority
- Handover. Retain templates and structured records
Frequently asked questions
Can the service handle only a backlog?
Yes, if scope, result and handover are agreed. This does not imply ongoing support.
Is this automatically an accounting service?
No. Accounting, tax or payroll decisions require separately agreed services and responsibilities.
Do I need complete records first?
No. Explain what is available and what remains to be clarified. Records needed for the actual work are agreed later.
Should I include confidential content in the inquiry?
No. A brief description of the need is enough. Credentials, complete customer files and information about third parties belong in a later agreed protected exchange.
Is the commissioned service free?
The free quotation inquiry does not replace a fee proposal. Agree costs and assignment terms with the selected provider.
How is the timetable agreed?
Give any known date and explain its significance. The provider must check capacity, necessary information and dependencies; an inquiry does not yet confirm a delivery date.
