ENTRIES CLOSE 31st DECEMBER 2015
VOTING CLOSES MIDNIGHT SUNDAY 31st JANUARY 2016

Rules for Estate & Letting Agents 2016

Conditions of Agent Entry

  1. ENTRY is open to all estate & letting agents in the British Isles with a single office or more (there are also group categories for agencies with 2 or more offices).
  2. Agency firms who wish to enter must have been trading on or before 31st January 2015.
  3. New offices of agency firms must be open and trading on or before 1st October 2015 under the same brand name.
  4. Online agents must prove they have national coverage to enter the National Online Agent category only – please contact us for more information.

Conditions for Agent Voting

  1. For the Best Estate Agent category all sellers & buyers who have completed on a sale during 2015 can vote.
  2. For the Best Letting Agent (rated by landlords) all landlords who the agent worked for in 2015 are eligible to complete the survey (one survey per property portfolio).
  3. For the Best Letting Agent (rated by tenants) all 2015 tenants who have rented for a minimum 2 month period are eligible to complete the survey.
  4. Members of staff AND ex staff of an agency may not complete a survey as sellers, buyers, landlords or a tenant of their own agency or another branch of that agency.
  5. New members of staff (who have accepted a position at the agency but not yet started) who are a client of the agency may NOT complete a survey.
  6. Immediate relatives of agency staff (spouse, partner, parents or children) are not allowed to complete a survey of behalf of the agency that the relative works for.

Conditions for Completing Agency Surveys

  1. Sellers and buyers may complete a survey for each property sold or bought (completed) during 2015. 2.
  2. New property developers should complete one seller survey rating the agent’s service across all the properties sold in 2015.
  3. Landlords should complete one survey rating the agent’s service across their portfolio.
  4. Surveys are CONFIDENTIAL and therefore must be completed by the client NOT by the agent on their behalf.
  5. SELLERS AND BUYERS OF PROPERTIES SOLD AT AUCTION ARE NOT ELIGIBLE TO COMPLETE A SURVEY.
  6. Clients must not be influenced by the agent while completing their survey.
  7. Surveys may NOT be completed over the phone by agents on behalf of clients.
  8. Agents must notify us of any surveys completed by clients online in agent offices (a office vote log document must be completed).
  9. Agents who fail to provide an accurate Office Vote Log (to include contact details for each voter) will be disqualified.
  10. Surveys completed without valid contact details will be deleted.

Additional Agent Rules

  1. Agents may offer their own incentive to clients to complete the survey.  HOWEVER the incentive cannot be related to the score to be given by the client.  If we are informed by clients that an agent is offering an incentive for ‘excellent’ ratings that agent will be disqualified.
  2. If agents are found to be intentionally selective when asking clients to complete the questionnaire that agent will be disqualified.

Agent Scoring

  1. Agents taking part in the SALES (rated by Sellers and Buyers) category must have a minimum of 15 surveys completed to be eligible for the short listed stage of the competition.
  2. Agents taking part in the LETTINGS (rated by Landlords) category must have a minimum of 15 surveys completed to be eligible for the short listed stage of the competition.
  3. Agents taking part in the LETTINGS (rated by Tenants) category must have a minimum of 15 surveys completed to be eligible for the short listed stage of the competition.
  4. Scores for each office are based on an average score basis. Final scores are weighted according to the number of surveys completed.
  5. Score for the Best Local Chain category (2-5 offices), minimum entry 2 high street offices, is based on final scores from the top 2 offices.
  6. Score for the Best Regional Chain category (6-20 offices), minimum entry 6 high street offices, is based on final score from the top 6 offices.
  7. Score for the Best National Chain category (21+ offices), minimum entry 21 high street offices, is based on final score from the top 21 offices.

The ESTAS Group Ltd reserve the right to disqualify any agent who does not abide by the above rules.

Rules for Mortgage Brokers

Conditions of Broker Entry

  1. All independent mortgage brokers & independent mortgage broker firms in the UK can enter
  2. Brokers and broker firms who wish to enter must have been trading on or before 31st January 2015.
  3. Firms operating in a specific geographical area can enter the Regional Independent Mortgage Broker Category.
  4. Firms operating nationally can enter the National Independent Mortgage Broker Category.

Conditions for Broker Voting

  1. Only clients you have completed a succeessful mortgage application for in 2015 may complete a survey.
  2. Clients may only vote once by completing the online survey.
  3. Members of staff AND ex staff of a broker may not complete a survey for the same broker.
  4. New members of staff (who have accepted a position at the broker but not yet started) who are a client of the broker may NOT complete a survey.
  5. Immediate relatives of broker staff (spouse, partner, parents or children) are not allowed to complete the survey of behalf of the broker that the relative works for.

Conditions for Completing Broker Surveys

  1. Surveys must be completed and received by 12 noon on 31st January 2016.
  2. Surveys are CONFIDENTIAL and therefore must be completed by the client NOT by the broker on their behalf.
  3. Clients must not be influenced by the broker while completing their survey.
  4. Brokers may offer their own incentive to clients to complete the survey.  HOWEVER the incentive cannot be related to the score to be given by the client.  If we are informed by clients that a broker is offering an incentive for ‘excellent’ ratings that broker will be disqualified.
  5. Surveys may not be completed over the phone by brokers on behalf of clients.
  6. Brokers must notify us of any surveys completed by clients online in broker offices (our voting system tracks IP addresses for every vote submitted).
  7. Surveys completed without valid contact details may be deleted.

Broker Scoring

  1. Regional Broker firms taking part must have a minimum of 15 surveys completed by clients.
  2. National Broker firms taking part must have a minimum of 50 surveys completed by clients.
  3. The FINAL SCORE for each broker will be calculated by taking the Average % Score and weighting this by the % Bonus achieved – determined by the total votes received.

The ESTAS Group Ltd reserve the right to disqualify any broker who does not abide by the above rules.

Rules for Conveyancers

Conditions of Conveyancer Entry

  1. All conveyancing firms in the UK can enter.
  2. Firms who wish to enter must have been trading on or before 31st January 2015.
  3. Firms operating in a specific geographical area can enter the Regional Conveyancer of the Year Category.
  4. Firms operating nationally can enter the National Conveyancer of the Year Category.

Conditions for Conveyancer Voting

  1. All clients you have completed the conveyancing for on residential sales or purchase in 2015 are eligible to rate you (only once).
  2. Clients may only vote once by completing the online survey.
  3. Members of staff AND ex staff may not complete a survey for the same firm.
  4. New members of staff (who have accepted a position at the firm but not yet started) who are a client of the firm may NOT complete a survey.
  5. Immediate relatives of staff (spouse, partner, parents or children) are not allowed to complete the survey of behalf of the firm that the relative works for.

Conditions for Completing Conveyancer Surveys

  1. Surveys must be completed and received by 12 noon on 31st January 2016.
  2. Surveys are CONFIDENTIAL and therefore must be completed by the client NOT by a staff member at the conveyancing firm on their behalf.
  3. Clients must not be influenced by the conveyancing firm while completing their survey.
  4. Agents may offer their own incentive to clients to complete the survey.  HOWEVER the incentive cannot be related to the score to be given by the client.  If we are informed by clients that an agent is offering an incentive for ‘excellent’ ratings that agent will be disqualified.
  5. Surveys may not be completed over the phone by staff on behalf of clients.
  6. Firms must notify us of any surveys completed by clients online in their offices (our voting system tracks IP addresses for every vote submitted).
  7. Surveys completed without valid contact details may be deleted.

Conveyancing Firm Scoring

  1. Regional firms taking part must have a minimum of 15 surveys completed by clients
  2. National firms taking part must have a minimum of 50 surveys completed by clients.
  3. The FINAL SCORE for each firm will be calculated by taking the Average % Score and weighting this by the % Bonus achieved – determined by the total votes received.

The ESTAS Group Ltd reserve the right to disqualify any firm who does not abide by the above rules.

Rules for Suppliers

  1. Only suppliers who’s core business is working for the residential property industry may enter the competition.
  2. Suppliers must have been trading on or before 31st January 2015
  3. Agents must have worked with the supplier for a minimum of 2 months in 2015 to vote.
  4. Surveys must be completed by 12 noon on 31st January 2016.
  5. Suppliers must receive a minimum of 50 surveys completed to be eligible for the shortlist phase.
  6. Telephone votes are not permitted.
  7. Agents may only complete the survey once for each supplier.
  8. Members of staff from a supplier firm taking part in the competition, who use the same supplier services, cannot vote.
  9. A vote audit will take place after voting has closed.
  10. During the vote audit spot checks on voters will be made.  If contact details are not valid a firm may be disqualified.
  11. Suppliers may offer their own incentive to clients to complete the survey.  HOWEVER the incentive cannot be related to the score to be given by the client.  If we are informed by clients that a supplier has offered an incentive for ‘excellent’ ratings that supplier will be disqualified.
  12. If a supplier is found to be intentionally selective when asking clients to complete the survey that supplier will be disqualified.
  13. The ESTAS Group Ltd reserve the right to disqualify any supplier who does not abide by the above rules.

The vote audit process will apply to agents, suppliers, brokers & conveyancers as follows;

  1. Each firm taking part must inform us of any duplicate votes or rogue votes (names that are not recognisable as one of your clients).
  2. A phone audit will take place.  Any votes without a valid phone number may deleted.
  3. If phone numbers are unobtainable or not related to the firm in question may be disqualified.

The score formula for agents, suppliers, brokers & conveyancers will be as follows;

The FINAL SCORE for each firm will be calculated by taking the Average % Score and weighting this by the % Bonus achieved – determined by the total votes received. A % bonus will be added for every vote completed over the minimum votes required for a particular category.

The Average % Score is the score which can be viewed by each firm on their secure login area via our website. This score is calculated from the ratings each client gives when completing the survey.  The % Bonus is added after the vote audit period and this will determine the FINAL SCORE for each firm.
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