Elevator Maintenance 101: Key Factors for Plans & Contracts

Routine elevator maintenance is key to reducing elevator downtime and avoiding costly repairs. But a lot of property owners either contract out their maintenance work or don’t have an experienced elevator maintenance professional on their maintenance team. 

If you do, consider yourself lucky. If you don’t, it’s important to find a reliable vendor that specializes in this type of maintenance. However, choosing the right plan and contract can be surprisingly complicated. You might already have an idea of what should be included in an elevator maintenance contract, but there are several important factors to keep in mind as you compare your options. Some companies even offer an elevator maintenance checklist to help guide your decision-making process.

Here’s what to look for — and why having a solid plan matters.

4 Reasons You Need an Elevator Maintenance Plan 

It’s no secret that elevators are expensive components that add tremendous value to a building. But think of them like any other essential part of your property — such as an electrical system, HVAC system or water heater. These all require a preventive maintenance program to stay operational and avoid costly breakdowns. Elevators are no different.

Here are the main reasons to consider an elevator maintenance contract:

1. Stay compliant with safety codes: Regular maintenance ensures your elevator operates according to local and national safety standards.
2. Pass required state inspections: A well-maintained elevator is far more likely to meet regular inspection requirements without issue.
3. Protect passenger safety: Preventive maintenance helps reduce the risk of accidents, unexpected breakdowns or any mechanical maintenance safety issues.
4. Avoid costly repairs: Catching minor issues early can help you avoid expensive repairs down the line.

What to Look for in an Elevator Maintenance Contract 

There are two main types of elevator maintenance contracts — Full Maintenance and Examination and Lubrication (also known as Oil and Grease). A Full Maintenance Agreement includes routine maintenance as well as service calls for issues that arise between visits — offering a predictable, fixed cost for elevator upkeep. In contrast, an Examination and Lubrication Agreement covers basic maintenance services, but repair service calls are billed separately. While this option usually has a lower upfront cost, the elevator owner assumes the financial risk for unexpected repairs.

It’s important to note that each elevator service provider defines and structures these contracts differently. As an elevator owner, understanding what’s included — and what’s not — is essential to ensure you’re getting the best value for your investment.

Breaking Down an Elevator Maintenance Agreement

Now let’s take a closer look at the main components of a contract. 

Coverage Level 

The level of coverage in your elevator maintenance contract directly impacts how much financial risk you’re taking on — and, ultimately, what you’re getting for your investment. That’s why it’s essential that your agreement clearly outlines what’s included and what’s not, so you’re not caught off guard by unexpected costs. 

Here’s what to watch out for:

• Confirm inspection frequency: Most manufacturers recommend monthly elevator inspections, and codes may require them. If the contract doesn’t guarantee monthly visits, your elevator could be at risk.
• Ask how much time is allocated for preventive maintenance: Quick check-ins aren’t enough — make sure the contract outlines specific preventive maintenance tasks and the hours needed to complete them properly.
• Verify 24/7 emergency service availability: Elevators run around the clock, so your service coverage should, too. Confirm whether 24-hour support is included and if overtime charges apply.
• Check the guaranteed response time: For emergency maintenance, a wait time longer than one hour isn’t acceptable — and your contract should reflect that.
• Clarify equipment compatibility: Some companies may not service proprietary or older systems. Make sure your provider has experience with your specific elevator model and access to spare parts.
• Stay involved after signing: Request monthly reports and monitor performance. If maintenance frequency starts to slip, hold your provider accountable.

Cost 

Price is often the biggest factor when choosing a maintenance plan — but remember, you often get what you pay for. An Examination and Lubrication Agreement typically costs less upfront, but it doesn’t cover unscheduled service calls or unexpected repairs. Those additional costs can add up quickly, sometimes making this option more expensive in the long run than a Full Maintenance Agreement, which includes those services in the monthly fee.

Here’s what to consider:

• Check the billing cycle: Are you billed monthly, quarterly or annually? Make sure the payment schedule aligns with your budget and cash flow.
• Understand service call rates: If you’re choosing an Examination and Lubrication Agreement, ask for the hourly rates for service calls, as these will be billed separately on a time-and-material basis.
• Know the overtime rates: Overtime service is almost always an additional charge — get clarification on what those rates are so you’re not surprised by after-hours repair costs.

Safety Checks

The type of elevator you have will determine the specific elevator safety checks required. Certified elevator technicians follow a checklist tailored to your equipment. In general, you can expect them to inspect and assess:

• Safety circuits
• Foot-pound pressure on door closing
• Door protection systems
• Oil levels
• Signal and indicator light bulbs
• Ride quality and comfort
• Landing level accuracy
• Leveling at landings

Additional inspections may be needed for highly-equipped and modern elevator systems. For example:

• Air-conditioning units
• Elevator access control 
• Button panels
• Speakers 
• Smart lighting

Terms & Conditions 

An elevator maintenance contract’s terms and conditions outline key details such as the start and end dates of coverage, specific clauses and any responsibilities you’re expected to uphold as part of the agreement.

Here are a few things to look for:

• Watch for an evergreen clause: This means the contract automatically renews for a full term unless you cancel it ahead of time.
• Check for an obsolescence clause: This allows the maintenance company to charge you for outdated or hard-to-find parts — something to keep in mind if you have older equipment.
• Review the contract term length: Is it monthly, quarterly or annual? Choose a structure that aligns with your financial planning.
• Ask about cancellation for non-performance: A 30-day cancellation clause gives you leverage if the company isn’t meeting expectations.
• Understand the cancellation notice period: Most contracts require at least 30 days’ notice. Check for any penalties tied to early or late cancellation.

5 More Tips to Consider When Reviewing Contracts

These additional insights can help you navigate the fine print as you explore elevator maintenance contract options.

1. Do your homework, and check how long the elevator company has been in business. A long track record typically signals experience, stability and elevator industry knowledge.
2. Ask about local staffing. Find out how many service routes, elevator repair teams and field supervisors they have in your area. Faster response times matter, especially in emergencies.
3. Inquire about spare parts inventory. Companies with onsite or local parts inventory can complete repairs more quickly and reduce downtime.
4. Confirm they have experience with your equipment. Make sure they regularly service elevators similar to yours. 
5. Request references. Ask for at least five long-term client references, ideally from businesses with similar elevator systems. This helps you verify their reliability and experience with your equipment.