As a building owner or property manager, it is your responsibility to ensure the safety and reliability of your elevators. Regular elevator maintenance is essential to ensure smooth, safe operation and to prolong the lifespan of your elevators.
Using an elevator maintenance checklist can help you stay on track. This checklist typically includes tasks and inspections to ensure safe and efficient operation. ASME A17.1 
Safety Code for Elevators and Escalators has the minimum code requirements a building must follow. A building should consult its Authority Having Jurisdiction to determine the specific codes it must follow. Although requirements vary based on elevator type and local regulations, the following items are often included:
Maintenance Schedule and Contract
- Understand the maintenance schedule recommended by the elevator manufacturer and elevator code and adhere to it. The building should know what is required for their specific equipment to get the most of the equipment.
- Ensure you have a clear and comprehensive maintenance contract with an authorized elevator service provider. The maintenance service contract should have terms and conditions that meet the needs of the specific building and not just a template agreement provided by the service provider. If the building uses a template contract provided by the service provider, the building should have the requirements of the building added to the contract.
Routine Maintenance
- Routine maintenance and repairs are necessary to keep elevators running safely and reliably. This is usually covered under your current elevator maintenance agreement.
- There are many terms in a contract, including items that are covered and not covered. The building’s elevator maintenance contract should provide coverage so the building knows what its yearly cost entails without additional elevator expenses. Some maintenance items included in the elevator contract are ride quality adjustment, door alignment correction, component replacement, electrical system repairs, cleaning, and lubrication.
Documentation and Record-Keeping
- Keep a detailed log of all maintenance tasks completed, issues discovered, and repairs. This is a code requirement that is the owner’s responsibility. It is common for building owners and property managers to rely on the elevator service provider for this when it is actually the building’s responsibility.
Safety and Code Compliance
- Be familiar with local, national safety codes and regulations that pertain to elevator operation, maintenance, and safety. The ASME A17.1 Safety Code for Elevators and Escalators, among others, provides essential guidance for understanding the required codes at your location.
- Make sure the relevant authorities having jurisdiction inspect and certify your elevator according to these requirements.
Emergency Preparedness
- Have a well-defined emergency plan that covers scenarios such as power outages, entrapments, and evacuations. This can also be part of your elevator maintenance service agreement. The service levels required in your elevator maintenance contract will assist in emergencies.
- As part of elevator maintenance, the service provider will ensure that communication systems, emergency stop buttons, emergency lighting, and other safety features function correctly.
Budgeting for Repairs and Upgrades
- Plan for potential repair costs and allocate funds for unexpected breakdowns or necessary upgrades. Although you have a contract, the industry does change, items become obsoletes and there are building related issues that may happen. A budget for these items should always be created.
- Stay on top of the elevator industry changes by discussing with other buildings and individuals about newer technologies and trends that could help your elevator system. However, an elevator consultant can also inform you of trends and changes. Regularly review the condition of the elevators and assess whether modernization or technology updates are needed.
Conduct an Elevator Audit
- Regularly review the condition of the elevator and assess the current state of the equipment. Determine if your equipment is getting the maintenance needed.
- Discuss with tenants or people using the elevators if they are having any issues.
- Review your maintenance records and files to understand what is going on with your elevator system.
- Stay on top of all issues.
Regularly Required Inspections
- Authorities having jurisdiction should inspect elevators quarterly, semi-annually, or annually, depending on state and local code requirements.
- A licensed and certified elevator inspector conducts these inspections, checking for mechanical and safety issues.
Elevators are essential to buildings. Elevators need regular maintenance and safety checks to keep them running safely and efficiently. Routine maintenance, staying informed about safety regulations, and preparing for emergencies are essential responsibilities for building owners and property managers. As mentioned, building owners must take full responsibility for elevator and escalator maintenance.
Relying solely on your elevator service provider is not the best practice. The building should provide a “report card” or even have monthly, quarterly, or yearly (interval is pending the building’s needs) meetings with your elevator service provider to get a state of your elevators. The building has access to all the mechanical equipment. And elevators and escalators should be part of this insight. The information you can gather by developing an elevator maintenance checklist for your building will allow the equipment to live its life cycle with minimal issues. The insight the building will gain will save significant time and money over the years. Prepare an elevator maintenance checklist for your building.