Before signing an elevator repair proposal, building owners should verify warranty terms, payment terms, and performance criteria. Learn what protections are often missing and how to avoid costly mistakes.
Quick Answer: Before signing any elevator repair proposal, building owners should verify that the document includes a warranty on parts and labor, a workmanship guarantee, clear performance acceptance criteria, and payment terms tied to successful completion. Most standard elevator repair work orders lack these protections entirely, leaving building owners with no recourse if the work fails.
When your elevator breaks down, and you receive an elevator repair proposal, the pressure to sign quickly can be overwhelming. Tenants, clients, and general users are frustrated, accessibility is compromised, and every hour of downtime costs money and patience. In that moment, most building owners, building engineers, and property managers focus on the price and timeline. They assume that once they sign and pay, the elevator will be fixed and back in service. That assumption can be dangerously wrong.
At The Elevator Consultants (TEC), we recently reviewed a situation in which a building paid over $17,000 as a 50% deposit for a part replacement. The elevator service provider completed the work. The elevator still does not function after they claimed it was fixed. And the building has almost no contractual recourse to get it fixed without paying more money.
This is not an isolated case. It reflects a pattern we see across the elevator industry: elevator repair work orders are structured entirely to protect the elevator service provider, leaving building owners exposed.
What Is Missing from Most Elevator Repair Proposals?
The typical elevator repair work order you receive from an elevator service provider is not designed to protect you. It is designed to protect them. When TEC analyzes repair proposals, we consistently find that critical protections are absent.
No Warranty on Parts or Materials
A properly structured repair agreement should include a warranty stating that the new components will be free from defects for a specified period. Many repair work orders do not contain such language. If the new power unit, valve, or controller fails within weeks of installation, you may have no contractual right to a replacement.
No Workmanship Guarantee
In addition to the parts warranty, there should be language guaranteeing the quality of the installation work itself. If the elevator repair is performed incorrectly, if connections are faulty, if calibrations are wrong, and there is a loud scraping, a workmanship guarantee obligates the elevator service provider to correct the deficiency at no additional cost. Without this language, you are paying for work that may have been done poorly with no remedy.
No Performance Acceptance Criteria
This is perhaps the most significant gap. An elevator repair work order should define what constitutes successful completion. The elevator should operate within specified parameters. It should pass any required authority having jurisdiction inspections, and the building should be satisfied with the installation. It should function reliably before the work is considered complete. Most elevator repair proposals never define completion criteria. The work is considered completed when the technician leaves the site, regardless of whether the elevator actually works. The building should have the right to sign off on the repair installation.
No Callback Warranty
A callback warranty requires the elevator service provider to return and address any elevator issues related to the elevator repair within a defined periodfrom final acceptance. This is standard language in properly structured repairs. It is rarely present.
How Do Payment Terms Put Building Owners at Risk?
The payment structure in many elevator repair work orders is heavily weighted toward the elevator service provider. A typical arrangement requires a 50% non-refundable deposit of the total price before work begins. The remaining fifty percent is due when the elevator service provider commences work, not when the work is completed.
Read that again. The full payment can be due before you have a working elevator.
Some work orders explicitly state that the elevator service provider has no obligation to return the equipment to full operation until one hundred percent of the payment has been received. The building owner waives all claims to the use of the elevator until payment is made in full. This means you are contractually agreeing to pay for an elevator repair that may not work, and you are waiving your right to dispute it.
In the case we reviewed, the building paid the initial fifty percent deposit. The elevator service provider installed the new part. The elevator still does not function. The building is now being asked to pay the remaining 50%, approximately $17,000, for an elevator that still does not work. Their only leverage is withholding that final payment, but the contract language limits even that option. The building is open to a mechanics lien and/or legal action.
What Do the Terms and Conditions Actually Say?
Most building owners and property managers do not read the terms and conditions section of a repair work order. When they do, the language is dense and difficult to interpret. They assume the language is fair and equitable, not realizing the dangers associated. Here is what those sections typically contain.
The service provider does not assume responsibility for any part of the elevator equipment other than the specific components described in the work order, and only to the extent work has been performed. It sounds reasonable until you realize it means they have no obligation to ensure the elevator actually functions after the repair.
No work, service, examination, or liability is implied other than the work specifically described. This means if the repair creates a new problem or fails to resolve the original issue because of a related component, you are on your own.
The service provider does not assume possession or control of the equipment. This language is designed to limit their liability exposure. The elevator remains your property and your responsibility, even while they are working on it.
Many repair work orders also include broad indemnification language requiring the building owner to defend, indemnify, and hold harmless the elevator service provider from virtually any claim. Some require the building owner to name the elevator service provider as an additional insured on their liability policies. Some include waiver of consequential damages, meaning you cannot recover lost rent, business interruption, or other costs resulting from a failed repair. 
What Should Be Included in an Elevator Repair Proposal?
When The Elevator Consultants writes repair specifications for our clients, we include protections that are standard in elevator contracts but absent from most vendor-provided work orders.
Warranty Period: A warranty on all parts and materials, with the warranty period beginning at final acceptance rather than installation date. This is designed based on the specific repair and project.
Workmanship Guarantee: Written commitment to repair or replace any defective workmanship at no additional cost to the building owner for a time period
Callback Warranty: A time period from final acceptance by the building during which the elevator contractor returns to address any issues related to the elevator repair work.
Final Acceptance Criteria: Clear definition of what constitutes successful completion, including passing required inspections, operating within specified parameters, and verification by an independent elevator consultant. This is project-specific and should be addressed up front so there are no surprises.
Payment Tied to Completion: A payment structure where the final payment is contingent upon successful completion and final acceptance, not merely commencement of work.
Performance Standards: Specific operational criteria the elevator must meet after the repair, such as proper leveling, door timing, travel speed, and more, based on the project.
What Happens When Elevator Service Providers Claim Damage Exclusions?
In the case we reviewed, there was an additional complication. The service provider claimed that the motor failure was caused by water damage, which they argued excluded the repair from coverage under the existing maintenance agreement. This is a common tactic. The building needs to document everything with their elevators and the situations involving the elevators, like heavy rain, lightning, power outages, tornadoes, heavy winds, cleaning errors, etc.
Maintenance agreements typically exclude damage caused by water, fire, vandalism, or other owner-caused conditions. When an elevator service provider wants to bill a major repair separately rather than covering it under the maintenance contract, claiming an exclusion is an easy path.
The problem is documentation. In this case, the service provider claimed water damage but provided no photographs, no inspection report, no surveys, and no evidence. The building had experienced no flooding or water incidents. The equipment had been under the same elevator service provider’s maintenance for years without any notation of water damage in the records. Keep in mind that it is the building owner’s responsibility to keep all elevator records.
When a service provider claims a damage exclusion, building owners should demand proof. Request photographs taken during the diagnosis or assessment. Ask for a written report explaining how the damage occurred and when it was discovered. Review the building’s maintenance records to see if water damage was ever previously noted. If the elevator service provider cannot substantiate the claim, challenge it.
The elevator industry is a unique industry with many intricacies. A building does not always know how to navigate and should investigate hiring an elevator consulting firm. Most buildings with elevators are not even familiar with the concept of an elevator consultant and how a consultant is an advocate for the building. All elevator issues a building has can always be resolved by hiring an elevator consulting firm. A professional, independent elevator consulting firm will always act in the best interest of the building, with no allegiance to the elevator service provider.
What Should Building Owners Do Before Signing a Repair Proposal?
The time to negotiate contract terms is before you sign, not after the work fails. Here are the steps we recommend.
Do not sign under pressure. Yes, elevator downtime is costly and frustrating. But signing a deficient contract can cost far more. Take the time to review the document or have it reviewed by someone who understands elevator industry contracts, like an elevator consultant.
Ask about warranty and workmanship guarantees. If these are not included in the proposal, ask for them in writing as an addendum before signing. A reputable elevator service provider should be willing to stand behind their work.
Negotiate payment terms. Push for the final payment to be contingent on the successful completion rather than the commencement of work. Even a small holdback, such as ten to thirty percent held until the elevator passes inspection or satisfies the building, gives you leverage.
Define what complete means. The elevator proposal should specify that completion requires the elevator to be operational and passing all required tests, not simply that the technician finished installing parts.
Request documentation of any claimed exclusions. If the elevator service provider is billing an elevator repair separately because of an alleged damage exclusion, demand evidence before agreeing.
Consider engaging an elevator consultant to review the proposal. The cost of a professional review is a fraction of what is at stake on a repair, and it ensures you have protections in place before money changes hands.
Frequently Asked Questions About Elevator Repair Proposals
Should I always have an elevator consultant review repair proposals? The short answer is yes if you are uncertain. All repairs are different, involving high cost, such as power unit replacements, packing, ropes replaced, controller upgrades, or hydraulic cylinder work. A professional review is strongly recommended. The consultant fee is typically a small percentage of the repair cost and can identify missing protections, verify pricing, and negotiate better terms on your behalf.
What if my elevator service provider refuses to add warranty language?
A refusal to provide reasonable warranty and workmanship guarantees should raise serious concerns. Reputable elevator service providers stand behind their work. If your provider refuses, consider whether you want to proceed with them or seek alternative bids from contractors willing to offer appropriate protections.
Is it normal for elevator repair proposals to require full payment before completion?
It is common in vendor-provided work orders, but that does not mean you should accept it. Progress payments are reasonable. Final payment contingent on successful completion is standard in contracts. You have the right to negotiate terms that protect your interests.
What recourse do I have if an elevator repair fails and there is no warranty?
Your options are limited. Depending on your jurisdiction, there may be implied warranties under state law that apply even when not explicitly stated in the contract. However, enforcing these rights typically requires legal action. The far better approach is to ensure elevator parts warranty protections are in place before signing.
How do I know if a repair should be covered under my elevator maintenance agreement?
Review your elevator maintenance contract to see what components are covered. Many full-service elevator agreements include power units, valves, motors, and similar major components. If your elevator service provider is billing a repair separately, ask them to explain why it is not covered and request documentation supporting any claimed exclusion.
Can I negotiate elevator repair proposal terms even with a large national elevator company?
Yes. While large service providers often present their work orders as non-negotiable standard forms, they do negotiate when pushed. The key is knowing what to ask for and being willing to seek alternative bids if necessary. An elevator consultant can negotiate on your behalf and knows what terms are reasonable to request.
Conclusion
Elevator repair proposals are not just price quotes. They are contracts that define your rights and the elevator service provider’s obligations. When those contracts lack warranty protections, workmanship guarantees, and performance acceptance criteria, you are exposed to significant financial risk.
The building owner we described paid over $32,000 for a part replacement. The elevator does not work. The contract they signed gives them almost no recourse. This outcome was preventable with proper contract review before signing.
If you have received an elevator repair proposal and are unsure whether the terms protect your interests, contact The Elevator Consultants. We review elevator repair work orders, identify missing protections, and help building owners negotiate better terms before they sign. The cost of a professional review is a fraction of what a failed repair can cost you.
Do not assume that signing an elevator repair proposal means your elevator will be fixed. Make sure the contract requires it.