An elevator maintenance contract is an agreement in which a licensed elevator company examines, lubricates, cleans, adjusts and safety-tests your elevators on a set schedule. A good contract spells out what is covered, how fast the company responds to breakdowns, who pays for parts, and how you can cancel. The three main types are full-service, parts-and-labor, and basic examination ("oil and grease") contracts, with each elevator company having its own nomenclature.
For condominium boards, HOAs and property managers, an elevator maintenance contract is one of the largest recurring building expenses, and its terms directly affect elevator reliability, repair costs and building operations. In high-usage buildings, frequent operation leads to greater wear and tear on components, making it essential to understand exactly which parts, repairs and maintenance services are covered, as well as whether service is included during regular business hours, overtime or holidays.
Contractual response times are equally important: when an elevator goes out of service, passenger flow can be disrupted, resident frustration can grow, and building staff may face the brunt of complaints. Before signing or renewing a contract, building managers should look beyond the monthly price to understand what is covered, what costs extra, when service is available and how quickly the provider is obligated to respond.
Many owners sign one once and don't read it again until a dispute. This guide explains what to look for before you sign or renew.
What does an elevator maintenance contract cover?
At a minimum, a maintenance contract should cover routine examination, lubrication, cleaning and adjustment of the equipment, plus the safety tests required by code. Florida law uses almost exactly those words to define a "service maintenance contract" (Fla. Stat. § 399.01).
A well-written contract also states:
- Visit frequency: how often a mechanic comes on site, and how that matches your building's traffic and equipment age.
- Equipment covered: each elevator listed by type (hydraulic, traction, machine-room-less, lifts) and location.
- Callback response: how fast the company responds to a breakdown or entrapment, during and after business hours.
- Parts coverage: which parts are included and which are billed separately.
- Code and safety tests: which required annual and periodic tests are included in the price.
- Documentation: a written record after each visit and access to your Maintenance Control Program records.
- Term, renewal and cancellation: how long the contract runs, whether it renews automatically, and the notice needed to end it.
What are the types of elevator maintenance contracts?
| Contract type | What it usually covers | Best fit |
|---|---|---|
| Full-service (full maintenance) | Scheduled maintenance, most parts and labor, callbacks during normal hours, required testing | Owners who want predictable budgets and fewer surprise invoices; high/frequent elevator usage |
| Parts and labor (limited) | Scheduled maintenance plus a defined list of parts; others billed separately | Newer equipment with low expected repair needs |
| Examination / "oil and grease" | Inspection, lubrication and minor adjustments only; parts and repairs billed extra | Very light-use equipment, or owners with a separate repair budget; low/infrequent elevator usage |
The lowest monthly price is not always the cheapest contract. A basic contract can cost more over a year if your equipment needs frequent parts or repairs that a full-service plan would have covered.
Which contract clauses should you check before signing?
- Automatic renewal. Many elevator contracts renew automatically for multi-year terms unless you send written notice inside a narrow window. Put the cancellation window on your calendar the day you sign.
- Price escalation. Check how and when the monthly price can increase each year, and whether there is a cap.
- Exclusions. Look for parts the contract calls "obsolete" or excludes outright, such as door equipment, cab finishes, hydraulic cylinders or controllers. These are often the expensive items.
- Overtime and after-hours rates. Find out whether after-hours callbacks are included or billed at premium rates.
- Response time commitments. A vague promise of "prompt" service is not a commitment. Ask for a stated response time for entrapments and shutdowns.
- Maintenance records. Make sure you can see the Maintenance Control Program records and the visit logs for your equipment at any time.
- Proprietary equipment. Ask whether any of your equipment needs manufacturer-only tools or software that could limit who can service it later.
Is an elevator maintenance contract required by law?
The law requires owners to keep elevators properly maintained and inspected. A written contract with a licensed elevator company is the standard way to meet that duty. In Florida, the owner is responsible for proper maintenance once the certificate of operation is issued, and a statement verifying the service maintenance contract must be filed with the state at least once a year (Fla. Stat. Ch. 399). In North Carolina, the Department of Labor has said that owners are responsible for keeping units maintained under a maintenance contract, with state inspections acting as an extra safety check (CBS 17).
For state-specific requirements, see how often elevators need to be inspected in Florida and in North Carolina.
How do you switch elevator maintenance companies?
- Find your current contract and note the end date and the cancellation notice window.
- Request site surveys and written proposals from other licensed companies well before that window opens.
- Compare proposals on scope, response commitments, exclusions and total annual cost, not just the monthly price.
- Send written cancellation to your current provider within the notice window.
- Ask the new company to review the equipment condition and records at the start of service so existing issues are documented.
Frequently asked questions
How long do elevator maintenance contracts last?
Terms vary. Multi-year terms with automatic renewal are common, so read the renewal and cancellation clauses closely.
What is the difference between a full-service and an "oil and grease" contract?
A full-service contract includes most parts and repairs. An oil-and-grease contract covers inspection, lubrication and adjustment only, and parts and repairs are billed separately.
Does a maintenance contract include emergency service?
It depends on the contract. Check whether 24/7 callbacks are included or billed at overtime rates. It's important to understand how the contract defines an “emergency” versus an “urgent” service call. An emergency typically involves a passenger entrapment (where 911 is usually called, but the elevator contractor may still respond to assess the situation and determine what caused the entrapment), while an urgent situation could be an elevator shutdown in a high-usage building with only one elevator. In either case, the key question is whether the service is covered under the contract. Even if the elevator contractor responds to both emergency and urgent calls, additional charges may apply depending on the type of service required, the time of day, and the terms of the agreement.
Can I change elevator companies before my contract ends?
Usually only at the end of the term or within the notice window, unless the contract allows early termination. Review the cancellation clause before contacting a new provider.
Talk to MODPROS about your maintenance contract
Every MODPROS maintenance contract includes scheduled visits by IUEC-trained mechanics, written documentation after each visit, code deficiency tracking and 24/7 emergency response. If your current contract is up for renewal, tell us the end date and we'll plan a free site survey and written proposal around it. Schedule a discovery call or call 833.MOD.PROS (833.663.7767).
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