Strategies to Negotiate a Better Elevator Maintenance Agreement—and Avoid Hidden Fees

Elevator maintenance agreements can be complex, full of technical language and hidden costs that catch building owners and managers off guard. Unfortunately, many contracts are written to benefit the service provider—not the property owner. The good news? With the right strategies and expert support, you can negotiate a stronger agreement that improves service, reduces long-term costs, and eliminates unpleasant surprises.

At KDA Elevator Consultants, we help clients review, negotiate, and manage elevator contracts every day. Here’s what you should know.

1. Understand the Contract Types

There are typically three types of maintenance agreements:

  • Full Maintenance (FM): Covers all parts, labor, and service calls—often with exceptions.
  • Oil & Grease (O&G): Basic contract covering lubrication and inspections only.
  • Full Maintenance with Exclusions or Basic Maintenance (BM): A hybrid contract that appears full-service but excludes key components.

Choose the contract type that fits your building’s needs—and make sure you understand what’s included and what’s not.

2. Request a Clear List of Covered and Excluded Items

Many elevator contracts have vague or overly technical language. To avoid surprise costs:

✅ Ask for a detailed list of covered components (e.g., controllers, door operators, hoist ropes). ✅ Review excluded items—some contracts exclude key wear-and-tear parts like rollers or cables. ✅ Clarify if items like callbacks, overtime, or code-required testing are included.

3. Don’t Accept Auto-Renewal Without Review

Some contracts include auto-renew clauses that lock you in for additional years without warning. Make sure to:

  • Negotiate the right to review or terminate the agreement with sufficient notice.
  • Set calendar reminders for renewal periods so you’re never caught off guard.

4. Hold Vendors Accountable for Performance

Include performance metrics and reporting requirements in the agreement. Examples include:

  • Maximum allowable downtime per month
  • Response time for callbacks
  • Quarterly or annual service reports

This makes it easier to monitor service quality—and justify corrective action if needed.

5. Protect Yourself from Hidden Fees

Elevator contracts often hide extra costs in the fine print. Common hidden fees include:

  • Extra charges for testing (e.g., fire service, load tests)
  • Overtime labor for callbacks outside regular hours
  • Travel time or fuel surcharges

Negotiate these out of the contract or clarify billing limits in writing.

6. Use an Elevator Consultant to Review the Agreement

Contract language is often written to favor the vendor—and unless you know exactly what to look for, it’s easy to overlook expensive clauses.

At KDA Elevator Consultants, we help clients:

  • Analyze and compare vendor proposals
  • Translate contract language into plain terms
  • Negotiate better coverage and pricing
  • Ensure contract terms reflect the building’s actual usage and needs

A Better Contract = Better Service + Fewer Surprises

A well-negotiated elevator maintenance agreement protects your building, budget, and tenants. It can reduce costs, avoid disputes, and keep your vertical transportation systems running smoothly.

Don’t sign on the dotted line without a second opinion. Contact KDA Elevator Consultants today for a contract review and negotiation strategy that puts your needs first.