How to Read an Elevator Inspection Report

A state elevator inspection report lands in your inbox. It says "Conditional Approval" at the top and lists three violation items with codes you've never seen. Do you call your service company? Call the state? Ignore it? Most property managers don't know - and the clock is already running.

Here's the thing: the legal obligation to correct violations rests with you - the building owner - not your service company. They'll fix what they're paid to fix under your contract, but tracking the deadlines and ensuring compliance is your problem. This guide shows you exactly what you're looking at.

The Equipment Identification Block

Top of the report. This is where you verify you're looking at the right elevator.

What to check:

• State-assigned unit number - This is the permanent identifier. Cross-reference it with your Certificate of Operation. If they don't match, you have a clerical problem that needs to be fixed with the state authority before anything else.
• Inspection date - Your correction deadlines start from this date.
• Inspector's license number - Documented for appeals (rare, but it happens).
• Device type - Passenger, freight, escalator, etc.

If you manage multiple units across multiple buildings, misfilings happen. Verify this block first.

The Approval Status - This Is the Verdict

This is the field that matters most. Three possible outcomes:

Approved - Equipment passed. Certificate of Operation renewed. File it and move on.

Conditional Approval - Equipment may remain in service, but you have violations that must be corrected by a deadline. The elevator keeps running, but the clock is ticking. This is the most common outcome when issues are found.

Out of Service - Equipment is ordered shut down immediately. Operating the elevator is illegal until the state approves reinstatement. This is not a suggestion. Lock it out, post a notice, call your service company within the hour. Do not wait for your super to "keep an eye on it."

Operating an out-of-service elevator exposes you to personal liability for any injuries that occur - regardless of whether the elevator appears to be working normally. An out-of-service order means physically locked out, not just "watched."

Reading Violation Severity

Most state inspection reports assign severity levels to each finding. The exact terminology varies by jurisdiction, but the logic is consistent:

Immediate / Shutdown-Level - Safety systems compromised. Elevator must be taken out of service until corrected. Examples: broken car safeties, failed governor test, door interlocks bypassed.

Safety-Related / 30-Day - Functional safety issue but not immediately dangerous. Elevator may remain in service while corrections are made. Examples: emergency lighting failure, emergency phone non-functional, worn door gibs.

Code Compliance / 60-90 Day - Not a safety emergency but required for code compliance. Examples: missing vandal-resistant fasteners, pit ladder not to current spec, firefighters' service minor deficiency.

Administrative / Next Cycle - Informational findings. No immediate action required. Examples: data plate wear, minor record-keeping discrepancy.

The key question for each finding: Is this covered under my maintenance contract, or is it billable?

What's Covered vs. What Gets Billed

This is where property managers lose money.

Your service company is responsible for correcting deficiencies caused by normal wear within your contract scope. A full-maintenance (FM) contract typically covers: adjustments, lubrication, minor parts (door operators, buttons, relays), and labor for routine repairs. Safety-related violations caused by maintenance wear should be covered.

Your service company is NOT automatically responsible for:

• Code compliance upgrades triggered by code changes (not wear)
• Major component replacements excluded from your contract scope
• Hydraulic pressure test failures requiring cylinder work ($80K-$100K)
• Modernization-level repairs

Before you authorize any repair work, ask for a written quote with a line-item breakdown. Compare it to your contract's scope-of-work section. One of the most expensive mistakes property managers make is approving violation corrections over the phone without understanding what's already covered.

The 48-Hour Checklist

Here's what to do in the two days after receiving a report with violations:

1. Check the approval status. Out of Service? Lock out the elevator before reading anything else.

2. List every violation. Make a simple table: code, description, severity, deadline. Do not rely on your service company to track this for you.

3. Contact your service company in writing. Email, not phone - you need a timestamp. Reference the unit number, inspection date, and each violation. Ask specifically: which items are covered under your contract? Which are billable? What's the proposed correction timeline for each?

4. Verify the timeline fits the deadline. If your service company says they can't get to a 30-day item for 45 days, that's your liability problem - not theirs.

5. Document everything. When corrections are complete, get written confirmation with dates. This is what you submit to the state to close out the violation and what protects you in litigation.

Why This Shows Up in Due Diligence

Every inspection result becomes part of the public record. Buyers' attorneys routinely pull these records. An open violation - especially a safety-related item - becomes a negotiation chip or closing condition.

The record also captures patterns. A building with repeated violations in the same category (door interlocks, governor function, emergency lighting) signals either underperforming maintenance or equipment that's aged past the point where maintenance is enough. That pattern doesn't disappear when individual violations are cleared.

If you're preparing for a sale, refinance, or acquisition, resolve open violations before anyone starts pulling records.

Before You Approve a Single Correction

Most violation corrections are billed against your maintenance contract scope - or should be. Before you authorize work, run your service contract through our free Contract Scanner to see exactly what your vendor is already obligated to cover, so you don't pay twice for a repair that's already inside your agreement.

Continue Your Research

• Elevator Annual Inspection Checklist - What inspectors look for. Prepare before they arrive.
• What Happens When Your Elevator Fails Inspection - The re-inspection process and out-of-service requirements.
• Elevator Certificate of Operation - How inspection results connect to your CO.
• Elevator Maintenance Contract Cost - Understand your contract scope before the next service call.