If you're here because your current company won't show up, you're not alone.
Switching elevator companies is not complicated. But most property managers make it harder than it needs to be by moving in the wrong order: they line up a new vendor, send a termination notice, and then discover they missed their cancellation window by two weeks.
Now they are locked into another year with a company they want to leave.
The correct sequence matters. Contract review comes first. Competitive bids come second. Termination notice comes third. Get this order wrong and you either stay trapped or pay an expensive early termination fee.
Here is how to switch elevator service providers without getting stuck.
Before You Switch: Review Your Current Contract
Do not send a termination notice until you know exactly what your contract allows.
Pull your existing service agreement and find these four items:
1. Contract end date. When does the current term expire? This sets your timeline.
2. Cancellation notice period. How many days before the end date must you notify them? This is usually 30, 60, or 90 days. Some contracts require 120 days.
3. Notice delivery requirements. Where must you send written notice? Many contracts specify a particular corporate address that differs from your local service office. Email to your account rep does not count. Certified mail to the wrong address does not count.
4. Auto-renewal language. Does the contract renew automatically if you miss the cancellation window? Most do. Miss the deadline by one day and you are in for another 1, 2, or 3 year term depending on the renewal clause.
If you cannot find your contract, call your current provider and request a copy in writing. They are required to provide it.
For detailed guidance on finding exit clauses, see our complete guide to getting out of your elevator contract.
Common Contract Exit Provisions (And Traps)
Every elevator service contract was written by a team whose job is to keep you in it. Here are the provisions that catch property managers:
The 90-day notice requirement. You need to give written notice 90 days before contract end to prevent automatic renewal. But the price increase notice they send you arrives 30 days before renewal. By the time you see the new rate and decide to shop around, the cancellation window closed two months ago.
Written notice to a specific address. The contract specifies exactly where notice must go. A letter to your local branch does not count. An email to your account manager does not count. Certified mail to the general corporate address does not count if the contract specifies a different "Notice" address.
The evergreen clause. Automatic renewal for another full term (often 1-3 years), not just month-to-month. One missed deadline and you restart the clock. Learn to recognize the 9 evergreen clause tricks that lock building owners in.
Early termination penalties. Some contracts allow mid-contract exit if you pay a fee. Typical range is 50% of remaining contract value. If you are 18 months into a 5-year contract and want out, calculate whether the penalty is worth it versus waiting for the renewal window.
Assignment restrictions. A few contracts require consent to transfer your service agreement to a new provider. This is rare, but check.
Getting Competitive Bids While Under Contract
You are allowed to shop while under contract. In fact, you should. Waiting until after you terminate to collect bids means you have no leverage and no backup plan.
Start collecting bids 4-6 months before your contract end date. This gives you time to:
- Get at least three proposals (one OEM, one or two independents)
- Compare coverage apples-to-apples (not just price)
- Negotiate terms before committing
- Have a signed replacement contract before you send termination notice
When requesting bids, ask each vendor:
- What is your response time commitment for entrapments? For standard outages?
- What does your Full Maintenance contract exclude?
- What is the term length and cancellation notice period?
- What is the annual escalation cap?
See our guide to comparing elevator service bids for the full 8-point framework.
If you are considering switching from an OEM to an independent service provider, understand the tradeoffs. Independent elevator companies often offer better pricing and responsiveness, but verify their capability on your specific equipment before signing. For buildings considering a switch, independent service providers often offer faster response times and lower costs than OEM alternatives.
The Exit Process: Step by Step
Once you have reviewed your contract and selected a replacement vendor, follow this sequence:
Week 1-2: Confirm your exit terms. Re-read your cancellation clause. Calculate the exact deadline (contract end date minus notice period). Identify the correct notice address.
Week 3: Draft and send termination notice. Your notice should include:
- Your building name and address
- Your account number
- The statement "We hereby provide notice of our intent not to renew the elevator service agreement"
- The contract end date
- Your signature and date
Send this notice via certified mail with return receipt to the exact address specified in the contract. Keep the receipt. Also send a copy via email to your account manager and request written confirmation of receipt. The certified mail is your legal proof; the email is your practical backup.
Week 4-6: Manage the transition. Inform your outgoing vendor in writing of the transition date. Coordinate with your incoming vendor on access, key handoff, and start date. Request copies of all maintenance records, inspection reports, and equipment documentation from the outgoing company.
Week 6-8: Final walkthrough. Schedule an overlap period if possible. Have your new vendor conduct an equipment assessment before the old vendor leaves. Any existing issues should be documented before the transition completes.
Transition Day: What Should Happen
The transition period is when your building is most vulnerable to service gaps. Have your emergency response protocols ready in case issues arise during the handoff.
On the day of transition, your outgoing vendor should:
- Return any proprietary tools or diagnostic devices they stored on site
- Provide the machine room key (if they held it)
- Transfer all maintenance logs, inspection records, and equipment specifications
- Remove any equipment they own (rare, but verify)
- Unlock any software they password-protected (controller access, remote monitoring)
Your incoming vendor should:
- Conduct a baseline equipment inspection
- Document any pre-existing conditions or deferred maintenance
- Update the state elevator registration to reflect the new service provider
- Provide emergency contact information to your building staff
Some outgoing vendors drag their feet on documentation transfer. Put your request in writing 30 days before transition. If they fail to provide records, document the failure and note it in your final correspondence.
Red Flags in the New Contract
Switching providers only helps if the new contract is actually better. Before you sign with your replacement vendor, watch for:
Vague response language. "Best efforts" and "as soon as practicable" mean nothing. Push for specific hours with a penalty if missed.
Aggressive escalation caps. "Annual increases at contractor's discretion" is a blank check. Negotiate a hard cap tied to CPI or a fixed percentage.
Long terms with narrow windows. A 5-year contract with 120-day notice and automatic renewal puts you right back where you started.
Broad exclusions. A Full Maintenance contract that excludes controller boards, door operators, and hydraulic units is really an Oil & Grease contract with FM pricing.
No termination for cause. You should be able to exit without penalty if the vendor fails to perform. Document the specific triggers.
Run any new contract through our Contract Scanner before signing. It flags these red flags in 60 seconds.
What the Outgoing Company Owes You
Your outgoing elevator company must provide:
Maintenance logs. Every service visit, repair, and part replacement for the duration of your contract. This history helps your new vendor understand the equipment's condition.
Inspection records. Copies of all state inspection reports and certificates of operation. These belong to your building, not the vendor.
Equipment specifications. Technical documentation on your elevator's controller, motor, safety devices, and any modifications made during their service period.
Software access. If they installed remote monitoring or diagnostic software, you need the login credentials or the software removed so your new vendor can install their own.
Parts lists. An inventory of any parts they claimed to maintain or replace.
Some companies claim the service records are "proprietary." They are not. You paid for the service; you own the documentation of what was done. Push back in writing if they refuse.
When Switching Makes Sense
There's one scenario where switching is almost always the right call: when your current provider isn't being transparent about equipment obsolescence. Another strong signal is chronic responsiveness problems: if you're stuck in the 24-hour email loop where your mechanic can't get approval for repairs that should be same-day, the relationship structure itself is working against you. If your elevator runs a controller with no long-term parts support, like Dover DMC, SmartRise SRA, or MCE iControl, your service company should be proactively discussing this with you. If they're not, that's a relationship problem. Check whether your equipment is on the obsolete equipment warning list and ask your provider direct questions about their sourcing plan.
When Switching Isn't Worth It
Switching elevator companies involves friction: paperwork, coordination, learning curve for the new vendor, potential for transition issues. Sometimes staying put is the right call.
You are within 6 months of contract end anyway. Just wait. Mark the cancellation deadline and use the remaining time to collect bids and negotiate.
The problems are fixable with one escalation call. If your issue is a specific mechanic or a billing error, call your account manager first. A direct conversation often resolves what switching cannot.
The early termination fee equals or exceeds the savings. Calculate the actual math. Paying $8,000 to exit early to save $200/month requires 40 months to break even.
You do not have a replacement lined up. Most jurisdictions require active elevator maintenance coverage. Terminating without a signed replacement contract puts you in code violation. Never send a termination notice until your new agreement is signed.
The new contract is not materially better. Switching from one mediocre contract to another mediocre contract costs you transition hassle with no upside. Negotiate harder or wait for a better option.
Ready to Switch? Get Your Contract Reviewed First
Before you send that termination notice, make sure you understand your exit provisions. Our $299 Contract Review service analyzes your current contract clause by clause: exit terms, notice periods, equipment ownership, and hidden renewal triggers.
Don't get locked into another year because you missed an auto-renewal deadline.