I Cost My Company $890 on an Elevator Order. Here’s the 12-Point Checklist That Would Have Saved It.

If you're specifying an elevator system, **don't just check the model number**. Check the entire load path. Here's the mistake that taught me that lesson, and the 12-point checklist I use now to prevent it.

The order was for a standard Otis Gen2 elevator. We had the specs—capacity, speed, door dimensions. Everything matched the building plans. I approved it. It looked fine on my screen.

The unit arrived on site, and it didn't fit. The car frame, a custom order, was 3 inches too deep for the hoistway. The architect had updated the hoistway dimensions in revision 4 of the drawings, but I had checked revision 2. $890 to re-fabricate the frame, plus a one-week delay on the install schedule. That was in September 2022. The vendor failure—my failure to double-check the revision—changed how I think about specification verification.

I'm not a structural engineer. I can't speak to load calculations or seismic requirements. What I can tell you from a procurement perspective is how to catch these errors before the steel goes into fabrication. Since that mistake, I've created a 12-point pre-order checklist. We've run 40+ orders through it in the past 18 months. It has caught 7 potential specification mismatches—an estimated $8,000 in avoided rework. The most frustrating part? After the third approval error (all minor, thankfully), I was ready to automate the whole process. What finally helped was a simple, paper-based checklist that forces a manual review.

The 12-Point Checklist

This isn't theoretical. I use this for every elevator order, whether it's a standard model or a custom HydroFit for a low-rise building. It's not for the engineer—it's for the person who has to approve the purchase order.

Part 1: The Specs (Before You Get Quotes)

1. Hoistway dimensions: Pull them directly from the current architectural drawing revision. Don't trust the BIM model alone—check the PDF mark-up. (The $890 mistake was here, checking Rev 2, not Rev 4).
2. Load capacity & rated speed: Match these against the building code requirements and the traffic analysis study. Don't assume. I once ordered a 3,500 lb (rated at 3500 lbs, actual capacity maybe 3,300? No, it was 3,500 lbs—I'm mixing it up with the other project) capacity unit when the code required 4,000 lbs for the building occupancy.
3. Door opening dimensions: Verify the clear opening width and height. A standard 36-inch wide door isn't standard in a 38-inch wide opening.
4. Cab interior finish: This is a time sink. Get the finish spec signed off by the architect before you finalize the PO. Put another way: if the cab finish isn't locked, the project is going to have change orders.

Part 2: The Quote & Order (Before You Hit Send)

5. Model number match: Compare the quote's model number (e.g., Gen2, Gen3) against the approved specification. A typo can mean a completely different load path. Are you sure it's a Gen2, not a Gen3? The Surprise: Never expected the budget vendor to propose a non-standard model that 'meets the spec.' It didn't. The hidden cost was in the custom door operator.
6. Scope of supply: Does the quote include the controller, machine-room-less installation, and the pit ladder? Or are those owner-supplied items that will hold up the project? (frustration: after the third variation order for 'missing' gear, I realized the quotes were unclear).
7. Lead time: Confirm the lead time against the construction schedule. A standard 10-week lead time might be 16 weeks for a custom HydroFit system. That's not a problem if you build it into the schedule. It's a disaster if you don't.
8. Installation exclusions: What the contractor doesn't do. Power supply? Grouting? Hoistway lighting? These are the things that get added on later (surprise, surprise) at premium rates. The vendor failure in March 2023 changed how I think about this—missing a list of exclusions added 12% to the final cost.

Part 3: The 'Just In Case' Safety Net

9. Service contract terms: Don't assume standard terms. What's the response time? Is labor included? Per FTC guidelines (ftc.gov), these should be clear, but they often aren't. Quote it out.
10. Customer references: This is the cringe-prone part. Ask for 2 client references with similar projects. Did the unit perform? Was the install on schedule? The most expensive mistakes in my career were with vendors who claimed to have 'standard' experience but couldn't provide references.
11. Change order process: How does the vendor handle scope changes? A fixed-price contract with vague terms = expensive change orders. I only believed this advice after ignoring it and a $3,000 cost overrun on a small project. The 'inexpensive' quote ended up costing 30% more.
12. The 'What If' question: Ask the vendor: 'What's the most common mistake you see with specifications?' Their answer will tell you what to double-check. I did this in November 2022, and the answer was 'architects who don't tell us about seismic requirements.' That's now on my pre-quote checklist.

When This Checklist Doesn't Apply

This checklist is for procurement people, not design engineers. If you're the engineer of record, this is too basic. It's also not for simple replacement units where the hoistway dimensions are fixed and you're matching existing equipment. For new construction, with multiple stakeholders and drawing revisions, it's essential. The check takes 20 minutes. The rework can cost thousands.

One last thing: This was accurate as of Q4 2024. Standard lead times and pricing change fast. Verify current details with your vendor. But the core process—checking the spec, the revision, and the exclusions—doesn't change.