The 5-Step Elevator Specification Checklist I Wish I Had Before My First Project

Who This Checklist is For

If you’re a project manager, architect, or general contractor writing your first or second elevator specification, this is for you. Maybe you’re retrofitting an existing building or working on new construction. Either way, the elevator spec is one of those things you don’t get a second shot at—once the shaft is built, changes get expensive. This checklist walks through five steps that I check on every project now, after a few expensive lessons.

Here’s the five-step process we’ll cover:

1. Define the actual traffic requirements
2. Map out the hoistway dimensions early
3. Factor in the electrical and machine room needs
4. Write the service contract expectations into the spec
5. Run a sanity check on total cost against the budget

Let's get into each one.

Step 1: Define the Actual Traffic Requirements (Don’t Guess)

I’ve seen a spec written for a 4-stop, 3500-lb capacity elevator for a 5-story medical office building. Looked fine on paper. But the building had a ground-floor pharmacy and a second-floor lab that got heavy foot traffic between 9 and 11 AM. The wait times during peak hours? Brutal. Tenants complained for two years until the building owner retrofit a second car. That retrofit cost roughly $180,000—way more than upgrading the spec upfront would have.

The question you need to answer isn’t just “how many floors.” It’s how many people need to move between which floors at the busiest 15 minutes of the day.

Here’s what I ask for:

• Peak traffic analysis: Get the building’s expected occupancy and use patterns. A standard office building has different needs than a hotel or a hospital.
• Car capacity: 2500 lbs is fine for a 3-story low-rise. For anything over 5 stories or with high traffic, start looking at 3500 lbs or more. Heavier spec also means a smoother ride—tenants notice.
• Consider future use: If the building might convert to mixed-use or add a floor, oversize the capacity by one tier. Yes, it costs more now, but it’s cheaper than a structural retrofit later.

Checkpoint: Do you have a written traffic analysis? If your spec just says “3500 lbs, 5 floors,” you’re probably guessing.

Step 2: Map Out the Hoistway Dimensions Early—and Be Generous

This step sounds obvious, but you’d be surprised. The hoistway is the shaft the elevator travels in. Get its dimensions wrong, and you’re either cramming the equipment in or—worse—finding out during construction that your elevator won't fit.

I reviewed a project a few years back where the architect designed a beautiful, tight lobby. Clean sightlines. Then the elevator contractor showed up to rough-in and the hoistway was 4 inches too narrow for the car size specified. They had to either chip into the concrete walls (not great) or shrink the car interior by 6 inches on each side. They shrank the car. Delivery of furniture and medical equipment in that building has been a headache ever since.

Key dimensions to specify:

• Clear width and depth of the hoistway
• Pit depth (below the lowest landing)
• Overhead clearance (above the highest landing)

Standard dimensions vary by manufacturer. For example, an Otis Gen2 elevator for a 5-stop building usually requires a hoistway that’s at least 7 feet wide and 6.5 feet deep for a standard car. But confirm this with the manufacturer’s specs—don’t rely on old data.

A tip from experience: Add 6 inches to every hoistway dimension in your initial design. You can always build out false walls in the shaft if needed, but you can’t make it bigger after the concrete is poured.

Checkpoint: Have you sent the preliminary hoistway dimensions to at least two elevator manufacturers for verification before finalizing the structural drawings?

Step 3: Factor in the Electrical and Machine Room Needs

The elevator needs power. And a controller. And sometimes a separate machine room. I’ve seen specs that call for a modern, machine-room-less (MRL) elevator, which doesn’t need a separate room. Great. But then they don’t specify the power requirements for the controller, which is usually mounted inside the hoistway. The electrical contractor runs a standard 220V line, only to find out the controller needs 480V three-phase. That’s a costly change order and a delay.

What to include:

• Power supply: Specify the voltage and phase (usually 480V 3-phase for larger systems, but verify).
• Machine room: Specify whether it’s MRL or traditional. If MRL, confirm the controller can go in the hoistway or a small cabinet. If traditional, specify the room dimensions (standard is 8’x10’ minimum).
• Cooling: Elevator controllers generate heat. In the summer of 2023, I had a client whose elevator kept faulting during the afternoon because the controller room hit 105°F. A $1,500 exhaust fan solved it, but it took three service calls to diagnose.

Checkpoint: Does your spec include a line item for power requirements and machine room ventilation? If not, add it.

Step 4: Write the Service Contract Expectations Into the Spec

Here’s something most people miss. You buy the elevator. Great. But who maintains it? And what happens if it breaks down during the first year of operation? A lot of elevator manufacturers offer an initial service period as part of the installation contract. But I’ve seen specs that don’t mention service at all, leaving the building owner to scramble and sign a costly emergency contract when the elevator inevitably has a hiccup.

Specify in your RFP:

• Warranty period: Typically 12-24 months. But ask for specific coverage on controller boards (common failure point) and door mechanisms.
• Preventative maintenance schedule: Monthly, quarterly? Specify that the contract includes oil changes, belt inspections, and cab adjustments.
• Response time: What’s the guarantee for a shutdown in a building with medical tenants or elderly residents? 2 hours? 4 hours? Write it in.

I had a project where the spec mentioned “standard warranty” and nothing else. At turnover, the owner found out the warranty was parts-only—no labor. The first repair call cost $850 for a 90-minute visit. That owner still grumbles about it.

Checkpoint: Does your spec include a section on post-installation service? If not, add a line like “Contractor to provide a full-service maintenance agreement for 24 months post-installation, covering parts, labor, and a guaranteed same-day response for shutdowns.”

Step 5: Run a Sanity Check on Total Cost Against the Budget

This is where the total cost of ownership comes in. I’ve watched teams choose the cheapest elevator package to save $15,000 upfront, then spend $40,000 over five years on maintenance and extra service calls. The TCO on an elevator is heavily weighted toward installation and the first 3-5 years of operation. The lowest quoted price for the hardware is rarely the lowest total cost.

What to factor into your TCO calculation:

• Installation labor: Is it a fixed price or time-and-materials? Watch for fine print on structural modifications.
• Shipping and logistics: Especially if the job site is in a remote area. I’ve seen a $25,000 elevator quote turn into $32,000 with freight.
• Electrical work: Does the quote include running the power line from the main panel, or is that an add-on?
• Maintenance contract: What does it cover in years 1-3 vs. years 4-5?

A rule of thumb I use: Take the quoted hardware price and add 20-30% for a realistic TCO during the first three years. If that number fits your budget, you’re in a good spot. If it doesn’t, you need to revisit the spec—maybe reduce the car size slightly or choose a simpler controller—rather than cutting corners on quality. That corner-cutting will show up in maintenance costs later.

Checkpoint: Have you calculated the total cost (hardware + install + first 3 years of maintenance) and compared it to your budget? If the cheapest option is 25% less than the industry average, ask why.

Common Mistakes to Watch For

A few things I see crop up repeatedly:

• Skipping the traffic analysis: You end up with undersized cars or too few stops. Tenants hate it.
• Underestimating pit depth: Some hoistways have shallow pits due to existing foundations. Check early to see if a standard elevator fits.
• Ignoring future code changes: Building codes evolve. If you’re doing a major renovation, check if your jurisdiction is adopting new standards for door width or cab lighting. Future-proofing now is cheap relative to a retrofit in 5 years.
• Writing the spec and forgetting it: The spec isn’t a one-and-done document. Review it with the structural engineer, the electrical engineer, and the elevator contractor before it goes out to bid.

That’s the checklist. Five steps. If you hit each one, you’ll avoid the most common problems I see on job sites. And if you catch yourself thinking “I’ll figure that out during construction,” stop. That’s when costs balloon. Set it straight in the spec now.