Elevator maintenance work order template
Elevator maintenance work order template for lift contractors: hours for the visit, door adjustment and alarm test, the lift number and time out of service.
Templates by industry
- Scheduled maintenance visit, lift 2
- Adjust the landing door operator
- Test the alarm and emergency phone
Preparation guide
Example workflow
Plan the job
Example: start with "Scheduled maintenance visit, lift 2", set the scheduled date, assign the technician and note how to access the site.
Do the work
Record the time and materials actually used, including "Test the alarm and emergency phone", and anything found that needs a separate quote.
Sign off and bill
Have the technician and the customer sign the completion lines, then make the invoice from the work order so the lines carry over.
An elevator maintenance work order sends a technician to one lift with a defined list of checks and repairs, and comes back signed with what was done. Building managers use it to show that the lift was serviced on schedule and to see how long it was out of service. This template books the work by the hour, names the lift and the building, and keeps the alarm test on its own line so its result is easy to find later.
Fields to prepare
- Deliverables and line items
- Scheduled maintenance visit, lift 2, Adjust the landing door operator, Test the alarm and emergency phone: describe the work and materials planned for each line, with the time or quantity expected.
- Scheduled maintenance visit, lift 2
- Write the lift number and the building as the maintenance contract lists them; one work order per lift keeps the records clean.
- Adjust the landing door operator
- Record the measured door timing before and after the adjustment, so the next visit has something to compare with.
- Test the alarm and emergency phone
- Note who answered the emergency call during the test and how long it took to connect; that is what managers check.
- Job site and schedule
- Give the job site address, the scheduled date and the person assigned, with any access or safety instructions.
- Time and materials
- Record the hours worked and the materials used on each line, as done rather than as planned.
- Scope to agree
- Identify the lift by its building and number, record when it was taken out of service and returned, and list the faults that need a separate quotation.
Before sending
- Is it clear who does “Scheduled maintenance visit, lift 2”, where and when?
- Are the materials for “Adjust the landing door operator” listed and on site before the job starts?
- Is there a sign-off for “Test the alarm and emergency phone” so the time can be invoiced afterwards?
Show 3 more
- Check the job site address, the scheduled date, who is assigned, and any access or safety instructions.
- Agree with the customer which tasks are included, and note anything found on site that needs a separate quote.
- Have the customer check and sign off the work before you make the invoice.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Hours × rate | Amount |
|---|---|---|
| Scheduled maintenance visit, lift 2 | 1.5 × $95.00 | $142.50 |
| Adjust the landing door operator | 1 × $95.00 | $95.00 |
| Test the alarm and emergency phone | 0.5 × $95.00 | $47.50 |
| Subtotal | $285.00 | |
| Sales tax (8%) | $22.80 | |
| Total | $307.80 | |
Planned work $285.00 before tax, $307.80 with sales tax.
- Hours in total: 3.
- The job follows quotation Q-LF-0412.
- The job is booked 3 days ahead.
What the document must show
These details make a work order easier to approve and to file.
- Work order number and date
- The customer's name and job site address
- Scheduled date and the person assigned
- Each task and the materials needed
- Time or quantity per line, and prices if shown
- Sign-off lines for the worker and the customer
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
Does this work order replace a periodic inspection?
No. Where a lift must also be inspected by an inspection body, that inspection has its own report; keep this work order for your maintenance and repairs.
What do I do with a repair found during the visit?
If it is outside the visit, list the fault in the notes and send a separate quotation; start the repair only once the building manager has approved it.
How is the sales tax worked out on this work order?
The worked example above uses an example rate of 8%: $22.80 on a net amount of $285.00, for a total of $307.80. The editor recalculates all three when you change a quantity, a price or the country.
How does a work order become an invoice?
When the job is done, open the work order and make an invoice from it. The lines, customer and prices carry over, and the work order stays as the record of what was agreed and done.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Elevator maintenance work order template: How to write a statement of work (SOW), with an example and Quote, proforma, invoice, receipt, credit note: which to use. When the job is signed off, record it on the Acceptance certificate template.