In brief
Link the quote to a specific fault or report finding. Ask for the full scope, exclusions, total price and completion plan.
Resolve urgent safety instructions first. Getting another price must not delay required action or extend a defect deadline.
Ask what problem the work solves
Find the lift reference, quote number and the fault or report finding behind the recommendation. Ask the contractor to separate a required repair from a reliability improvement or optional upgrade.
For each item, ask: “What evidence supports this work? What happens if it is deferred? Is there a restriction on use or a deadline, and who set it?” If the work follows an examination finding, clarify its meaning with the examiner.
Act on an instruction to stop use or a defect deadline. A request for another quote does not change those instructions. Ask the competent provider what safe arrangements are needed while decisions are made.
Source: HSE guidance on reports and defects .
Check what the price actually includes
The work and parts
Which component or system will be worked on? Are parts new, repaired or refurbished? Ask what the proposed option delivers and whether any further work is expected.
Your existing cover
Check the maintenance agreement. Ask the provider to identify the clause behind any separate charge, rather than assuming the repair is included or excluded.
The full cost
Confirm parts, labour, travel, access equipment, disposal, testing and any other known charges. State whether VAT is included. Ask what could change the price and who must approve extra work.
Timing and building impact
Separate parts lead time, the attendance date and the expected outage. Ask whether further visits may be needed and how users will be kept informed.
The finished job
Ask what work record, test evidence and any further examination will be provided. Confirm who decides the lift can return to service, and ask for the warranty terms and exclusions in writing.
A quote should make uncertainties visible. “Subject to further investigation” needs a clear explanation of what happens next, the cost of that stage and how a later decision will be made.
Compare the same work
If you seek another quote, give providers the same records and ask them to state their assumptions. One price may be for a targeted repair while another includes a wider upgrade. Ask for the difference to be explained before comparing the totals.
Do not treat a blank answer as “included”. Mark it as a question to resolve. A low headline figure tells you little without the scope, exclusions and likely interruption.
For a costly or unclear proposal, the owner or managing organisation may want an independent competent lift adviser to review the evidence and options. Keep any immediate safety action moving while that review is arranged.
Repair quote review sheet
Record answers from up to two providers, compare the same scope and keep unanswered questions visible. The sheet does not score safety or recommend a supplier.
Lift repair quote reviewChoose Excel to edit, PDF to fill in or print, or CSV for a plain spreadsheet. Add your building details and save a copy on your device.
Why can repair prices differ?
Two quotes can differ because they allow for different parts, labour, access, working hours, testing, warranty or work by other trades. Parts availability and what your maintenance contract already covers also matter.
Ask each provider to separate the known price from allowances and exclusions, explain any alternative parts, and state the VAT basis. A higher price is not proof that work is needed; a lower one is not proof that the same job is included.
Use maintenance costs and budgeting for the annual picture. If the proposal includes a wider upgrade, use repair, modernisation or replacement to compare the options.
Worked example: two prices for different jobs
Fictional management example. The figures are invented, exclude VAT and are not market prices or a recommendation for your lift.
A manager receives a £2,400 proposal for a defined repair and a £6,800 proposal for a wider upgrade. The titles sound similar, so the cheaper quote initially looks better.
- Clarify the difference. The manager sends both providers the same records and asks for itemised scopes. The repair leaves other existing equipment in place; the upgrade replaces more equipment. Neither price alone shows which option meets the building’s needs.
- Complete the cost picture. The first provider confirms £350 of additional attendance and £250 of testing, giving £3,000 excluding VAT. The second confirms those items are already included in its £6,800. Both clarify warranty, downtime and remaining exclusions.
- Resolve the technical question. The manager commissions a defined review of whether the smaller scope addresses the documented fault and what remains uncertain. The review supports the targeted repair for this fictional case, with a separate future condition review.
- Record the decision. Approval names the revised £3,000 quote, agreed scope and completion evidence. Any restrictions on use remain until the competent provider confirms the appropriate next step.
What this shows: compare the work and evidence before comparing totals. In another case, the wider scope could be justified. This example does not establish a saving or favour the cheapest option.
For an unclear proposal, see how to brief a second opinion.
Ask for a clearer written quote
Ask for a clearer repair quote
Copy this wording and replace the square brackets with your details.
Subject: Clarification of repair quote [number] — [building / lift reference]
Before we make a decision, please clarify:
1. Which fault or report finding does this work address, and what evidence supports the recommendation?
2. Are there restrictions on use or a required completion date? Please identify who set these and the relevant report or written advice.
3. What parts and work are included? What is excluded or still uncertain?
4. What is already covered by our maintenance agreement, and what is being charged separately?
5. What is the total price, including the VAT position, access costs, testing and other known charges? How will any extra work be approved?
6. What are the parts lead time, earliest attendance and expected time out of service?
7. What completion records, warranty and any further examination or checks are included?
Please identify any unanswered points and provide an updated written quote where the scope or price changes.
This request is not an instruction to proceed and does not extend any safety deadline. Please flag urgent matters immediately to [responsible contact].
Download message template (TXT) ↓Record the decision and close the job
- Confirm authority. Who can approve the cost, access arrangements and any extra work?
- Identify the accepted quote. Record its number, version, scope, price and agreed exclusions.
- Agree the plan. Record the intended dates, building contact, outage communications and approval process for changes.
- Collect the evidence. Obtain a work record and the agreed completion documents. Confirm return-to-service arrangements with the competent provider.
- Close the original action. Link the completion evidence to the fault or report finding, and keep any follow-up work open.
If an examination report prompted the repair, ask the examiner what confirmation or further examination is needed. A settled invoice is a payment record; it may not tell you what was put right.
Use the existing report action log to track the repair through to completion.
Sources & scope
HSE · Thorough examinations and inspectionsSource links checked on 16 October 2026. The templates and steps are practical management aids. HSE guidance supports the safety and records points; it does not endorse these worksheets. Confirm the arrangements for your building with the relevant competent provider. This guide supports a procurement decision; it does not assess a technical proposal or interpret a particular contract. Worked example added 19 October 2026: fictional editorial material, not a real case, market-price evidence or a technical diagnosis.