How to Communicate Elevator Code Violations to Building Owners Effectively

Quick answer

To communicate elevator code violations to building owners effectively, focus on clarity, respect, and actionable steps. Start by summarizing the issue in plain language, explain the safety or compliance risk, and provide a clear next step—like a recommended fix or timeline. Avoid jargon, stay solution-oriented, and document everything in writing. This approach builds trust and speeds up resolution.

Why clear communication matters

When you find an elevator code violation, how you tell the building owner can make the difference between a quick fix and a drawn-out dispute. Owners aren’t always technical experts. They need to understand not just what’s wrong, but why it matters—and what they need to do next. Poor communication can lead to confusion, delays, or even resistance. But when you frame the issue clearly and respectfully, you help owners act faster and with confidence.

This isn’t just about compliance. It’s about safety, reputation, and trust. A well-communicated violation report shows professionalism and care. It also sets the stage for future inspections and long-term relationships.

Step 1: Prepare before you speak or write

Before you reach out, gather all the facts. Know the exact code section that’s violated, the location of the issue, and any relevant photos or measurements. If the violation is rare or complex, have a simple explanation ready. For example, instead of saying “ASME A17.1-2019, Section 2.26.4.2 is not met,” say “The emergency stop button isn’t accessible from the landing—this could delay response during an emergency.”

Also, consider the owner’s perspective. Are they new to the building? Have they had issues before? Tailor your message to their level of experience. If you’re unsure, assume they know less than you do.

Step 2: Choose the right format

How you deliver the message depends on the situation. For minor issues, a quick email or phone call may be enough. For serious violations—especially those that affect safety—an in-person meeting or formal written report is better. Here’s a simple comparison:

For most violations, a combination works best. Start with a clear email or report, then follow up in person or by phone if needed.

Step 3: Structure your message for clarity and action

A well-structured message answers three key questions: What’s the problem? Why does it matter? What should be done next? Here’s a simple template you can adapt:

1. Opening: State the purpose of your message. Example: “I’m writing to share findings from yesterday’s elevator inspection at 123 Main Street.”
2. Issue: Describe the violation in plain language. Include photos or diagrams if helpful. Example: “The elevator car’s interior lighting is not fully functional. One of the two bulbs is out, which reduces visibility for passengers.”
3. Impact: Explain the risk or consequence. Example: “This violates local code and increases the risk of trips or falls, especially for elderly or visually impaired riders.”
4. Solution: Offer a clear next step. Example: “The bulb can be replaced in about 15 minutes. I’ve attached a list of compatible parts and a recommended technician.”
5. Closing: End with a call to action and offer support. Example: “Please let me know if you’d like help scheduling the repair or have any questions. I’m happy to assist.”

This structure keeps your message focused and actionable. It also shows the owner that you’re there to help, not just point out problems.

Step 4: Use plain language and avoid jargon

Technical terms can confuse or intimidate owners. Instead of saying “The elevator’s governor overspeed switch is non-compliant,” try “The safety device that stops the elevator if it moves too fast isn’t working correctly.” If you must use a technical term, explain it in simple words right after.

Here’s a quick checklist for plain language:

• Replace “non-compliant” with “doesn’t meet the safety rules.”
• Replace “ASME A17.1” with “the national elevator safety standard.”
• Replace “remediation” with “fix.”
• Replace “violation” with “issue” or “problem” when possible.

This doesn’t mean dumbing down your message. It means making it accessible. The goal is to inform, not impress.

Step 5: Handle pushback with patience and facts

Not every owner will respond positively. Some may question the violation, the cost, or the urgency. When this happens, stay calm and stick to the facts. Here’s how to handle common objections:

• “This isn’t a big deal.” Explain the risk in real terms. Example: “Even small issues can lead to bigger problems. For example, a minor misalignment in the door tracks can cause the doors to jam, trapping passengers.”
• “It’s too expensive to fix.” Offer alternatives. Example: “There are a few ways to address this. We could start with a temporary fix to meet the code, then plan for a permanent solution during the next maintenance cycle.”
• “I’ve never had a problem before.” Acknowledge their experience, then explain the code. Example: “I understand the elevator has worked fine for years. But the code exists to prevent rare but serious risks, like equipment failure during an emergency.”

If the owner is still resistant, document the conversation and follow up in writing. This protects both of you and keeps the process moving forward.

Step 6: Follow up and document everything

After you share the violation, set a reminder to follow up. A simple email like this works: “Hi [Name], I wanted to check in on the elevator lighting issue we discussed last week. Have you had a chance to schedule the repair?” This shows you care and keeps the issue top of mind.

Document every interaction. Note the date, time, what was discussed, and any agreements made. This is especially important for serious violations. If the issue isn’t resolved, your records will be crucial for enforcement or legal steps.

When to escalate the issue

Most violations are resolved through clear communication. But if an owner refuses to act on a serious safety issue, you may need to escalate. This could mean involving local authorities, the building’s insurance provider, or legal counsel. Before you do, make sure you’ve:

• Documented the violation and all communications.
• Given the owner a reasonable deadline to fix the issue.
• Offered support or resources to help them comply.

Escalation should be a last resort. But when safety is at risk, it’s your responsibility to act.

How to make your feedback more constructive

Constructive feedback isn’t just about pointing out problems. It’s about helping the owner see the value in fixing them. Here are a few ways to make your message more constructive:

• Focus on solutions. Instead of saying “The fire alarm isn’t connected to the elevator,” say “Connecting the fire alarm to the elevator will ensure it automatically returns to the ground floor during a fire, improving safety for everyone in the building.”
• Highlight the benefits. Explain how fixing the issue will help the owner. Example: “Addressing this now will prevent costly fines and keep the elevator running smoothly for tenants.”
• Offer support. Let the owner know you’re there to help. Example: “I can recommend a trusted technician or review the repair plan with you.”

This approach turns a negative (a violation) into a positive (an opportunity to improve safety and compliance).

Common mistakes to avoid

Even with the best intentions, it’s easy to make mistakes when communicating violations. Here are a few to watch out for:

• Assuming the owner understands the code. Most don’t. Always explain the “why” behind the rule.
• Using a confrontational tone. Phrases like “You’re in violation” can put people on the defensive. Instead, say “I noticed an issue that needs attention.”
• Overloading the owner with information. Stick to the most important points. Save the technical details for the written report.
• Not following up. A single message isn’t always enough. Check in to make sure the issue is resolved.

Avoiding these mistakes will make your communication more effective and less stressful for everyone involved.

Who this approach is for—and who might need more help

This guide is for building inspectors, facility managers, and maintenance professionals who want to communicate elevator code violations more effectively. It’s especially useful for those who work with small or mid-sized buildings where owners may not have in-house technical expertise.

But what if you’re dealing with a rare or complex violation? Or what if you’re short on time and need a quick, reliable fix? That’s where Rare Elevator Code Violations Fixed in 15 Minutes: The Insider Cheat Sheet for Building Inspectors comes in. This ebook is packed with step-by-step solutions for tricky violations, including photos, diagrams, and exact code references. It’s designed to save you time and give you confidence when dealing with less common issues.

If you’re often faced with violations that aren’t straightforward, this resource can help you communicate more clearly and fix problems faster. It’s not a replacement for experience, but it’s a powerful tool for anyone who wants to work smarter.

Putting it all together: A real-world example

Let’s say you inspect an elevator and find that the emergency phone isn’t working. Here’s how you might communicate the issue to the owner:

Email subject: Elevator inspection follow-up: Emergency phone issue at 123 Main Street

Body:

Hi [Owner’s Name],

I wanted to follow up on yesterday’s elevator inspection at 123 Main Street. Everything looked good except for one issue: the emergency phone in the elevator car isn’t working. This is a safety concern because passengers wouldn’t be able to call for help if the elevator stopped between floors.

The fix is straightforward. The phone line may just need to be reconnected, or the handset might need replacing. I’ve attached a photo of the issue and a list of recommended technicians who can help. The repair should take about 15 minutes.

Please let me know if you’d like help scheduling the repair or have any questions. I’m happy to assist.

Best,
[Your Name]

This message is clear, respectful, and actionable. It also leaves the door open for questions, which builds trust.

Frequently asked questions

What’s the best way to start the conversation about a code violation?

Start by stating the purpose of your message and focusing on the issue, not the violation. For example, “I noticed something during the inspection that needs attention” is less confrontational than “You’re in violation of the code.” This approach makes the owner more receptive to your feedback.

How do I explain the urgency of a violation without causing panic?

Focus on the practical impact. Instead of saying “This is a critical safety issue,” say “Fixing this now will prevent bigger problems down the road, like equipment failure or fines.” This keeps the conversation constructive and solution-oriented.

What if the owner doesn’t respond to my message?

Follow up within a week. If you still don’t hear back, try a different format—like a phone call or in-person visit. Document all attempts to contact them. If the violation is serious, you may need to escalate the issue to local authorities.

Should I include photos in my violation report?

Yes, photos are incredibly helpful. They make the issue clearer and harder to ignore. Just make sure they’re well-lit and labeled. For example, “Photo 1: Emergency stop button is blocked by the handrail.”

How do I handle an owner who argues that the violation isn’t a real problem?

Stay calm and stick to the facts. Explain the code requirement and the risk in simple terms. If they’re still resistant, offer to connect them with a technical expert or local authority who can provide more context. Document the conversation for your records.

Is it okay to offer a temporary fix for a code violation?

It depends on the violation. For minor issues, a temporary fix can be a good way to meet the code while planning a permanent solution. But for serious safety violations, a temporary fix may not be enough. Always check the code and consult with a technical expert if you’re unsure.

Final thoughts: Communication is a skill, not a chore

Communicating elevator code violations effectively isn’t just about following a template. It’s about understanding the owner’s perspective, explaining the issue clearly, and offering real solutions. When you do this well, you build trust, speed up resolutions, and make the building safer for everyone.

If you’re dealing with rare or complex violations, having a reliable resource can make all the difference. Rare Elevator Code Violations Fixed in 15 Minutes: The Insider Cheat Sheet for Building Inspectors is designed to help you tackle tricky issues with confidence. It’s not just about fixing problems—it’s about communicating them clearly and getting results.

For most violations, the strategies in this guide will help you communicate more effectively. But when you need a little extra help, don’t hesitate to reach out to colleagues, mentors, or resources like this ebook. The goal is always the same: safer elevators, happier owners, and smoother inspections.

Ready to take your communication to the next level? Get the Insider Cheat Sheet for Building Inspectors here and start resolving violations faster and more effectively.