Elevator Licensing and Licensed Inspector — What the Building Owner Must Know and Do

The elevator is one of the few systems in a building in which a fault can turn into a danger to life within seconds — which is why the regulation around it is among the strictest in Israel. An office-building owner bears personal responsibility for ensuring the elevators are inspected and maintained on time, and the consequences of neglect are legal, not just operational. From my experience as an active building manager: this is not a "service you handle once every six months" — it requires ongoing monitoring, precise documentation and supervision of the maintaining party.

The regulatory framework: what exactly are we talking about

In Israel, the supervision of elevators rests on the Safety at Work Regulations (Elevators) and on requirements set under the Safety at Work Law. The relevant supervisory body is the Institute for Occupational Safety and Hygiene and a certification authority for inspectors. These regulations require two layers of maintenance: ongoing monthly service by the elevator company's technician, and a periodic inspection by a licensed inspector — an independent party unconnected to the maintenance company.

It is important to understand: a contract with an elevator company does not replace the obligation for a licensed inspection, and does not transfer the liability away from you as the property owner.

The two mandatory layers of maintenance

Monthly service by the elevator company's technician

Once a month, a technician on behalf of the maintenance company arrives for an ongoing check. The service usually includes: lubrication of moving parts, checking the condition of the cables and the wear of the brakes, examining the safety systems (including the overload limiter, floor sensors and doors), and checking the emergency telephone in the car — which is one of the items often forgotten but critical to the law.

From experience: in office buildings with high traffic, once a month may be less than what is actually needed. When the elevator works hard — it wears out faster. It is recommended to agree with the elevator company on indicators that will trigger an increase in service frequency.

The monthly service is documented in the elevator logbook — a document usually located in the machine room or by the elevator car. Without documentation — the service was not performed, in legal terms.

Licensed inspector's inspection — every 6 months

In addition to the monthly service, a licensed elevator inspector — an independent party trained and approved for it — performs a periodic safety and function inspection. The guiding rule is clear: an elevator that has not passed a valid inspection by a licensed inspector in the preceding six months must not be operated. An inspection that has expired — the elevator is not supposed to operate until a new inspection.

The licensed inspector produces a report detailing defects by severity level. Substantive defects require treatment before resuming operation; minor defects — within a set period of time. Merely receiving the report is not enough: you must ensure the defects are actually closed out, and document the closure.

From my experience: many times the elevator company and the licensed inspector report different findings. This is legitimate — these are different points of view. The more findings there are in the inspector's report that the maintenance company did not identify, the more it is worth examining the quality of the monthly service.

What exactly the building owner's responsibility is

The responsibility for ensuring the elevator is inspected and maintained on time rests on the building owner or whoever manages the property on his behalf. "Holding a contract" with an elevator company is not enough and does not transfer the liability away from you.

The actual list the building owner is responsible for:

• Ensuring the monthly service is performed and documented — not just that "they showed up."
• Coordinating and tracking the licensed inspector's inspection every 6 months without exception.
• Ensuring that defects raised in the inspection are closed out before resuming operation (substantive defects) or within the set deadline (minor defects).
• Keeping the elevator logbook and the licensed inspector's reports within reach.
• Ensuring that a valid certificate is displayed in the elevator car or the lobby, as required.

In the event of an accident, the absence of a valid inspection, a documented defect that was not addressed, or a lack of documentation — all of these may establish personal liability of the building owner, even if a maintenance contract exists.

Documentation — the best defence there is

Orderly documentation is the proof that the building managed the elevators responsibly — and it is the first document examined in the event of an incident, by the authorities, insurance and lawyers. The four critical items to keep:

• An up-to-date elevator logbook with the date and details of every monthly service.
• Licensed inspector's reports including the date of the next required inspection.
• Documentation of the closing out of defects — it is not enough to receive a list of defects; you need confirmation they were closed.
• An up-to-date valid certificate in a visible location in the elevator car or the lobby.

In a building with several elevators, it is recommended to keep a single tracking table that consolidates all the elevators, the dates of the last and next inspections, and the status of the open defects — do not rely on memory. See more on the maintenance standards in elevator maintenance in office buildings.

What lies beyond the semi-annual inspection

The licensed inspector's inspection and the monthly service are the legal minimum bar — but an active office building requires additional attention:

• Emergency telephone in the car: an active connection to a manned 24/7 centre. This is checked in the monthly service — but it is worth also checking it in practice from time to time: pick up the receiver and verify there is a human answer.
• Passenger rescue procedure: who calls, who they call, how long it takes. A stranding without a clear procedure leads to pressure, complaints and sometimes liability too.
• Accelerated wear in high-load buildings: an elevator in a crowded building wears out faster than the specification. A minimal service frequency may not be enough — it is worth agreeing on clear indicators that will trigger additional service.
• Accessibility and escape routes: a shut-down elevator may harm the building's accessibility and the escape routes for people with mobility disabilities — a consideration that should be included in the management plan.
• Updating ageing components: old elevators may contain components whose replacement is no longer available to purchase. It is worth checking with the elevator company what the "age of the components" of the elevator is and what should prompt action before a failure.

Liability and sanctions — beyond a fine

A building owner's exposure regarding elevators does not end with an administrative fine. Operating an elevator without a valid inspection is a violation that may lead:

• To administrative and criminal proceedings — particularly if an injury occurred.
• To full civil liability, including personal liability of the manager/owner.
• To rejection of an insurance claim — insurance companies examine whether the elevator was operated with a valid inspection. If not — they may reject the coverage.

From experience: "saving" on an inspection or postponing treatment of an identified defect is a gamble with disproportionate risk. The cost of the inspection is orders of magnitude lower than the legal exposure, and even more so relative to human injury.

The only way to manage this with peace of mind is documentation and a schedule defined in advance: knowing at every moment when the next inspection is, and ensuring defects are closed out immediately — not "next time."

How to choose and supervise an elevator company

The quality of the maintenance depends directly on the company that performs it, and the building owner bears responsibility for this choice too. A good elevator company provides:

• Defined response times for strandings — including non-business hours.
• A manned centre for the emergency telephone in the car — not a voice mailbox, but a human answer.
• An orderly service logbook and transparency regarding parts that require replacement.
• Advance notice of the licensed inspector's inspection dates — not that you have to remind them.

It is important to ensure that the monthly service is actually performed and documented — and not just "ticked off" in the logbook. A common mistake: relying on the fact that the company shows up because "we pay them." A short conversation with the technician at the end of every visit, and a check of the logbook, are the difference between supervision and the illusion of supervision.

In a building with several elevators against one company, a managerial party that consolidates the inspection schedule, ensures the closing out of defects and examines the supplier's performance turns maintenance from something you hope is happening into something you know is happening.

What to do when an elevator is shut down

When an elevator is shut down — whether because the inspection expired, because of a safety defect, or because of a fault — the correct procedure:

1. Clear and safe closure from use — signage, locking of doors, notice to residents/tenants.
2. Immediate coordination with the elevator company for repair or a licensed inspector's inspection, according to the cause.
3. Documentation: what the cause is, when it was shut down, who was notified, when the treatment is planned.
4. Notice to those with limited mobility and planning of an alternative — a high-rise building must ensure accessibility even during a shutdown.

From experience: silence does not work. People who arrive at the building and find a shut-down elevator with no explanation quickly turn into a complaint — and sometimes into a report to the relevant authority. Proactive, clear notice with an estimated time — saves a lot.

At Domera we schedule the licensed inspector's inspections in advance and supervise the elevator company, so that no "expired elevators" are created. Get a quote for managing the systems maintenance in your property.