When to Use This Checklist (And When to Skip It)
Basically, if you're ordering a new KONE elevator or modernizing an existing one, this list is for you. I'm a project coordinator handling elevator procurement and modernization orders for commercial buildings for about 8 years now. I've personally made (and documented) 12 significant mistakes, totaling roughly $18,500 in wasted budget and delay costs. Now I maintain our team's checklist to prevent others from repeating my errors.
This checklist is built for the specification and ordering phase. It's what happens after you've chosen KONE but before the purchase order is final. It won't help you pick between KONE and another brand—that's a different conversation. But if you're moving forward with KONE and want to make sure the paperwork matches what you actually need on-site, start here.
I should add that this is for commercial projects—office buildings, hospitals, hotels. Some details might be different for super high-end residential or unique industrial applications.
The 7-Step Pre-Order Verification Checklist
Alright, let's get into it. There are 7 steps. They look simple, but I promise, skipping any one of them is asking for trouble. I learned that the expensive way.
Step 1: Match the Pit & Overhead Dimensions. Twice.
This is the number one cause of expensive, last-minute changes. The pit depth and overhead clearance in your architectural drawings must match the requirements for the specific KONE elevator model you're ordering.
Here's how to check: Get the KONE technical data sheet for the exact model (like a KONE MonoSpace® 700 or a specific KONE machine room-less elevator model). Don't use a generic spec—get the PDF for the model number. Compare the "pit depth" and "overhead" dimensions on that sheet to the dimensions on your building's section drawings. Measure in millimeters. A difference of 50mm can be a deal-breaker.
My Mistake: In September 2022, I approved an order for a KONE elevator where the architect's drawing showed a 1500mm pit. The model we selected required 1550mm. We caught it after the order was placed. Fixing it meant changing the model, which added $2,100 and a 2-week delay to the timeline. Bottom line: verify the numbers yourself. Don't assume the architect and the KONE sales rep talked.
Step 2: Verify the Door Configuration & Finish
This seems obvious, but it's where aesthetic dreams crash into budget reality. The proposal PDF will list the door type. Your job is to make sure it's spelled out in painful detail.
Checklist for this step:
- Door Type: Is it center-opening? Two-speed? Single-slide? This affects traffic flow.
- Finish: Stainless steel? Brushed or mirror? Laminate? If it's a custom finish, you need a KONE sample approved before ordering. Pantone colors may not have exact matches in metal finishes, so a physical sample is non-negotiable. (Reference: Pantone Color Bridge guide on substrate variation).
- Vision Panels: Size, shape (rectangle, circle), and glass type (clear, frosted, laminated). Watch glass here—clear tempered is standard, but anything else (like low-iron "extra-clear" glass) is usually an upgrade.
I once ordered 6 elevator cars with "stainless steel doors." They showed up with a standard brushed finish. The interior designer had specified a specific #4 brushed pattern. We had to live with it. The mismatch was pretty noticeable in the lobby.
Step 3: Confirm the Capacity & Speed Against Traffic Analysis
Don't just copy-paste the capacity from an old project. The proposal will list a load (e.g., 1600kg / 21-person) and a speed (e.g., 1.6 m/s).
You need to ask: "Is this based on a current traffic analysis for this building?" If the answer is vague, that's a red flag. The traffic analysis determines how many people the elevator needs to move in 5 minutes. A mismatch means long wait times—a constant tenant complaint.
If you're modernizing an existing elevator, this is even more critical. Sometimes you can increase speed with a new motor, but sometimes the shaft limits you. The checklist item is simple: Get the traffic calculation report and confirm the selected model meets the target interval. I don't have hard data on how often this is wrong, but based on our projects, my sense is it gets overlooked in about 20% of orders that aren't for new construction.
Step 4: Scrutinize the "Optional Features" & "Builder's Work" Lists
This is where the real cost hides. The main price is for the elevator. Then there are two lists:
- Optional Features (KONE's scope): Things like advanced destination control, specific cab fixtures, remote monitoring. These are add-ons.
- Builder's Work (Your scope): This is everything KONE doesn't do. It might include the machine room cooling, the final power connection point, the pit drainage, or the lobby finish around the door.
Your job: Print both lists. Go line by line with your general contractor. Who is responsible for each item? A missing item from the Builder's Work list means an unbudgeted cost for you later. In my first year (2017), I made the classic mistake of assuming the pit waterproofing was included. It wasn't. That was a $3,200 surprise for the client that came out of our contingency fund.
Step 5: Lock Down the Maintenance Agreement Terms Before Ordering
This is the step most people ignore, and it's a huge one. The total cost isn't just the elevator price. It's the purchase price plus 20 years of maintenance. You need to think about TCO—Total Cost of Ownership.
Before you sign the equipment order, get the proposed maintenance agreement. Look at:
- Response Time: "24/7" is standard, but what's the maximum response time guaranteed? Is it 2 hours or 4?
- What's Included: Are parts included? All parts, or just wear items? What about software updates for the control system?
- Price Escalation: How does the annual fee increase? A fixed percentage? Tied to an index?
Negotiate the maintenance terms now, when you're buying the equipment. You have way more leverage. We once bought two elevators without doing this. The maintenance quote that came a year later was 30% higher than we'd budgeted. The upside was new equipment. The risk was blowing our operating budget. I kept asking myself: is this new elevator worth potentially having to cut other building services? We had to renegotiate from a weak position.
Step 6: Validate the Installation Timeline & Phasing
The proposal says "20-week delivery." But what does that mean? Is that to the port? To the site? Is installation included in that timeline?
You need a detailed schedule that breaks down:
- Manufacturing lead time
- Shipping time
- On-site installation duration
- Testing and commissioning period
Then, you must phase this with your construction schedule. The elevator installer needs a weather-tight, secure, and powered shaft. If your GC isn't ready, the KONE crew shows up, leaves, and you get a remobilization fee. Calculated the worst case for one project: a 3-day delay in shaft readiness caused a 3-week slip in the elevator timeline because the crew got reassigned. The expected value said to buffer the schedule, and thank goodness we did.
Step 7: The Final "Dumb Questions" Review
Before the PO goes out, I sit down with the proposal and ask the "dumb" questions. Actually, there are no dumb questions here.
- "Does this price include all taxes and duties?"
- "Are there any pending engineering assumptions that could change the price?" (This is big for modernizations).
- "Can we get the 3D BIM model of this exact configuration for clash detection?"
- "Who is our single point of contact during installation?"
This is your last catch-all. Oh, and I always ask for a PDF of the exact maintenance manual that will be delivered. It sets the expectation that documentation is part of the product.
Common Mistakes & How to Avoid Them
Even with a checklist, people—myself included—tend to make the same mental shortcuts. Here's what to watch for:
Mistake 1: Assuming "Standard" Means the Same Thing to Everyone. KONE's standard finish might be different from your architect's standard. Always, always get samples for finishes.
Mistake 2: Not Involving Facilities/Maintenance Staff Early. The people who will run this elevator for 25 years have opinions. What's hard to clean? What parts fail often? Bring them into the review in Step 2 or 3. Their input is gold.
Mistake 3: Focusing Only on Unit Price. I can't say this enough. The cheapest upfront price might come with the most expensive maintenance agreement, or the shortest warranty. You have to look at the total package. A $15,000 savings on purchase could cost you $50,000 more over 15 years in maintenance and energy costs. That's the core of Total Cost of Ownership thinking.
Final Reminder: This checklist is based on my experience up to Q1 2024. KONE's models, options, and policies evolve. Use this as your framework, but verify every single point against the latest documents from your KONE representative. A few hours of careful checking here saves weeks of headaches and thousands of dollars later. Trust me, I've paid the tuition on that lesson so you don't have to.
