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Good communication makes renting easier. Your landlord or property manager is an important part of your off-campus living experience. Knowing how to contact them, understanding how maintenance requests work, and keeping important communication in writing can help you address problems before they become bigger concerns.

Know who to contact.
Ask questions early.
Keep a record.

Start with clear communication

Your landlord or property manager may be the person you contact about repairs, keys, lease questions, parking, or other property-related concerns. Before a problem arises, find out how to reach the right person and what process to follow.

When you move in, make sure you know:

• Who manages the property and who handles maintenance.
• How to submit a repair request and what information to include.
• Which contact method to use for routine questions versus urgent problems.
• What to do if you cannot reach the usual contact during an emergency.
• How to document payments, agreements, and important conversations.

Keep the landlord’s contact details somewhere accessible, not just in an email you might struggle to find when you need it.

As a renter, here’s what you can do

1. Know who to contact
   • Save your landlord’s or property manager’s name, phone number, email, and maintenance contact information. Understand how to report urgent issues, including situations involving loss of essential services or an immediate safety concern.
2. Report problems promptly
   • A leaking pipe, broken lock, pest issue, or malfunctioning appliance may become more difficult to address if left unreported. Describe the problem clearly, explain when it started, and include photos when useful. Follow up if you don’t receive a response.
3. Keep important communication in writing
   • Email or another documented communication method can help you track what was reported, when it was reported, and how the landlord responded. If a conversation happens by phone or in person, consider sending a brief written follow-up to confirm important details.
4. Understand your lease
   • Review the lease before assuming who is responsible for a repair, fee, service, or household task. If the wording is unclear, ask for clarification and consult reliable tenant resources when necessary.
5. Keep records of payments and agreements
   • Save rent receipts, payment confirmations, maintenance requests, inspection photos, and written agreements. A clear record can help if you later disagree about a payment, a repair, or what was promised.
6. Ask questions when something isn’t clear
   • Don’t feel you have to understand every part of renting immediately. Ask about maintenance procedures, access to the property, utilities, lease terms, and other responsibilities before making assumptions.
7. How to report a maintenance problem
   • A useful maintenance request should explain what is happening, where it is happening, when you noticed it, and whether it is getting worse. Include photos if they help show the issue.

Example Maintenance Request

For an immediate danger, such as a fire, suspected gas leak, or other life-threatening emergency, contact emergency services and follow the appropriate safety procedures rather than waiting for a routine maintenance response.

Know your rights and responsibilities in Rhode Island

You don’t have to figure out every landlord-tenant question on your own. Rhode Island provides resources explaining the laws and responsibilities that apply to many residential rental arrangements.

Learn how the rental laws in Rhode Island handle everything from security deposits to termination notices so you can navigate these with ease.

rhode island rental laws

Rhode Island Tenant Rights Checklist

Security Deposits

• Maximum Charge: Landlords cannot legally demand more than one month’s rent as a security deposit.
• Return Timeline: Your deposit must be returned within 20 days of you moving out, providing a forwarding address, and returning the keys.
• Itemized Deductions: If any money is withheld for damages, the landlord must provide an itemized, written list of those damages and the exact cost of repairs within that same 20-day window. Landlords cannot deduct money for normal wear and tear (e.g., faded paint or worn carpets).

Repairs & Essential Services

• The Right to Vital Services: If your rental lacks heat, running water, hot water, or electricity, you must notify the landlord in writing. If the issue isn’t fixed within 3 days, you may obtain the services yourself and deduct the actual, reasonable cost from your next rent payment.
• Minor Repairs ($500 Limit): For other health and safety violations, if the landlord fails to fix the issue within 20 days of written notice, you can hire a professional to make the repair (up to $500), submit the itemized bill, and deduct the cost from your rent.
• Retaliation Protection: It is illegal for a landlord to raise your rent, decrease your services, or threaten eviction because you complained to a housing code official or exercised your legal rights.

Rent Increases & Landlord Access

• Notice for Rent Increases: Landlords must give you at least a 30-day written notice before increasing your rent.
• Right to Privacy: Except in emergencies, landlords must give you at least a 2-day (48-hour) notice before entering your apartment for repairs, inspections, or showings. Entries must occur at reasonable times.

Developed in collaboration with the Rhode Island Center for Justice, HousingWorks RI, and Rhode Island Legal Services, the Rhode Island Landlord-Tenant Handbook explains important landlord and tenant rights and responsibilities.

Rhode Island Landlord-Tenant Handbook

Good communication helps you rent with confidence.

You don’t need to know every answer before moving in. You do need to know how to ask questions, document important conversations, and find trustworthy guidance when a problem arises.

What if something isn’t going well?

Sometimes a repair takes longer than expected, you disagree about a lease term, or you aren’t sure whether the landlord is meeting their responsibilities. A clear, documented approach can help you determine what to do next.

• Review the lease and relevant records. Check the applicable lease section, previous messages, payment records, and any related documentation.
• Explain the issue clearly. Describe the problem, when it began, what you’ve already done, and what response or next step you are requesting.
• Keep a written record. Save your messages and any responses. If you speak by phone, make a note of the date and the key points discussed.
• Follow up appropriately. If you haven’t received a response, send a clear follow-up and refer to the earlier request. For urgent issues, use the appropriate urgent contact method.
• Seek reliable guidance when needed. If you cannot resolve the issue or are unsure of your rights, consult Rhode Island’s official tenant resources or seek qualified legal assistance.

Important: Don’t assume you can withhold rent, deduct repair costs from rent, change locks, or terminate a lease without consequences. Get reliable guidance about your circumstances before taking action.

Know who to contact. Know where to turn.

Save your landlord’s contact information, keep important records, and familiarize yourself with your rights and responsibilities before you need them.

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