How to Document Existing Damage at Move-In in Rhode Island

Moving In: Inspections & Disclosures Rhode Island published: June 21, 2025 Flag of Rhode Island

Moving into a new rental in Rhode Island is exciting, but it’s essential to document any existing damage before you settle in. Taking this step at move-in helps you avoid responsibility for prior issues and increases your chances of getting your full security deposit back. This guide explains your rights, helpful forms, and best practices under current Rhode Island law.

Why Document Existing Damage at Move-In?

When you move into a rental, you’re responsible for any new damage that occurs during your tenancy. Thoroughly noting pre-existing issues protects you from unfair charges at move-out. Rhode Island law ensures renters have the right to review and dispute property condition reports.

Your Rights as a Renter in Rhode Island

The Rhode Island Residential Landlord and Tenant Act provides key protections when you’re moving in:

  • Security deposit returns: Landlords can only deduct for damage beyond normal wear and tear.
  • Move-in inspection: While not always required, both parties benefit from a jointly completed inspection.
  • Inventories and disclosures: You may request the landlord to provide a written inventory or make your own if one isn’t offered.[1]

For full details, visit the Rhode Island Housing: Rental Housing Laws & Rights page.

How to Document Damage: Step-by-Step

Thorough documentation is the renter’s best defense for their security deposit and peace of mind. Here’s how to protect yourself:

  • Inspect the rental thoroughly before moving in. Look for scratches, stains, appliance damage, and anything out of order.
  • Take date-stamped photos or videos of every room, focusing on any existing damage.
  • Use a written move-in checklist: If your landlord provides an inspection form, use it. If not, consider using the commonly accepted RI Housing Move-In/Move-Out Condition Checklist.
  • Ask your landlord to inspect together. Both parties should sign and date the checklist for accuracy.
  • Keep copies of all forms and photos with your rental records.

Official Forms for Rhode Island Renters

  • Move-In/Move-Out Condition Checklist (RIHousing Form, no number): Use before move-in to record the unit’s condition. Example: If you notice a broken blind, note it on the form and photograph it. Get your landlord’s signature if possible. Access the checklist here.
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What Happens After You Submit a Damage Checklist?

If you return a signed checklist to your landlord, keep a copy for your records. At the end of your lease, the final inspection should reference this initial documentation. Any disputes about security deposit deductions can be resolved using your evidence.

The Rhode Island District Court Landlord and Tenant Division oversees disputes between renters and landlords, including security deposit issues and rental condition disagreements.[2]

Tip: If your landlord refuses to do a walk-through, complete the process yourself, mail a copy to your landlord, and keep proof of mailing.

Frequently Asked Questions About Damage Documentation

  1. Can my landlord hold me responsible for damage that was there when I moved in?
    Not if you thoroughly document the damage at move-in and notify your landlord promptly. Keep records for your protection.
  2. What if my landlord doesn’t provide a move-in checklist?
    You may use the RIHousing Move-In/Move-Out Condition Checklist or create your own. Share a signed copy with your landlord.
  3. How do I dispute a security deposit deduction for existing damage?
    Gather your checklist, photos, and any correspondence. If needed, file a claim with the District Court using your documentation as evidence.
  4. Is normal wear and tear deducted from my deposit?
    No. Rhode Island law only allows deductions for damage beyond normal wear and tear.
  5. Who do I contact if I need legal help as a Rhode Island renter?
    You can reach out to Rhode Island Housing or the District Court's Landlord and Tenant Division for support (see resources below).

Key Takeaways for Rhode Island Renters

  • Inspect and document all existing damage on move-in day.
  • Use an official or detailed checklist and keep copies.
  • Your initial records are essential if there’s a dispute over your security deposit.

Protecting yourself from unfair charges is as simple as careful documentation and communication—don’t skip it!

Need Help? Resources for Renters

  1. See § 34-18-19 of the Rhode Island Residential Landlord and Tenant Act – Security deposits
  2. Rhode Island District Court Landlord and Tenant Division – Official Dispute Process

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Bob Jones
Bob Jones

Editor & Researcher, Tenant Rights USA

Bob writes and reviews tenant law content for various regions. They’re passionate about housing justice and simplifying legal protections for renters everywhere.

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