Kansas Reference Laws

Kansas employers may not be sued for providing certain types of reference information.

If you’ve lost your job, you may be concerned about what your former employer will say to companies that ask for a reference. References often make the difference between landing a new job and receiving a rejection letter. If a former employer is giving out false or misleading information about you, it could doom your job search.  

Kansas, like most states, provides legal protection for employers who provide certain kinds of information to prospective employers who ask for a reference. But  if a former employer acts maliciously or otherwise crosses the legal line, and you lose job opportunities because of it, you may have a legal claim.

References and Defamation Claims

To prove defamation, the plaintiff (the person bringing the lawsuit) must show that someone made false and damaging statements about him or her. In the context of employment, defamation claims nearly always focus on statements the employer makes about the employee once the employment relationship ends. Typically, a former employee claims that the employer made false, negative statements about the employee’s performance to a prospective employer who called for a reference, and the prospective employer decided not to offer the employee a job (or to rescind a job offer) because of the poor reference.  (To learn more about defamation claims, see  Defamation Lawsuits: Do You Have a Case Against a Former Employer?)

Kansas Reference Laws

In Kansas, an employer is immune from liability (that is, the employer may not be sued) for providing certain types of information about a current or former employee, upon the request of the employee or a prospective employer. The rules depend on how the information is provided and what information is provided.

Written References

An employer who responds in writing to a written request from a prospective employer has absolute immunity from lawsuits for providing:

  • copies of the employee’s performance evaluations (only those that were conducted while the employee was still employed), and
  • the reason(s) for the employee’s separation, and whether it was voluntary or involuntary.

This information must also be made available to the employee on request.

Absolute immunity means the employer may not be sued for defamation under any circumstances, as long as it provides only the information set out in the statute.

Other References

An employer also has absolute immunity for providing the following types of information, whether in writing or orally:

  • dates of employment
  • pay level
  • job description and duties, and
  • wage history.

An employer that doesn’t limit itself to this list of information enjoys only qualified immunity for providing a reference. In Kansas, an employer that has qualified immunity may not be sued for defamation unless it acts with malice in providing the information. (Typically, malice is defined as providing the information knowing that it is false, and with the intent to cause the employee harm.)

Kansas Service Letter Law

While some employees wish their former employers would keep quiet, some employees face the opposite problem: They want a former employer to provide information, but the employer isn't willing to speak up. Some employers are so fearful of defamation claims that they won't give references under any circumstances.

To remedy this situation, some states have enacted service letter laws. These laws require employers to provide former employees with certain basic information, in writing, about their employment.

Kansas is one of a handful of states that has a service letter law. If a terminated employee makes a written request, the employer must provide a service letter stating the employee’s:

  • job tenure
  • occupational classification, and
  • wage rate.

Getting a Reference

If you want a former employer to provide more information than required by the service letter law, you might consider signing a release: an agreement giving the employer permission to respond to prospective employers who call for a reference, and giving up your right to sue the employer for anything said as part of that process.

However, this makes sense only if you are absolutely certain that the reference will be positive. It may be worth giving up your legal right to sue in exchange for a reference that will help you land a position, but you don’t want to sign away your rights only to find that you have no recourse against a former employer who damaged your reputation and job prospects. For more information, see  Getting Good Job References. For information on your legal rights during the hiring process, see Nolo's articles on  Getting Hired.  

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