A Kansas rental application gives landlords from Wichita to Overland Park a reliable way to evaluate renters while following state landlord-tenant laws. Using a well-structured rental application template keeps the process organized and moving forward, especially in areas with strong rental demand and fast-moving markets.
Before collecting applications, review your rental application form to ensure it covers every key detail. Clear, complete information helps you make faster, more confident leasing decisions.
Information to Collect
A well-structured Kansas rental application gives landlords the details they need to make informed leasing decisions. Some of the most critical pieces of information to collect include:
- Applicant names, co-applicants, co-signers, date of birth, Social Security number, email, phone number, and emergency contact
- Employment, income, and rental history
- Smoking status
- Personal and professional references
- Current and previous addresses
- Pet or animal information
- Vehicle details
Because rental applications involve collecting sensitive personal data, federal law outlines what landlords can ask, how they can ask it, and how they may use that information when making decisions.
Quick Guide to Screening a Tenant
The steps below outline a practical approach to tenant screening that samples the key elements of responsible applicant evaluation.
1. Pre-Screen
Before sharing your Kansas rental application, use a short pre-screening questionnaire to gauge whether an applicant meets your basic criteria.
Pre-screeners usually ask for:
- Contact details
- Desired move-in date
- Number of occupants
- Employment status
- Income level
- Self-reported credit score
- Smoking status
- Pets or animals
Pre-screeners are a quick way to narrow your lead pool, but they’re not a replacement for a more robust, comprehensive rental application.
2. Conduct Showings
Schedule private appointments or host open houses to meet prospective tenants and show the rental in person. This step gives Kansas landlords a chance to make personal connections and gather insights that go beyond the paper or online application.
3. Distribute and Collect Applications
Once an applicant shows interest in the property, provide the Kansas rental application and clearly explain any non-refundable fees upfront. Using a free online rental application platform is faster, more secure, and easier to manage.
Kansas Application Laws
Kansas follows federal fair housing guidelines, so landlords rely on federal law to determine what they can ask and how they can use that information during the rental application process.
Source of income: Kansas does not have statewide protections for lawful sources of income.
Criminal history: Kansas does not restrict how landlords consider criminal history. Landlords can do their own criminal background check, but they must apply the criteria consistently.
Eviction history: There are no state laws limiting how Kansas landlords review past eviction filings.
Sexual orientation & gender identity: Kansas does not have statewide protections for sexual orientation or gender identity in housing.
Portable tenant screening reports: Kansas law does not require landlords to accept portable tenant screening reports; doing so is at the landlord’s discretion.
Pets, ESAs, and Service Animals
While landlords can set their own pet policies, they cannot discriminate against applicants with service animals or Emotional Support Animals (ESAs).
Pet information: Ask applicants to indicate whether they have pets, ESAs, or service animals. Request basic details (species, breed, size, etc.) to keep records clear.
Fair Housing Act: Federal law protects applicants who use ESAs or service animals. Landlords may not charge pet rent, pet deposits, or other fees for these animals, and they cannot deny housing based on the animal’s breed or size.
Federal Application Laws
Kansas doesn’t have additional state-level screening requirements beyond federal law, so landlords must follow the core federal regulations governing how to collect and use rental application information.
Fair Housing Act (FHA): Federal law makes it illegal to discriminate against applicants based on race, color, national origin, religion, sex, familial status, or disability (42 U.S.C. § 3601).
Fair Credit Reporting Act (FCRA): Landlords must obtain written permission before running credit checks. If you deny an application because of credit information, issue an adverse-action notice that includes details about the reporting agency (15 U.S.C. §§ 1681-1681x).
Equal Credit Opportunity Act (ECOA): Bars discrimination against applicants who receive public assistance and governs how credit data can be evaluated during the screening process (15 U.S.C. § 1691).
Americans with Disabilities Act (ADA): Landlords must provide reasonable accommodations to applicants and tenants with disabilities (42 U.S.C. § 1210).
4. Use a Third-Party Screening Service
Using a trusted tenant screening service helps Kansas landlords streamline the application process while meeting federal requirements. Third-party platforms let you run background, credit, and eviction checks securely without handling sensitive data directly.
5. Check Application References
In Kansas, thorough reference checks give landlords valuable insight into an applicant’s reliability and rental history. Ask questions such as:
- Would you rent to this tenant again?
- Did the tenant miss any rent payments?
- What was the tenant’s monthly rent amount?
- How well did the tenant care for and maintain the property?
- Did the tenant ever violate lease terms or receive warnings about doing so?
6. Approve or Deny Applications
When accepting multiple applications in Kansas, apply consistent, objective criteria to make fair, well-documented decisions.
- Rental history: Review each applicant’s rental history closely. If someone is new to renting or has limited experience, consider requiring a co-signer.
- Rent-to-income ratio: Aim for rent that falls below 30% of the applicant’s gross monthly income. The rent-to-income ratio is a key measure of financial readiness.
- Credit score: Look for credit scores in the 600 to 670+ range, or set reasonable minimums that reflect your property and market conditions.
- Fact-check rental applications: Review all details carefully and deny applications that contain false, incomplete, or misleading information.
Denial Process
When denying a Kansas rental application, landlords should follow a transparent, well-documented process to stay compliant with fair housing laws and minimize the risk of disputes.
Denial notice: Kansas law doesn’t require landlords to issue a formal tenant rejection letter, but providing written notice promotes transparency and helps protect against disputes.
Credit/Background denials: If a landlord in Kansas denies an application based on credit or background information, the FCRA requires an adverse action notice.
Document storage: As a landlord or property manager, keep any denied applications and related screening records for at least 3 years to defend against potential discrimination claims.
Avoiding Fraud
Rental application fraud can happen anywhere, and Kansas is no exception. Taking a few extra verification steps upfront helps landlords protect their properties.
- Run through screening checks.
- Verify identity and documents.
- Confirm employment and income.
- Check with previous landlords.
- Watch for red flags such as rushed submissions, incomplete forms, or unverifiable information.
Kansas Rental Application FAQs
What is required to rent an apartment in Kansas?
Applicants must submit a completed rental application, pay any required fees, and provide identification and proof of income. Landlords may also request consent for credit and tenant background checks.
Do you have to pay to submit a rental application?
Yes. Kansas landlords may charge a non-refundable application fee, provided they disclose it upfront.
What are the reasons a rental application can be denied?
Landlords may deny applications for insufficient income, poor credit, adverse rental history, false information, or disqualifying background check results.
How long does a landlord have to make a decision about a rental application?
Kansas law doesn’t set a specific timeline, but most landlords make decisions within a few days of an application.
