New Regulations Coming Into Effect for Employers

Employment Information Disclosure Requirements:

­Starting July 1, 2025, a new regulation under Ontario’s Employment Standards Act, 2000 (ESA) will require employers to provide specific employment information to newly hired employees in writing. Employers will be required to share the following information before the employee’s first day of work:

• Employer Details
• Legal name of the employer.
• Any operating or business name if different from the legal name.
• Contact Information
• Address, telephone number, and at least one contact name.
• Work Location
• A general description of the anticipated initial work location.
• Compensation
• Starting hourly wage, wage rate, or commission details.
• Pay Schedule
• Pay period and pay day.
• Work Hours
• A general description of the anticipated initial hours of work.

New Job Posting Requirements Beginning January 1, 2026

­Starting January 1, 2026, employers will need to comply with the following changes under the Employment Standards Act (ESA) for publicly advertised job postings and related recordkeeping. Key updates include:

Job Posting Requirements:

• Compensation Disclosure: Employers must list expected compensation or a range (capped at $50,000 increments). This does not apply to roles with an annual pay exceeding $200,000.
• AI Usage Disclosure: Employers must state if artificial intelligence is used to screen or assess candidates.
• Canadian Experience Prohibition: Postings cannot require applicants to have Canadian experience.
• Vacancy Statement: Employers must disclose if the posting is for an existing vacancy.

Applicant Communication:

• Employers must inform interviewed candidates of hiring decisions within 45 days of the final interview, using in-person, written, or digital methods.

Recordkeeping Obligations:

• Employers must retain job postings, application forms, and candidate communication records for three years after the job posting is removed or information is provided.

Applicability:

• These requirements apply only to employers with 25 or more employees at the time of the job posting.

Next Steps for Employers:

• Employers should review and update hiring policies, job posting templates, and recordkeeping practices to ensure compliance with the new regulations by January 2026.

We encourage operators to begin implementing these changes before the regulations come into effect. To review a complete guide to help you reach compliance with the Employment Standards Act, click on the button below.