New Job Posting Rules Effective January 1, 2026
This is one of the biggest and most important changes affecting Ontario employers heading into 2026. The new requirements apply to any employer with twenty-five or more employees in Ontario on the day the job is posted. These rules only apply to publicly advertised external job postings.
The New Requirements Include:
Mandatory Compensation Disclosure
Job postings must include the expected compensation or a compensation range. The range cannot exceed the equivalent of fifty thousand dollars annually. Employers do not have to disclose compensation if the expected pay is above two hundred thousand dollars annually.
Disclosure Of AI Use in Screening
Job postings must state whether artificial intelligence is used to screen, assess or select applicants. This includes any tool or system that analyzes information to make recommendations or decisions.
Stating Whether the Posting Is for An Actual Vacancy
Employers must confirm whether the job posting is for a current vacancy or if they are building a pool of candidates for potential future roles.
Mandatory Follow-Up for Interviewed Applicants
Within forty-five days of any interview, employers must inform candidates whether a hiring decision has been made. This can be done in person, electronically or through other technology.
Ban On Requiring Canadian Experience
Employers can no longer ask for Canadian experience in job postings or application forms. Confirmation of required licenses or professional credentials is still permitted.
Record Keeping Requirements
Employers must retain a copy of every publicly advertised job posting and any related application form for three years after the posting is removed.
These changes require employers to review and update job posting templates, recruitment processes and record keeping practices well before January 2026.
ESA Posting, Policies and Required Documents
Every January, it is good practice to confirm:
- Your ESA Poster is the most current version and shared with all new hires
- Employment agreements include up-to-date language for vacation, overtime, hours of work, temporary layoff and termination
- Vacation entitlement milestones are correctly documented and tracked
- Remote and hybrid work language reflects current practices
Contracts drafted even a few years ago may no longer meet today’s standards.
Minimum Wage and Rate Reviews
Although minimum wage increases typically happen at other points in the year it is still worthwhile to:
- Confirm all hourly and salaried rates meet or exceed provincial minimums
- Review any special categories such as student rates or homeworkers
- Update salary bands, offer letters and job postings to reflect current requirements
Annual reviews help employers maintain internal consistency and avoid accidental noncompliance.
Disconnect from Work and Electronic Monitoring Policies
These policies remain required for many Ontario employers. January is a great time to ensure:
- The policies are refreshed and reflect actual practice
- Monitoring disclosures match the technology currently in use
- Outdated references or systems have been removed
- Employees have received the most current version
Consistency between written policy and day-to-day operations is key.
Occupational Health and Safety Requirements
Before the year begins, employers should confirm:
- All mandatory health and safety training is current and documented
- Workplace Violence and Harassment policies have been reviewed within the past year
- Joint Health and Safety Committee records and inspections are up to date
- Remote and hybrid employees have access to the required training
A January reset helps build a strong safety foundation for the year ahead.
AODA and Accessibility Commitments
Accessibility remains a priority. Employers should verify:
- AODA training is current for new and existing staff
- Accessibility policies are reviewed and reissued as needed
- Job postings consistently include accommodation statements
- Individual Accommodation Plans are updated when circumstances change
Record Keeping and Documentation Review
January is a natural moment to clean up and organize. Employers should check that:
- ESA required documents are complete and stored properly
- Performance documentation reflects the current year
- Onboarding checklists include 2026 requirements
- Scheduling and timekeeping systems align with ESA standards
- Remote work arrangements are documented
Good records are essential for risk management and operational clarity.
Why These Reminders Matter
A new year brings opportunities for greater consistency, clarity and compliance. Employers who prepare now:
- Reduce risk
- Support fair and transparent practices
- Set the tone for strong employee experiences
- Lighten administrative pressure for managers
Small updates now prevent larger challenges later.
How Ford Keast LLP Supports Employers
We help business owners prepare for the year ahead by:
- Reviewing and updating policies and handbooks
- Refreshing employment agreements
- Conducting HR compliance audits
- Ensuring ESA, OHSA and AODA requirements are fully met
- Supporting managers with communication and implementation
- Aligning HR operations with new legislative requirements
Year-End: Final Thought
January 2026 is an ideal moment to regroup, refresh and strengthen your HR foundation. Whether you need help updating agreements, refreshing policies or confirming compliance, our team at Ford Keast LLP is here to support you.
Start the year confident and prepared. Connect with us to ensure your organization is aligned with the HR obligations and opportunities that 2026 brings.
Helpful Links to Read More
Ontario Regulation 476/24: Rules and Exemptions Re Job Postings
