Staying on top of workplace laws can be arduous, but it’s crucial for businesses that want to remain compliant and foster a fair, transparent work environment. Is your organization informed and prepared to address upcoming changes to Ontario’s workplace laws?
Ontario is rolling out a series of amendments to its Employment Standards Act (ESA) and Occupational Health and Safety Act (OHSA), with changes slated for implementation throughout 2025 and 2026. Under the Working For Workers Four and Five Acts (Bill 149 and 190), these updates will impact crucial operational processes related to hiring, job postings, record-keeping, and more.
Adhering to legal standards not only safeguards businesses from potential liabilities – and fines up to $100,000 – but also promotes trust and integrity within the overall workforce. To help you prepare, we’ve broken down what’s coming (and when) and what you need to know to avoid any last-minute surprises.
*This blog post provides a general overview of upcoming changes to Ontario’s workplace laws but is not a substitute for legal advice. Employers should review the full legislation or consult a legal expert to ensure they fully understand how these ongoing updates apply to their organization.
Changes Effective July 1st, 2025
Mandatory Employment Information Disclosure
Employers in Ontario with 25 or more employees will be required to provide new hires with specific written information before their first day of work or as soon as reasonably possible.
In keeping with the rest of the upcoming changes, this initiative aims to enhance transparency and ensure that employees are well informed about their employment terms from the outset – absolute ‘musts’ from a record-keeping, compliance, and corporate onboarding standpoint.
This includes, but is not limited to:
- The legal name of the employer and any operating or business names
- Contact information for the employer, including address, telephone number, and relevant contact names
- A general description of the location where the employee will perform work
- The employee’s starting wage, rate, commission structure, etc.
- The established pay period and payday
- A general description of the employee’s initial anticipated hours of work
Washroom Facility Standards
In keeping with new OHSA regulations, employers will be mandated to maintain clean and sanitary washroom facilities. They must keep records of washroom cleanings, including the date and time of the two most recent cleanings. These records need to be posted near the washroom or made available electronically. Sanitary, organized and transparent – check, check and check!
Changes Effective January 1st, 2026
Job Posting Requirements
Employers with 25 or more employees will have to comply with the following regulations when publicly advertising job postings:
- Compensation Disclosure: A ‘hot topic’ for years now, job postings will have to include information about the expected compensation or a range of expected compensation for the position. If a range is provided, it cannot exceed $50,000 annually (for example, $60,000-$110,000). This requirement will NOT apply to positions with expected compensation over $200,000 annually.
- Artificial Intelligence (AI) Usage Disclosure: If AI is used to screen, assess, or select applicants, this practice must be disclosed in the job posting.
- Existing Vacancy Statement: The job posting must indicate whether it is for an existing vacancy.
Prohibition of Canadian Experience Requirements
Employers will be prohibited from including requirements related to Canadian work experience in job postings or associated application forms unless prescribed by law. This measure will promote inclusivity and equal opportunity for all applicants.
Duty to Inform Interviewed Applicants
Employers who conduct interviews for a publicly advertised position will be required to inform applicants within 45 days of the last interview whether a hiring decision has been made. This notification can be provided in person, in writing, or using technology.
Curious as to what defines an interview? While a bit ambiguous, this is either a meeting in person or a tele/video conference where questions are asked to determine if a person is suitable for the position. It does not include preliminary screenings where candidates are then selected for an interview.
Record Retention Obligations
Employers will have to retain records of job postings, associated application forms, and information provided to applicants after interviews for a period of three years. This will ensure accountability and better facilitate compliance audits.
Keeping up with changes in workplace laws might not be the most exciting task, but it’s essential for staying compliant and creating a fair work environment. These updates to Ontario’s ESA and OHSA are all about transparency, fairness, and making workplaces better for everyone. Now’s the time to review your templates – policies, hiring practices, job postings, etc.- to make sure you’re ready when these changes take effect. A little preparation now will go a long way in keeping your business on track!
