Many people want to know how to hire an employee in Ontario without missing any important steps.
Yes, hiring your first employee is an exciting milestone, but it also brings legal and administrative responsibilities that you need to handle correctly from the start.
That’s why it comes with a learning curve of employment standards, setting up payroll, and creating a good onboarding process.
But knowing how to hire an employee in Ontario helps you avoid costly mistakes.
So let’s start.
At TROIS Collective, we help small and medium-sized businesses with HR solutions that make your work easier, so you can focus on running your business.
We have created a guide that walks you through the entire hiring process in Ontario, with practical steps to follow.
Let’s pause posting a job or starting interviews, and go back to basics by making sure you understand the laws that apply to employment in Ontario.
The Employment Standards Act (ESA) sets the basic rules for things like:
Now that you're an employer, you also need to follow these laws:
Learning these rules early helps you keep your hiring process fair and within the law.
To legally hire an employee in Ontario, you must be registered with the Canada Revenue Agency (CRA).
So, you’ll need to:
When you fail to register properly, it can cause penalties, interest charges, and compliance audits.
If you don't feel comfortable doing this by yourself, you can always ask HR for support from experts.
A common hiring mistake is not clearly defining the role.
Before you start recruiting or reach out to an agency, make sure you decide on the following:
From our experience, clear job descriptions help attract better candidates and lower the chance of performance problems later.
They are also important for remaining compliant and managing employee performance.
If you are advertising a job in Ontario, make sure your posting follows the Ontario Human Rights Code.
Do not include:
Instead, highlight the skills, experience, and qualifications needed for the job.
In Ontario, many employers find candidates through job boards, LinkedIn, employee referrals, or HR partners.
Interviews should be structured, consistent, and legally compliant:
Reference checks are strongly recommended, especially for roles involving trust, finances, or leadership.
Written contracts are not required by law in Ontario, but from our POV, it’s a good idea to have them. A good employment agreement usually covers the following points:
If a contract is poorly written, employers could face serious problems if they need to end someone’s employment, especially under the new rules.
It is wise to have an expert review your contracts.
After your new employee accepts the job offer, make sure to set up payroll correctly right from the start.
Most Ontario businesses use payroll software or hire outside help for payroll to reduce mistakes and stay compliant.
Most Ontario employers need to register with the Workplace Safety and Insurance Board (WSIB) within 10 days after hiring their first employee.
WSIB provides:
If you don’t register, you could face penalties and have to pay premiums for past coverage.
When you hire someone in Ontario, you need to collect and keep certain records, such as:
Hiring isn’t finished on the first day.
Good onboarding helps employees stay longer, work better, and feel more involved. This includes:
In Ontario, you also need to give employees specific ESA posters and get them to acknowledge your policies.
Many employers unintentionally create risks during the hiring process. Here are some common mistakes:
These mistakes can lead to fines, legal issues, or damage to your business’s reputation.
At TROIS Collective, we help Ontario employers at every stage of the employee lifecycle, from hiring to retention. Schedule a meeting with us!
You need to follow these steps to meet all legal requirements:
As an employer, you must withhold and send in three main deductions from each employee’s paycheck:
It’s strongly recommended to use a written contract to protect yourself.
If the contract does not clearly state the rules for termination notice or severance, the employee could be entitled to "Common Law" notice, which is often much more costly than the minimums set by the ESA.
The Occupational Health and Safety Act (OHSA) and the Accessibility for Ontarians with Disabilities Act (AODA) require employers to make sure all new employees complete the following training:
(AODA training is mandatory only for public-facing roles and WHMIS if hazards apply)
Hiring an employee in Ontario involves more than just filling a position.
If you are about to hire your first employee or grow your team, starting with the right process is key.
Do you need help hiring in Ontario?
Working with our experienced HR professionals can save you time, reduce risk, and help your business grow.
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