Starting January 1, 2026, new Ontario interview follow-up rules will begin under the Employment Standards Act (ESA).
These rules require employers to notify candidates of their hiring decisions within a specific timeframe.
This change ensures that every candidate knows the outcome after their interview.
If your business is growing, and you want to be ready for these changes, now is the time to prepare.
In this article, we will explain the new Ontario interview follow-up rules, their importance, and how to comply.
The new hiring rules require employers to share their decisions within a set timeframe. This ensures that every candidate knows the outcome of their interview.
The law applies to employers with 25 or more employees.
They must inform candidates whether they got the job or not within 45 days after the last interview for a job that was publicly advertised.
Employers can no longer remain silent; they must give a clear “yes” or “no.”
This change is an important step toward fairer hiring practices, even if you work with an Outsourcing HR agency.
To see how this fits into your HR compliance plan, book an appointment with TROIS Collective.
We also recommend checking out our guide on What Is an HR Audit? This will show you how regular audits help businesses keep up with new employment rules.
A "hiring decision" means the employer has either filled the position or decided not to move forward with that applicant.
Employers must clearly tell applicants whether they were selected or not.
This all comes down to how you communicate, and to improve that, check out how to implement a performance management process and our guide on internal communication.
For many organizations, this isn’t just a legal update; it’s a change in thinking.
Following up quickly after interviews shows respect for candidates’ time and effort.
Under the new rules, failing to communicate can lead to compliance problems, penalties, and a damaged employer reputation.
But clear communication in hiring can also:
As you improve your hiring strategy, read about employee retention strategies to link your follow-up process with long-term engagement goals.
Employers should use the rest of 2025 to update their internal systems and train their teams for compliance.
We recommend you to:
1. Map your interview process
2. Set internal deadlines to make sure all updates happen within 45 days.
3. Standardize email templates and write consistent messages for both successful candidates and those who are not.
4. Track candidate progress by using an ATS or a shared HR tracker.
5. Train hiring managers on the new requirements and why they matter.
If you don’t have a whole HR department, consider using Fractional HR support to implement these new changes.
But keep in mind that following the interview follow-up rules in Ontario can help avoid fines and provide long-term benefits.
Balancing compliance needs with empathy not only meets obligations but also fosters a stronger workplace culture.
At TROIS Collective, we help growing businesses create recruitment processes that follow the law and focus on candidates.
Our HR experts can:
These new rules are not just about following the law; they aim to make hiring clear and respectful.
To get ready for 2026, contact TROIS Collective for personalized support.
As always, systems save us time and improve our jobs.
So, take a look at the checklist for the new rule:
For additional help, follow the best human resources strategies.
All employers in Ontario with 25 or more employees must give hiring updates within 45 days after the last interview.
They may face penalties under the Employment Standards Act and could hurt their reputation with jobseekers.
Not yet, but setting up these systems now will make it easier to grow later.
Yes. HR software or ATS tools can automatically send reminders and updates.
To make hiring fairer and more transparent, while protecting candidates' rights.
TROIS Collective provides services to support interview follow-up compliance and other HR requirements.
Starting January 1, 2026, employers in Ontario with 25 or more employees must let candidates know their hiring decisions within 45 days.
This rule promotes fairness, boosts employer branding, and improves the candidate experience.
To get ready for this change, contact us.
Make sure to also read:
