Ontario’s New Job Posting Requirements: What Employers Need to Know for 2026

Did you know about Ontario’s new job posting requirements? 

Beginning January 1, 2026, employers in Ontario will need to follow new rules when posting jobs publicly. 

These new requirements apply to employers with 25 or more employees. 

Smaller organizations are not yet affected, but as your business grows, it’s important to plan for compliance early.

For many companies, especially small businesses, startups, and scale-ups, where hiring practices may be less formalized, these changes will require thoughtful preparation. 

Here’s a high-level overview of what’s coming.

What Counts as a Publicly Advertised Job Posting

The law applies to job postings that are shared externally with the general public. 

This includes postings on job boards, company websites, or through recruiters. However, some postings are excluded:

• General recruitment campaigns that don’t advertise a specific role
• “Help wanted” signs without role details
• Internal postings for current employees only
• Roles outside Ontario (or partly outside Ontario, if the Ontario work is not a continuation of the out-of-province work)

Employers should carefully review where and how they share opportunities to understand which postings fall under the new rules.

Key New Requirements

Employers will need to update their job postings and hiring practices to meet these standards:

1. Compensation Transparency

Employers must list either the expected pay or a salary range. 

If using a range, the gap between minimum and maximum cannot exceed $50,000. 

Positions paying over $200,000 annually are exempt.

2. Ban on Canadian Experience Requirements

Employers cannot require Canadian work experience in postings or applications.

3. AI Disclosure

If artificial intelligence is used to screen, assess, or select applicants, this must be disclosed in the posting.

4. Vacancy Disclosure

Job postings must indicate whether they are for an existing vacancy.

5. Interview Follow-Up

Employers must inform interviewed candidates of the hiring decision within 45 days of the last interview.

6. Record Retention

Employers must keep copies of postings, applications, and follow-up communications for three years.

Why This Matters for Employers

These changes are more than compliance details; they will reshape how businesses approach hiring. 

Employers should be prepared for:

• Greater transparency in pay practices, both for candidates and current employees
• Increased scrutiny of hiring processes, including the use of technology and AI
• The need for clear communication with candidates and employees to avoid confusion or frustration
• Operational changes to ensure timely follow-up and proper record-keeping

For fast-growing companies, these rules will add structure to recruitment but may also expose gaps in compensation strategy or internal processes.

How Employers Can Start Preparing Now

Although the requirements take effect in 2026, businesses should use 2025 to:

• Audit current job postings for compliance gaps
• Review compensation structures and internal equity
• Build or refine job posting templates with the new requirements
• Train hiring managers and recruiters on what can and cannot be included in a job posting
• Develop systems to track interview follow-ups and maintain records
  

How TROIS Collective Can Help

At TROIS Collective, we work with small-to mid-sized businesses, startups, and scale-ups to navigate complex HR and compliance changes. 

We can help you:

• Understand how the new rules apply to your hiring practices
• Build compliant job posting templates and recruitment processes
• Conduct compensation reviews to address risks before postings go live
• Develop communication strategies to maintain employee trust and engagement

Conclusion

The new job posting requirements under Ontario’s Employment Standards Act are an opportunity to strengthen transparency, fairness, and employer brand, but only if approached with care and foresight.

Whether you’re already at 25 employees or preparing to scale, it’s critical to build compliant processes now. 

Reach out to TROIS Collective. We can help you stay ahead of these changes.