Did you know about Ontario’s new job posting requirements?
Starting January 1, 2026, employers in Ontario with 25 or more employees must follow new rules under the Employment Standards Act (ESA).
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.
If you have been keeping up with our recent updates on compliance, this article will summarize all six requirements and provide steps to help you prepare for the upcoming changes.
Here’s a high-level overview of what’s coming.
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:
Employers should carefully review where and how they share opportunities to understand which postings fall under the new rules.
The new Employment Standards Act updates have six rules that every employer in Ontario must follow when posting job openings:
Every job ad posted by a recruiter must include a specific pay rate or a salary range.
The range can differ by no more than $50,000 unless the salary is over $200,000.
This helps ensure fair pay and allows candidates to make informed decisions, reducing pay gaps in various industries.
To check your pay practices, consider doing a compensation audit.
Employers are no longer required to specify Canadian work experience in job ads or applications.
This change promotes fair hiring for immigrants and newcomers, allowing them to be assessed based on their skills instead of their location.
If you use artificial intelligence in automation systems to screen candidates, you must say so in the job posting.
Being transparent about AI helps candidates understand how their applications are evaluated and assessed.
Job postings must make it clear if the position is for an open vacancy or a new role.
This prevents misleading ads and promotes honest communication with candidates.
Employers must inform candidates of hiring decisions within 45 days after their last interview. Ignoring candidates is no longer acceptable.
Following up shows respect for candidates’ time and builds trust.
You can learn more about this new rule in our article.
Record retention is also a new rule.
Employers must keep job postings, candidate applications, and follow-up records for three years after the position closes.
This rule ensures accountability and helps with compliance and policy reviews.
These changes are more than compliance details; they will reshape how businesses approach hiring.
Employers should be prepared for:
For fast-growing companies, these rules will add structure to recruitment but may also expose gaps in compensation strategy or internal processes.
If your organization has 25 or more employees, complying with new rules will soon be a regular part of your HR work.
Smaller businesses should also start preparing now to avoid last-minute issues.
So, start with these steps:
1. Check your current job postings to make sure they follow pay, AI, and experience disclosure rules.
2. Review your salary structures to ensure they are fair and clear.
3. Create compliant templates for job ads, communications, and follow-up messages.
4. Train HR staff and hiring managers on all six ESA requirements.
5. Set up secure systems for storing and keeping recruitment records.
At TROIS Collective, we help small and mid-sized businesses, startups, and growing companies adjust to changes in HR and compliance.
Our team can assist you by:
If you want your business to be prepared before the deadline, contact TROIS Collective today.
Employers with 25 or more employees must share pay information, remove Canadian experience requirements, mention the use of AI in hiring, clarify if the job is still open, follow up with candidates within 45 days, and keep hiring records for three years.
All employers in Ontario with 25 or more employees must follow these rules.
Smaller businesses are not required to comply yet, but they should prepare early to avoid issues later.
Begin by reviewing your current hiring process and job posting templates.
Update salary structures, train your HR team, and set up systems for keeping data safe and records organized.
At TROIS Collective, we provide support to help you adjust to these new rules.
We conduct pay transparency audits, support record-keeping systems, and help your organization create compliant processes, train teams, and adopt best practices that match your brand and culture.
The Ontario 2026 Job Posting Requirements start on January 1, 2026, and change how employers recruit.
These changes aim to promote fairness, inclusion, and better management practices.
Employers who prepare now, especially with help from TROIS Collective, will be ready to hire with compliance.
Get in touch with TROIS Collective to ensure your organization is ready for the 2026 requirements
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