New Ontario Job Posting Rules: What Employers Need to Know
Ontario employers will soon need to adjust how they advertise open roles. Amendments to the Employment Standards Act (ESA), introduced through the Working for Workers Four Act, 2024 and Working for Workers Five Act, 2024, introduce new job posting requirements that come into force on January 1, 2026.
If your organization hires in Ontario, now is the time to understand what’s changing and how to prepare.
Who Do the New Rules Apply To?
The new job posting requirements apply to employers with 25 or more employees. The employee count is assessed on the day a job is publicly advertised, not averaged over the year.
What Is Considered a Public Job Posting?
A job posting is considered publicly advertised if it is made available to the general public in any way, including:
- Job boards
- Company careers pages
- Social media platforms
Certain postings are excluded from the new requirements, including:
- General recruitment campaigns not tied to a specific role
- Generic “help wanted” signs
- Internal postings limited to existing employees
- Roles performed entirely outside Ontario, or work that is not a continuation of Ontario-based employment
Key Job Posting Requirements Employers Must Follow
Beginning January 1, 2026, covered employers must ensure public job postings meet the following standards.
1. Pay Transparency Is Mandatory
- Job postings must include expected compensation or a compensation range. When a range is provided, the difference between the minimum and maximum cannot exceed $50,000 per year.
- This requirement does not apply where the total compensation or the top end of the range exceeds $200,000 annually.
2. “Canadian Experience” Requirements Are Prohibited
- Employers may no longer require “Canadian experience” in job postings or related application forms. This change applies to all publicly advertised positions covered by the legislation.
3. Disclosure of Artificial Intelligence in Hiring
- If artificial intelligence tools are used at any stage of screening, assessing, or selecting candidates, employers must clearly disclose this information directly in the job posting.
4. Vacancy Status Must Be Stated
- Employers must indicate whether the job posting relates to an existing vacancy. This requirement is intended to increase transparency for job seekers.
5. Interviewed Candidates Must Be Notified
- Employers are required to inform candidates who were interviewed within 45 days of their interview (or final interview) whether a hiring decision has been made.
6. Record-Keeping Obligations
Employers must retain the following records for at least three years after a job posting is removed:
- Copies of publicly advertised job postings
- Associated application forms
- Information provided to candidates following interviews
Preparing for January 1, 2026
These changes reflect a broader shift toward transparency, fairness, and accountability in hiring practices across Ontario. Employers should begin reviewing job posting templates, recruitment processes, and record-keeping practices well in advance of the 2026 deadline to ensure compliance.
Contact a Libera HR Advisor
Ontario’s new job posting requirements introduce meaningful changes that can impact how your organization attracts, screens, and hires talent. Getting ahead of these changes now can help you avoid compliance risks while strengthening your employer brand.
Libera HR Advisors partner with organizations to:
- Ensure job postings meet ESA requirements
- Align compensation ranges with pay transparency rules
- Integrate compliant AI and recruitment practices
- Streamline record-keeping and candidate communications
Whether you’re updating existing templates or rethinking your recruitment approach, Libera can help you navigate the transition with confidence. Contact a Libera HR Advisor to get started.
