If your organization has 25 or more employees and posts jobs in Ontario, there are important changes coming into effect on January 1, 2026. The new rules aim to increase transparency, reduce bias, and ensure fair hiring practices across the province. Understanding these changes now will help your business stay compliant and maintain a positive candidate experience.
What’s Changing in Ontario Job Posting Rules?
Here’s a breakdown of the key updates all Ontario employers need to be aware of:
- Pay Transparency Requirements
All job postings must clearly indicate the pay range or limits for the position. The maximum range you can post is $50,000. This is designed to give candidates a clear understanding of compensation before they apply, promoting fairness and trust in the hiring process. That said, jobs paying more than $200,000/year are exempt. - Disclosure of AI Use in Hiring
If your organization uses artificial intelligence (AI) tools to screen or evaluate candidates, this must now be disclosed in the job posting. Transparency about AI in hiring will help applicants understand how decisions are made and ensure ethical use of technology. - Clarifying Existing Vacancies
Employers must specify whether a job posting is for a new position or an existing vacancy. This allows candidates to understand the context of the role and helps prevent confusion during the hiring process. - Ban on Canadian Experience Requirements
Job postings can no longer require candidates to have Canadian experience. This change removes a common barrier for newcomers and ensures that hiring decisions focus on relevant skills and qualifications, rather than prior local experience. - Record Keeping Obligations
Employers are required to keep records of all job postings and hiring decisions for three years. Maintaining organized documentation will help if questions arise about compliance or hiring practices. - Timely Candidate Decisions
Employers must inform interviewees of whether a hiring decision has been made within 45 days of their interview (or the last interview, if there are multiple rounds), and retain a copy of that communication for three years (as outlined above). For clarity, an “interview” is any meeting—virtual or in-person—where the candidate is asked questions and provides answers to assess suitability for the role; preliminary screening calls do not count. - Employer Information for New Hires
Providing employer information upfront helps set clear expectations and fosters trust with new employees. Every new hire must receive the following information in writing:
- Legal and operating names of the employer
- Contact information
- Expected hours and location of work
- Starting compensation
- Pay period and payday
Who Is Exempt?
Not every posting falls under the new rules. Exemptions include:
- Internal job postings
- General “we’re hiring” advertisements
- Positions outside Ontario
- Employers with fewer than 25 employees
- Assignment employees (i.e. workers engaged through a temporary help agency)
Why These Changes Matter for Employers
Ontario’s updated rules reflect a broader push toward fair, transparent, and inclusive hiring practices. Employers who adapt their job postings and internal hiring processes now will be better positioned to:
- Attract top talent
- Reduce barriers for diverse candidates
- Avoid potential compliance issues
- Maintain a strong, equitable employer brand
Next Steps for Employers
To prepare for January 2026:
- Review your job posting templates and ensure pay ranges and AI usage are clearly disclosed.
- Update record-keeping processes to store postings and hiring decisions for three years.
- Revise new hire documentation to include all required employer information.
- Train HR and recruitment staff on the new timelines for candidate communication.
Please note, this blog is intended for general informational purposes only and does not constitute legal advice. For the full list of rules, visit Ontario’s official regulation page.
