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Ontario’s workplace laws are evolving. With new changes to Ontario’s Employment Standards Act, 2000 (ESA) and the Occupational Health and Safety Act (OHSA) set to take effect in 2025 and 2026, small and medium-sized employers need to prepare now to remain compliant.
From mandatory job information disclosures to detailed job posting requirements and stricter health and safety rules, these updates are intended to improve fairness, transparency, and workplace conditions across the province.
Here’s what Ontario employers need to know.
Mandatory Employment Information Disclosure (Effective July 1, 2025)
As of July 1, 2025, employers with 25 or more employees must provide new hires with written details about their job before their first day of work. This new ESA requirement aims to prevent confusion and reduce early-stage disputes between employers and employees.
The written information must include:
- Legal and operating name of the employer
- Contact details (address, phone number)
- Location of work
- Starting wage (hourly or salary)
- Pay schedule
- Description of expected work hours
This rule does not apply to temporary help agency assignment employees. To prepare, employers should update their offer letters and create standardized onboarding templates accordingly.
Enhanced Job Posting Requirements (Effective January 1, 2026)
If your business advertises job openings publicly and has 25 or more employees, you’ll be required to comply with new ESA job posting standards starting January 1, 2026. These rules promote transparency in hiring and help ensure a level playing field for job seekers.
Compensation Range Information
Employers must include information in the job posting about either the expected compensation or the range of expected compensation. If a range is provided, it cannot exceed $50,000 (for example, $100,000 to $150,000). The term “compensation” is defined according to “wages” under section 1(1) of the ESA.
This requirement does not apply to:
- Positions where the expected annual compensation exceeds $200,000, or
- Positions where the range ends above $200,000
Canadian Experience Prohibition
Employers may no longer require applicants to have “Canadian experience” in postings or application forms, unless legally justified.
Disclosure of Existing Vacancy
The job posting must indicate whether it is for an existing vacancy.
Artificial Intelligence Use
If you use AI to screen, assess, or select candidates, the posting must explicitly state this.
Duty to Inform Interviewed Applicants
Within 45 days of an applicant’s final interview, you must inform applicants of whether a hiring decision has been made. This can be done in writing, electronically, or in person.
Record-Keeping Requirements
Employers must retain the following documentation for at least three years:
- A copy of each publicly advertised posting and associated application forms
- Any prescribed information shared with applicants who were interviewed
These new obligations will require businesses to revisit recruitment tools, job ad templates, and interview follow-up processes to ensure compliance.
OHSA Washroom Facility Requirements: New Standards for 2025 and 2026
Alongside ESA changes, updates to the Occupational Health and Safety Act (OHSA) will raise the bar for workplace hygiene, especially regarding washroom facilities.
Regulation 480/24 – Cleaning Records
Effective July 1, 2025 all employers must ensure washrooms are kept clean and sanitary, and must make cleaning records available to employees. This can be done by:
- Posting the record near the washroom, or
- Sharing it electronically with clear instructions for access
The record must clearly show the date and time of the two most recent cleanings.
Regulation 482/24 – Construction Project Washrooms
For construction projects, O. Reg. 213/91 has been amended to require constructors to maintain detailed washroom servicing records. These must include:
- All service dates for the past six months or for the duration of the project, whichever is shorter
Starting January 1, 2026, Constructors must comply with both Regulation 480/24 and 482/24, ensuring consistent hygiene standards even on short-term or mobile worksites.
What This Means for Ontario’s Small and Medium Businesses
While these updates may seem like red tape added, they offer a valuable opportunity for businesses to modernize human resource systems and workplace practices. Clearer job expectations, equitable hiring standards, and better health and safety documentation can all contribute to a more productive and compliant workplace.
Key Action Steps:
- Update offer letters and review onboarding packages for compliance with ESA disclosure rules
- Update job posting templates and applicant tracking systems
- Train staff on AI disclosure, applicant communication, and job ads recordkeeping
- Coordinate with facilities teams to implement OHSA-compliant cleaning record systems
Final Thoughts
The 2025 updates to Ontario’s Employment Standards Act, 2000 (ESA) and Occupational Health and Safety Act (OHSA) reflect the province’s growing focus on transparency, accountability, and worker well-being. For small to medium-sized businesses, staying ahead of these changes is critical, not only to avoid penalties but to foster a culture of trust and compliance.
Need help implementing these changes in your business? Reach out to an employment law or HR professional to ensure your systems are ready before the deadlines hit.
The information provided in this article is for general informational purposes only and is not intended as legal advice. Readers should consult with a qualified legal professional to obtain Employment Legal Advice customized to their specific circumstances. The authors and publishers of this article disclaim any liability for actions taken based on its content.
Stay ahead of the 2025 employment law changes — contact HR Enable Inc. at 905-483-5115 for expert guidance on keeping your business compliant and prepared.