Ontario’s New Job Posting Rules Coming January 1, 2026: What You Need to Know

Ontario is moving ahead with a significant update to its hiring rules. As of January 1, 2026, employers will be required to meet new standards when posting publicly advertised job opportunities. These changes form part of a broader effort to promote transparency, reduce barriers for job-seekers, and ensure that hiring practices remain fair and consistent across the province.

Now is thus a good time for Ontario employers and employees to understand what will be required and how the new obligations will operate in practice.

Which Employers Are Affected?

The new requirements only apply to employers with 25 or more employees on the date a job posting is made public.

The rules target publicly advertised job postings, meaning postings open to anyone outside the organization. Internal job postings, general recruitment announcements not tied to a specific role, and postings for jobs located outside Ontario fall outside the scope of the new obligations.

Key Requirements for Job Postings

1.     Pay Information Must Be Disclosed

One of the most significant changes is the mandatory disclosure of expected compensation. Employers must include either:

• a specific salary or wage, or

• a payment range within $50,000 per year.

This requirement, however, does not apply if the expected compensation is equivalent to more than $200,000 per year, or the range of the expected compensation ends at an amount equivalent to more than $200,000 per year.

The broader intention is to give job-seekers clear expectations from the outset and reduce wage disparities that may arise through opaque negotiation processes.

“Compensation” refers to wages as defined under Ontario’s Employment Standards Act, 2000. It does not include discretionary bonuses, gratuities, employer-paid benefits, or travel/expense allowances.

2.     No “Canadian Experience” Requirement

Employers will no longer be permitted to include a requirement for “Canadian experience” in publicly advertised postings or in application forms. The goal is to remove barriers faced by internationally trained workers, who often struggle to enter the Ontario labour market despite having substantial, and pertinent, experience abroad.

This restriction does not prevent employers from confirming whether a candidate is eligible to work in Canada (this remains a valid requirement). It simply prohibits using “Canadian experience” as a screening shortcut.

 3.     Employers Must Indicate Whether the Role Is an Existing Vacancy

Job postings must now clarify whether the advertised position reflects a current vacancy or a prospective opportunity. This added transparency helps applicants assess how immediate the hiring need may be.

4.     Disclosure of AI Use in Screening or Selection

If an employer uses artificial intelligence to screen, assess, or select candidates, that fact must be stated directly in the job posting. With AI tools becoming more common in recruitment, the requirement aims to ensure applicants understand how their information will be evaluated.

New Obligations After Interviews

Employers who interview applicants will be required to notify each interviewed candidate of the outcome—or of where the process stands—within 45 days. This can be done in person, in writing, or electronically. Many candidates raise concerns about “ghosting” during hiring processes; the new rule seeks to address that issue directly.

Record-Keeping Requirements

Employers must keep copies of:

• all publicly advertised job postings,

• any application forms used, and

• information shared with interviewed candidates,

for a period of three years after the posting is removed.

This requirement underscores the importance of documenting compliance in case of future audits or complaints.

What Ontario Employers Should Do Now

With the deadline rapidly approaching, employers should begin preparing by:

• Reviewing and updating job-posting templates, ensuring required disclosures are built in.

• Refreshing recruitment and HR policies, particularly around compensation transparency and the removal of “Canadian experience” requirements.

• Assessing whether AI tools are used in hiring and ensuring appropriate disclosures can be made.

• Building or revising internal follow-up processes so that interviewed candidates receive timely updates.

• Establishing a reliable record-retention system to meet the three-year requirement.

Proactive preparation will make January 1, 2026 a smoother transition and reduce compliance risks.

What This Means for Employees

For employees and job-seekers, the new rules aim to increase fairness, reduce bias, and improve communication during the hiring process. Clear pay information, transparent use of AI, and guaranteed follow-up after interviews should lead to a more respectful and predictable recruitment experience.

For more information, see the: Ontario Ministry of Labour Summary.

Vey Willetts LLP is an Ottawa-based employment and labour law boutique that provides timely and cost-effective legal advice to help employees and employers resolve workplace issues in the National Capital Region and across Ontario. To speak with a lawyer, contact us at: 613-238-4430 or info@vwlawyers.ca.