As part of the province’s legislative requirements coming into effect January 1, 2026, employers need to prepare for a wave of recruitment and hiring transformations. With a focus on increasing fairness, transparency, and equity, these updates, introduced under the Working for Workers Four Act reforms and the Employment Standards Act (ESA) will reshape how employers advertise job postings and manage their recruitment process. Employers in Ontario with 25 or more employees must follow the new requirements for publicly advertised job postings:

  • Salary Disclosure: All public job postings must state either the expected compensation or compensation range. The range must not exceed a $50,000 annual difference. This disclosure does not apply if the compensation or the upper end of the range is more than $200,000 a year.
  • Artificial Intelligence (AI) Usage Disclosure: If your organization uses AI in any part of the screening, assessing, or selection process, this must be disclosed clearly in the job posting.
  • No “Canadian Experience” Requirement: Employers can no longer require “Canadian experience” (or similar requirement) as a condition of eligibility in job ads or application forms.
  • Existing Vacancy Disclosure: Job postings must indicate whether the advertised role is for an existing job vacancy.
  • Duty to Inform: All interviewed candidates must be informed within 45 days of the final interview whether a hiring decision has been made.
  • Recordkeeping Obligation: Employers must keep copies of all publicly advertised job postings, application forms, and follow-up communications for at least 3 years from the time the job ad is no longer visible to the public.

What can Employers do to Prepare?

  • Audit Current Job Posting Templates: Ensure templates include fields for all new required items (compensation/range, AI use, vacancy disclosures).
  • Review Screening Tools: If your organization uses AI to screen, assess, or as part of the selection process, ensure your team understands where and how it is used, and prepare disclosures accordingly.
  • Review Use of Canadian Language: Remove or revise any requirement for “Canadian work experience” or equivalents.
  • Set Up Communication Protocols: Build in processes or triggers to ensure that interviewed candidates are informed with a decision within 45 days after final interview dates.
  • Update Recordkeeping Systems: Ensure your organization has the ability to store all required documentation for 3 years.
  • Train Your Hiring Team on the New Regulations! Keep your team up to date to establish consistency surrounding the new requirements.

With these changes just around the corner, it is important for employers to start preparing now. Taking proactive steps will save time, reduce compliance risks, and ensure a smooth transition once the new requirements take effect!

To find out more about the wide variety of services RLB People can provide you with contact the team at people@rlb.ca or visit their website at people.rlb.ca.