Big Changes Ahead: Ontario’s Job Posting Rules Will Reshape Hiring in 2026
The Ontario government has introduced updates to the Employment Standards Act (ESA) that will significantly change how employers advertise jobs across the province with new requirements for publicly advertised job postings. The changes are part of the Working for Workers Four Act (2024) and Working for Workers Five Act (2024), which aim to make workplaces more transparent, equitable, and accountable.
The government has stated that these rules will go into effect on January 1, 2026. That means employers need to understand what is being changed and begin preparing now.
For many organizations, these updates mean revisiting job posting templates, recruitment processes, and communication practices. Getting ahead now can make the eventual transition smoother and more confident.
Why These Changes Are Being Implemented
According to the province, the intent behind these updates is to modernize hiring and create more transparent, equitable workplaces throughout Ontario.
Through the Working for Workers legislative package, the province is addressing several long-standing issues in recruitment. These include unclear pay ranges, limited transparency around the use of artificial intelligence in hiring, and barriers that make it harder for internationally trained professionals to find meaningful employment.
The new requirements would apply to employers with 25 or more employees on the day the job is posted. This would set new expectations for how jobs are written, advertised, and documented, reshaping parts of the hiring process that have remained unchanged for years.
For HR and recruitment teams, this means real adjustments, such as:
- Updating job posting templates and application forms
- Training hiring managers on new compliance expectations
- Reviewing internal pay structures and transparency practices
Organizations that fail to adapt could face challenges with Employment Standards Act (ESA) compliance and even reputational damage among candidates and peers. However, employers who begin adopting transparent and fair hiring practices early will be in a stronger position. By taking action now, businesses can attract better candidates, strengthen their reputation, and show that they value openness and accountability in every stage of the hiring process.
Which Job Postings Would Be Covered
Under the government’s proposal, the new rules would apply to publicly advertised job postings for roles based in Ontario if the organization has 25 or more employees.
“Publicly advertised” refers to any job posting that is made available to the general public, such as listings on company websites, job boards, or social media.
There are a few proposed exemptions:
Internal postings that are only visible to current employees
These are job opportunities shared exclusively within the organization. For example, postings on an internal HR portal or via company-wide email. Because they’re not accessible to external applicants, they would not need to follow the new rules.
Jobs located outside Ontario
If the position is physically based in another province or country, the legislation would not apply. This exemption is meant to avoid jurisdictional overlap and ensures the rules only govern roles that will be performed in Ontario.
Positions where the top of the salary range is more than $200,000 per year
High-earning roles are exempt from the proposed salary disclosure requirement. The government has suggested that these roles operate under different market dynamics, making mandatory posting less impactful.
General “help wanted” notices that do not refer to a specific job
Broad recruitment messages, such as signs in windows or ads saying “Now Hiring” without detailing a specific role, duties, or requirements are not subject to the new rules. The legislation targets defined, role-specific postings, not general expressions of interest.
The key point is that if a posting is external and public, it would likely fall under the new requirements.
The New Job Posting Requirements
Ontario employers will need to ensure that every publicly advertised posting includes or complies with the following requirements:
1. Compensation Disclosure
Each posting would need to include either a specific salary or a defined pay range.
If a range is listed, the difference between the minimum and maximum could not exceed $50,000. This measure is intended to help job seekers understand potential compensation upfront and promote pay transparency.
2. AI Disclosure
If an employer uses any form of artificial intelligence to screen, assess, or select candidates, that information would need to be clearly stated in the job posting. The goal is to make the hiring process more open and to help applicants understand how technology is being used in evaluations.
3. “Canadian Experience” Ban
Employers would not be permitted to require Canadian work experience in job postings or application forms. This proposal supports inclusion and removes barriers for newcomers who bring valuable international experience to the workforce.
4. Existing Vacancy Statement
Each posting would need to indicate whether the role represents an existing vacancy or a newly created position. This gives applicants more context about the opportunity.
5. Candidate Follow-Up Requirement
Employers could be required to notify all interviewed candidates of the hiring decision within 45 days of the final interview. This is designed to encourage respectful communication and eliminate the frustration of being left without an update.
6. Record-Keeping
Employers would need to keep copies of all publicly advertised postings and related application forms for three years after the posting closes. This record would be important in case of an ESA review or audit.
Together, these requirements not only create a more transparent and respectful hiring process but also help employers build stronger relationships with candidates, ultimately enhancing trust, credibility, and the overall reputation of the organization.
Bentley Staffing Can Support Your Company
At Bentley Staffing, we’re actively adapting to these new ESA requirements to ensure both employers and candidates are supported through the transition. With transparency and accountability now built directly into the hiring process, these changes are creating a clearer, more efficient experience for everyone involved and we’re here to help you navigate it with confidence.
When you hire a recruitment agency, like Bentley, to help you with hiring, you will benefit from things like:
- Future-Ready Job Posting Templates
We will ensure that your job postings meet all ESA standards. - Pay Transparency Support
Our team can help you define accurate and competitive pay ranges that attract strong candidates and align with possible future requirements. - Candidate Communication Management
Bentley handles candidate communication and follow-up, ensuring applicants receive timely updates within the proposed 45-day requirement. - Record-Keeping and Compliance Tracking
We maintain thorough organized, detailed records of job postings and applicant data for 3 years.
Beyond compliance, Bentley Staffing focuses on connecting employers with qualified candidates who align with their values and goals. Our role is to make hiring more effective, transparent, and people-centered.
Preparing Now: A 3-Step Action Plan
- Audit Your Job Postings and Systems
Review your current templates and applicant tracking systems to identify areas where updates may be needed. - Review Pay and Policy Frameworks
Begin documenting pay ranges and removing outdated or restrictive requirements such as “Canadian experience.” These changes show fairness and readiness. - Partner with a Recruitment Expert
Work with a trusted recruitment partner or a Fractional HR Consultant such as Bentley Staffing. We help you manage every aspect of hiring and ensure compliance with all required regulations.
Starting preparation now for these changes can make all the difference. Your business will be ready for the Jan 1, 2026 changes to adapt quickly and demonstrate leadership in fair and transparent hiring.
Looking Ahead
Ontario’s new job posting rules signal a clear direction for the future of hiring: greater transparency, fairness, and accountability. Employers must understand these changes and prepare their systems now.
By reviewing your job postings, pay policies, and communication practices, you can start aligning with the spirit of these proposals and demonstrate leadership in equitable hiring.
