Important Update: New Ontario Hiring & Job Posting Requirements (Effective Jan 1, 2026)
As your hiring partners, it’s important to ensure you’re aware of these changes and positioned to comply.
Quick Summary: Applies to publicly advertised job postings for companies with 25 or more employees. If you have fewer than 25 employees, my recommendation is to follow the guidelines regardless, as this is the new norm, and provides a better brand impression and candidate experience.
- Pay transparency requirements
Job postings must include expected compensation or a clear salary range. The range cannot span more than $50,000 annually unless the position’s expected compensation exceeds $200,000 per year. MSI always shares the salary range.
- No “Canadian experience” requirements
Job ads and application forms may no longer include any requirement for Canadian work experience. MSI always adheres to this policy
- Disclosure of AI use
If your hiring process uses artificial intelligence (for screening, assessment, selection, etc.), that fact must be disclosed in the posting. MSI does not use AI for screening nor assessment
- Vacancy status transparency
Postings must state whether the role is an existing vacancy versus an aspirational / future opportunity. MSI only works on existing vacant roles
- Candidate communication obligations
If you interview applicants for the publicly advertised role, you must notify each interviewed candidate whether a hiring decision has been made within 45 days of their last interview. MSI notifies all interviewed candidates of the decision and keeps records of notification.
- Record-keeping requirement
Employers must retain a copy of job postings, application forms, and communication with interviewed candidates for three years. MSI keeps records of all roles we have worked on for 3 years.
Compliance risk:
Non-compliance may expose organizations to enforcement action, including financial penalties under the Ontario Employment Standards Act. These fines can be significant $100K + for a first offense and up to $500K for repeat offenders. Your organization, and those acting on your behalf, must follow the regulations. It is important to note that it is the employer who is directly accountable for fines.
You can view the official government regulations here:
https://www.ontario.ca/laws/statute/00e41
