As of January 1, 2026, Ontario employers are operating under a new set of hiring rules — and most small and mid-size businesses are either unaware, underprepared, or both.

The Ontario government's new job posting requirements, introduced through the Working for Workers legislation and amendments to the Employment Standards Act, 2000, aren't optional. They apply to every publicly advertised job posting — on your website, on job boards, on social media — and the list of what you're now required to disclose goes well beyond simply posting a salary number.

This isn't a future deadline. It's already in effect.

If your job postings haven't been updated since January 2026, there's a real chance you're already out of compliance. And in a hiring market where candidates are paying closer attention than ever, that's not a risk worth taking.

This guide breaks down exactly what changed, what it means for your day-to-day hiring, and what you need to do about it, in plain language, without the legal jargon.

Who Needs to Comply?

These rules apply to any employer in Ontario with 25 or more employees on the day a job posting goes live. That includes full-time, part-time, and casual workers, so if your headcount fluctuates seasonally, pay attention. If you cross that 25-employee threshold on the day you post, the rules apply to that posting.

The rules cover any publicly advertised job posting, meaning anything visible to the general public. That includes:

• Job boards like Indeed, LinkedIn, or Workopolis
• Your company's own careers page
• Social media posts advertising a role
• Any third-party recruiter posting on your behalf

What's exempt?

Not every posting is captured. The following are excluded:

• Internal postings visible only to existing employees
• General "we're always hiring" campaigns that don't advertise a specific role
• A generic help wanted sign that doesn't name a position
• Roles performed entirely outside Ontario

One thing many employers overlook: if you use a staffing agency or external recruiter to post on your behalf, the obligation still falls on you. The law follows the employer, not the posting method.

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What Your Job Postings Must Now Include

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1. Salary Disclosure
Post a specific number or a range. That range cannot span more than $50,000. Roles paying over $200,000 are exempt. Discretionary bonuses don't need to be included.

2. AI Disclosure
If any software screens or ranks your applicants, say so in the posting. A simple one-liner like "We use AI-assisted tools in our hiring process" is all that's needed.

3. Vacancy Confirmation
The posting must state whether the role actually exists right now. Building a future talent pipeline is still allowed, but you must be upfront about it.

4. No Canadian Experience Requirements
Remove any language requiring Canadian work experience from both your postings and your application forms. This applies across the board.

5. Candidate Follow-Up Within 45 Days
If someone interviewed for the role, you must notify them of the outcome within 45 days. Applicants who were never interviewed are not covered by this rule. 

The Salary Rules, Simply Put

Posting a salary range sounds straightforward. But there are a few specifics that catch employers off guard.

The $50,000 cap is real.
If you post a range, the gap between the bottom and top number cannot exceed $50,000. So "$45,000 – $55,000" is compliant. "$40,000 – $95,000" is not.

Vague language is no longer acceptable.
Phrases like "competitive salary," "compensation commensurate with experience," or "to be discussed" don't meet the requirement. You need an actual number or range.

What counts as compensation?
You must disclose base salary, hourly wages, commissions, and guaranteed bonuses. You do not need to disclose discretionary bonuses, vacation pay, or employer benefit contributions.

The $200,000 exemption.
If the role pays over $200,000 — or the top of your range exceeds $200,000 — salary disclosure is not required.

According to Robert Half's 2026 Canada Salary Guide, 44% of hiring managers believe including salary ranges is the single most effective way to attract top talent this year. And 48% of Canadian professionals say lack of pay transparency is their biggest frustration when job hunting.

In other words, this law isn't just about compliance. Employers who get this right will simply attract better candidates.

Using AI in Your Hiring? You Have to Say So.

This is the requirement most Ontario employers aren't thinking about, and it's broader than it sounds.

If any tool in your hiring process automatically screens, ranks, filters, or assesses candidates, it likely qualifies as AI under the law. That includes resume screening software, ATS filters that auto-rank applicants, and algorithm-based candidate matching tools.

What you need to do:
Add a clear statement to your job posting disclosing that AI is used in your hiring process. You don't need to name the tool, explain the algorithm, or go into any technical detail.

Something as simple as this works:

"We use AI-assisted tools as part of our candidate screening and selection process."

Why this matters beyond compliance:
Candidates are increasingly aware that AI is filtering their applications before a human ever sees them. Being upfront about it builds trust, and trust is what turns a good candidate into an accepted offer.

What Happens If You Don't Comply?

Non-compliance with the Employment Standards Act can result in formal complaints, Ministry of Labour inspections, and monetary penalties. Beyond the legal risk, job postings that ignore these rules are increasingly being called out publicly, and in a competitive hiring market, reputation matters.

This Is Where Picsume Comes In

Picsume's dynamic job posting tools are built for exactly this kind of structured, transparent hiring. From salary disclosure to candidate follow-up tracking, the platform helps Ontario employers stay compliant without adding complexity to their process. Less guesswork. More confidence.

Ready to modernize how you hire?
Schedule a Demo and see how Picsume helps Ontario employers hire smarter, faster, and fully on the right side of the law.

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Author: Drashti Bhatt