Ontario's 2026 public job-posting rules: an employer checklist

Which employers are covered?

Ontario's new publicly advertised job-posting requirements generally apply to employers with 25 or more employees on the day the posting is published. The count is based on individuals rather than full-time equivalents; part-time and casual employees each generally count as one. Employees at multiple Ontario workplaces and related employers may need to be included under the applicable rules.

Not every recruitment communication is a publicly advertised job posting. A general hiring campaign without a specific role, an existing-employee-only posting and certain work outside Ontario fall outside the defined scope. These Ontario requirements should not be presented as Canada-wide rules.

Five checks before publishing a covered posting

1. Expected compensation. Disclose expected pay or a range. A range is generally capped at the equivalent of 50,000 Canadian dollars annually. There is a specific exception for jobs expected to pay more than 200,000 Canadian dollars annually, or with a pay range ending above that amount.
2. AI screening disclosure. Where AI is used to screen, assess or select applicants, the advertisement must say so. This includes applicable use by third-party recruiters on the employer's behalf; detailed model documentation is not required in the posting.
3. Vacancy status. State whether the position is an existing vacancy. Talent pipelines for uncertain future openings should not automatically be labelled as currently vacant positions.
4. Canadian experience. Do not require Canadian work experience in a covered publicly advertised job posting or its associated application form. Specify the capabilities and qualifications actually needed.
5. Interviewed-applicant updates. Inform applicants interviewed for a covered posting whether a hiring decision has been made, generally within 45 days after their last relevant interview. Keep evidence of the communication.

Job-ad records belong to the employer's compliance process

Employers must generally retain the publicly advertised posting and associated application form for three years after public access to the posting ends. Revisions and linked source material can also form part of the required record. Information provided to interviewed applicants must generally be retained for three years after it was provided. Outsourcing postings or interviews does not automatically transfer the employer's statutory obligations.

Put one approval gate before the Publish button

Have HR confirm headcount and whether the role is covered, the hiring manager confirm actual duties and vacancy status, and the designated reviewer check compensation, AI usage and experience language. Store publication versions; create a reminder for post-interview status notices. When a recruitment or staffing provider is involved, also check the applicable Ontario licensing requirements and contractual responsibilities.

Recruitment compliance is only one part of employer readiness: contracts, payroll and local management also require practical ownership once employees start work.