Print-ready compliance checklist and copy-paste templates for Ontario's 2026 job posting rules. Salary disclosure, AI statements, and candidate notification wording included.
Starting January 1, 2026, Ontario employers with 25 or more employees must follow new rules for publicly advertised job postings under O. Reg. 476/24 and amendments to the Employment Standards Act. According to Hicks Morley, the core requirements include salary disclosure with a maximum $50,000 range cap (for roles under $200,000), AI use disclosure, vacancy status, prohibition on Canadian experience requirements, three-year record retention, and 45-day notification for interviewed candidates.
This guide includes a practical checklist and ready-to-use language you can drop into ATS templates or job boards. It is provided for informational purposes only, not legal advice. Employers should consult a qualified legal or HR professional to confirm compliance based on their specific circumstances.
For full background on what the law requires and why it matters, see Ontario Job Posting Law 2026: Salary Range, AI Disclosure and Record Requirements.
These requirements apply only to publicly posted roles at employers with 25 or more employees on the posting date. Employers with fewer than 25 employees are not legally required to comply, but following the rules is still best practice.
Use this checklist before publishing any job posting. Print it, screenshot it, or add it to your ATS workflow.
EMPLOYER SIZE
☐ Organization has 25+ employees on posting date
☐ If under 25 employees, compliance labeled as “best practice, not mandatory”
COMPENSATION DISCLOSURE
☐ Posting includes a specific salary OR a salary range
☐ If a range is used, total spread is $50,000 or less
☐ If expected compensation exceeds $200,000, wider range or omission is acceptable
☐ Other compensation included if applicable (bonuses, commission, incentives)
NO CANADIAN EXPERIENCE REQUIREMENT
☐ Job posting does not require “Canadian experience”
☐ Application form does not require “Canadian experience”
☐ Checked for indirect or hidden wording (e.g. Canadian market, North American experience)
AI USE DISCLOSURE
☐ Determined whether AI is used in screening or selection
☐ If AI is used, disclosure statement included in the posting
☐ If no AI is used, optional “no AI used” transparency statement added
VACANCY STATUS
☐ Posting states it is for an existing vacancy
☐ OR posting clearly states it is for pipeline or future hiring
CANDIDATE NOTIFICATION
☐ Process in place to notify interviewed candidates within 45 days
☐ Notification confirms whether a hiring decision was made
☐ Calendar reminders or ATS workflows configured
RECORD RETENTION
☐ Job posting retained for 3 years after public removal
☐ Application forms retained for 3 years
☐ Candidate notification records retained for 3 years
☐ Storage location identified (ATS, HRIS, shared drive)
Add this block to the bottom of any publicly advertised job posting. Customize the bracketed fields for each role.
Compensation: The expected salary for this role is $[AMOUNT] to $[AMOUNT] per year, based on experience and qualifications. This role may also include commission or bonus opportunities, if applicable.
Vacancy Status: This posting is for an existing vacancy.
Use of AI in Hiring: This employer uses artificial intelligence technology to assist in screening, assessing, or selecting applicants for this position. All applications receive human review before final hiring decisions.
Candidate Updates: All candidates who complete an interview will be informed of the hiring decision within 45 days of their last interview.
Equal Opportunity: We welcome applications from all qualified candidates. Canadian work experience is not required.
Compensation: The expected salary for this role is $[AMOUNT] to $[AMOUNT] per year, based on experience and qualifications.
Vacancy Status: This posting is for an existing vacancy.
Use of AI in Hiring: We do not use artificial intelligence tools to screen or select applicants for this role. Applications are reviewed directly by our hiring team.
Candidate Updates: All candidates who complete an interview will be informed of the hiring decision within 45 days of their last interview.
Equal Opportunity: We welcome applications from all qualified candidates. Canadian work experience is not required.
Compensation: If selected for this role, the expected salary range is $[AMOUNT] to $[AMOUNT] per year, based on experience and qualifications.
Vacancy Status: This posting is intended to build a candidate pool for future opportunities. There is no existing vacancy at this time.
Use of AI in Hiring: This employer uses artificial intelligence technology to assist in screening and assessing applicants. All applications receive human review.
Candidate Updates: Candidates who complete an interview will be informed of the hiring decision within 45 days of their last interview.
Equal Opportunity: We welcome applications from all qualified candidates. Canadian work experience is not required.
Add these blocks to your ATS job posting templates as required fields. This prevents postings from going live without the mandatory disclosures.
Choose the statement that best matches your hiring technology stack. You can combine elements if you use multiple tools.
"This employer uses artificial intelligence technology to assist in screening, assessing, or selecting applicants for this position."
Use this if you're unsure which specific tools qualify as AI. It covers the regulatory requirement without specifying details.
"Applications are processed through an applicant tracking system that uses automated screening and keyword matching to help identify qualified candidates. All hiring decisions are made by our recruitment team."
Use this if your ATS includes resume parsing, keyword matching, or automated scoring.
"This role uses AI-assisted video interview software to help evaluate candidate responses. The hiring team reviews all interviews and makes final decisions."
Use this if you use tools like HireVue, Spark Hire with AI analysis, or similar platforms.
"This employer uses AI-powered assessment tools to evaluate job-related competencies. Assessment results inform, but do not replace, hiring decisions made by our team."
Use this if you use personality assessments, cognitive testing, or skills-based evaluations with algorithmic scoring.
"This employer uses artificial intelligence technology in several stages of the hiring process, including resume screening, video interview analysis, and candidate assessment. Our recruitment team reviews all AI-generated insights and makes final hiring decisions."
Use this if you have a multi-tool stack.
"We do not use artificial intelligence tools to screen or select applicants for this role. Applications are reviewed directly by our hiring team."
Use this if your hiring process is entirely manual. While not legally required, it signals transparency.
If you're unsure whether your tools count as AI, err on the side of disclosure. The regulatory definition is broad and covers any system that generates predictions, recommendations, or decisions influencing hiring outcomes.
Ontario's new rules require employers to inform interviewed candidates whether a hiring decision has been made within 45 days of their last interview. Here's language you can use in different contexts.
"Candidates who complete an interview for this role will be informed of the hiring decision within 45 days of their final interview."
"Thank you for applying to [Job Title] at [Company Name]. If you are selected for an interview, we will notify you of the outcome of the hiring process within 45 days of your final interview, in line with Ontario's 2026 job posting requirements."
"At [Company Name], we are committed to keeping candidates informed. All applicants who complete an interview will receive an update on the hiring decision within 45 days of their last interview."
"Thank you for your interest in the [Job Title] position and for taking the time to interview with us. We wanted to let you know that a hiring decision has been made for this role, and we have decided to move forward with another candidate. We appreciate your interest in [Company Name] and wish you success in your job search."
"Thank you for interviewing with us for the [Job Title] position. We wanted to update you that our hiring process is still underway. We expect to make a final decision by [date] and will follow up with you at that time."
The 45-day clock starts from the candidate's last interview date. Set up calendar reminders or ATS workflow triggers to avoid missing this deadline. Non-compliance can result in complaints to the Ministry of Labour.
Here's a quick reference for where these changes need to be implemented across your HR infrastructure.
If you post roles that span multiple regions:
Employers with fewer than 25 employees are not legally required to follow Ontario’s 2026 job posting rules, but aligning with them is still smart practice. It helps standardize your postings, signal fairness and transparency to candidates, and future‑proof your process if you grow past the 25‑employee threshold.
For smaller teams, prioritize including a clear salary or salary range, adding a brief AI disclosure (or stating that you do not use AI), avoiding “Canadian experience” requirements, and setting a simple reminder to update interviewed candidates within 45 days. You can also label these items internally as “best practice – not mandatory” in your templates to keep expectations clear for hiring managers.
Team Yotru
Employability Systems & Applied Research
Team Yotru
Employability Systems & Applied Research
We build career tools informed by years working in workforce development, employability programs, and education technology. We work with training providers and workforce organizations to create practical tools for employment and retraining programs—combining labor market insights with real-world application to support effective career development. Follow us on LinkedIn.
January 1, 2026. Postings published on or after this date must comply with all requirements.
This content is for HR professionals, recruiters, talent acquisition leads, and staffing agencies operating in Ontario who need a practical, ready-to-use compliance resource for the January 1, 2026 job posting requirements. It assumes familiarity with hiring processes and a need for actionable templates rather than legal theory.
This guide synthesizes requirements from O. Reg. 476/24, the Employment Standards Act amendments under Bill 149 and Bill 190, and legal analysis from Ontario employment law firms including Hicks Morley, Osler, Littler, Fasken, and Cassels. Template language is designed to meet regulatory minimums while providing operational flexibility.
Yotru content is reviewed for accuracy, neutrality, and practical application. We do not provide legal advice. Employers should consult qualified legal or HR professionals to ensure compliance with their specific circumstances.
This article provides general guidance based on employment standards research and HR best practices. It is not legal advice. Employers should consult their legal counsel or HR team to ensure compliance with Ontario Regulation 476/24 and the Employment Standards Act.
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