Supporting employee mental health isn’t just good workplace practice—it’s also a legal and ethical responsibility. More and more employees are opening up about mental health challenges, and employers need to be ready to respond with care, respect, and in line with Ontario law.
Whether the conversation happens in a meeting or over a quick chat, your response can make a big difference—not just to that employee, but to your whole team.
Respond with Empathy and the Right Language
When someone shares that they’re struggling with their mental health, your first response matters. Be supportive, respectful, and avoid pushing for personal details they’re not offering. It’s about listening and helping them feel heard—without crossing boundaries.
Try saying:
- Thanks for sharing this with me.
- “I appreciate you coming to me about this.”
- “Let’s talk about how we can support you at work.”
Avoid saying:
- “You don’t seem like someone who has anxiety/depression.”
- “We all get stressed—just hang in there.”
- “Maybe take some time off and come back when you’re better.”
Use people-first language (like “an employee living with depression” instead of “a depressed employee”), and don’t make assumptions about what someone can or can’t do based on what they’ve shared.
Don’t Wait Too Long to Follow Up
Timely follow-up is essential. While accommodations for mental health do not need to be finalized immediately, delays can increase risks. Under Ontario’s Human Rights Code, employers have a duty to accommodate mental health needs up to the point of undue hardship—and that starts with a timely response.
How to follow up and when:
✅ Immediately or same day: Acknowledge the disclosure and let them know you’re there to support them.
✅ Within 2–5 business days: Start talking about possible accommodations or request any necessary documentation.
✅ Ongoing: Keep in touch, especially if they’re on leave or working modified duties. Support doesn’t stop after the first conversation.
Being responsive shows your commitment to a supportive workplace and helps prevent problems from getting worse.
Keep It Confidential
Mental health information is personal, and it needs to be treated that way. Only share what’s necessary and only with the people who need to know to help.
Remember:
- Don’t put medical information in the employee’s regular personnel file—keep it in a separate, secure location.
- Share the minimum necessary. A manager might need to know that someone needs modified duties but not why.
- Never share details with coworkers or the rest of the team unless the employee has given permission.
- Make sure supervisors and managers know their role in protecting privacy.
Even unintentional slips can break trust and lead to legal issues under the Personal Health Information Protection Act (PHIPA) or the Ontario Human Rights Code.
Help Them Access Support
You don’t need to be a counsellor, but you can help someone connect with support.
Here are a few options:
Employee Assistance Program (EAP)
If you offer one, remind employees that it’s confidential and free. It’s often a great place to start.
Healthcare Providers
Encourage the employee to talk to their doctor or a mental health professional. You can ask for a medical note if you need it to support accommodations, but don’t ask for a diagnosis.
Internal Supports
Larger organizations might have HR reps or wellness coordinators who can help with benefits or accommodations.
Community Resources
If there’s no EAP, share free public options like:
- ConnexOntario (24/7 helpline: 1-866-531-2600)
- CAMH (Centre for Addiction and Mental Health)
Remember: offer support, don’t push it. Let employees decide what works best for them.
Plan for Accommodations and Return to Work
Depending on what the employee needs, they might ask for changes to their job or work schedules or time off. Common accommodations include:
- Adjusted hours or shifts
- Temporary changes to job duties
- A lighter workload for a while
- Remote work or a quieter workspace
- Time off for appointments
The law says accommodation is a two-way street. Employers have to explore options in good faith, and employees need to take part in the process, too.
You can ask for information that helps you understand how to support the employee at work. This might include whether the condition is short- or long-term, which tasks they’re finding challenging, and what kinds of changes or accommodations might help them perform their job effectively.
You don’t need to know the diagnosis—just enough to make informed decisions. Document your plan, keep the conversation going, and check in on how things are going. If they’re returning from leave, focus on helping them get back into work smoothly—not revisiting past performance.
Wrapping Up
When someone opens up about their mental health, how you respond matters. A thoughtful, timely, and respectful approach helps build a workplace where people feel safe and supported—and where your legal obligations are met.
Are you facing a workplace challenge and unsure about your next step? Whether you’re working through an accommodation request, supporting an employee through mental health concerns, or navigating a difficult situation, you don’t have to manage it on your own.
We’re here to help you support your team while staying compliant—reach out today for HR advice you can trust.
Resources for Workplace Mental Health
The Canadian Centre for Occupational Health and Safety (CCOHS) provides Healthy Minds@Work, a hub with tools and resources for supporting psychological health and safety in the workplace.
Provincial Workers’ Compensation Boards, including WSIB Ontario offer resources for workplace wellness initiatives.
Workplace Strategies for Mental Health, Canada Life, offers free articles and resources.
