Staying current with workplace regulations goes beyond avoiding fines, penalties, or reputational damage—it’s about cultivating a fair, respectful, and legally compliant work environment where employees feel safe, supported, and informed. Compliance is a key part of building trust and accountability across the organization.
As employment standards and occupational health and safety laws continue to evolve, employers have a responsibility to stay informed about their legal obligations. This includes implementing and maintaining up-to-date policies, ensuring required workplace postings are visible and accessible, providing mandatory training to workers, and keeping pace with new legislation and regulatory changes that may affect day-to-day operations. Being proactive about compliance helps reduce risk and contributes to a more productive, inclusive, and sustainable workplace.
That’s why we’ve put together a 2025 HR Compliance Checklist—a practical resource to help businesses meet their legal obligations and promote a safe and productive workplace.
Key Elements
✅ Workplace Policies: Employers must implement policies covering health and safety, workplace violence and harassment, accessibility, disconnecting from work, electronic monitoring, privacy, and pay equity.
✅ Required Postings & Documents: Important workplace information, including employment standards and health and safety policies, must be
posted or distributed to employees.
✅ Employee Training: Workers need training on occupational health and safety, workplace harassment and
violence, WHMIS, and accessibility requirements under AODA and the Ontario Human Rights Code.
✅ Optional Policies: While not legally required, policies on anti-spam (CASL), social media, diversity, drug and alcohol use, and flexible work arrangements can help establish clear expectations.
Legislative Updates
- Bill 190 (Working for Workers Five Act, 2024): Expands the definition of workplace harassment, permits virtual JHSC meetings, limits sick note requests, increases ESA violation fines, and extends OHSA protections to remote workers.
- Working for Workers Six Act (Effective December 19, 2024): Additional workplace compliance changes are on the way.
What to Expect in 2025/2026
New Employee Information Rules
Starting July 1, 2025, employers with 25 or more employees will need to provide new hires with specific written information before their first day of work or as soon as reasonably possible.
Washroom Facilities
- As of July 1, 2025, employers and constructors must ensure washroom facilities are maintained in a clean and sanitary condition.
- Records of washroom cleaning must be kept, maintained, and made available.
- As of January 1, 2026, the dates and times of the last two cleanings for each facility must be posted physically near the washroom or be available electronically (with instructions on accessing the records).
New Job Posting Rules Take Effect January 1, 2026
Ontario has confirmed that new job posting requirements under Bill 149 (Working for Workers Four Act, 2024) and Bill 190 (Working for Workers Five Act, 2024) will take effect on January 1, 2026. A new regulation provides guidance to help employers understand and comply with these changes.
Who’s Affected?
The rules apply to employers with 25 or more employees on the day a job is publicly advertised.
New Requirements for Job Postings
- Postings must include the expected compensation
- Employers cannot request Canadian work experience in job ads or applications.
- If AI is used to screen or assess applicants, the posting must say so.
- Postings must state whether the role is a current vacancy.
- Applicants who are interviewed must be told within 45 days whether a hiring decision has been made.
- Employers must keep records of each job posting, related application form, and record of the hiring decision for three years after it’s removed from public access.
