Canada Job Posting Transparency Changes Coming January 1, 2026
TLDR: Who This Applies To and What You Need to Know
Who this applies to
• Employers with 25 or more employees employed in Ontario
• Employers posting roles Canada wide
• Employers hiring for remote roles that could reasonably be performed in Ontario
What is changing on January 1, 2026
• Salary or salary ranges must be included in job postings
• AI use in hiring must be disclosed in job postings
• Canadian work experience cannot be required
• Job postings must confirm the role is a real, open vacancy
• Interviewed candidates must receive communication once a hiring decision has been made
• Job postings and candidate records must be retained for three years
Executive takeaway
If you post roles Canada wide or hire remotely, the safest and simplest approach is to standardize job postings now. Transparency requirements are expanding across Canada and globally, and waiting until the deadline increases compliance risk and operational complexity. Transparency also directly impacts talent attraction. Younger workers increasingly expect salary information upfront, and not providing it can reduce applicant volume and weaken employer brand.
Read the full blog and what HighlightTA is doing below.
Hiring transparency is no longer optional. Across Canada and globally, expectations around fair hiring, pay transparency, and candidate communication are changing quickly.
Starting January 1, 2026, new job posting and hiring transparency requirements come into effect under Ontario’s Employment Standards Act. While the legislation originates in Ontario, it will impact many employers that hire across Canada, particularly those posting remote or Canada wide roles.
At HighlightTA, we are proactively aligning job postings and hiring workflows to ensure compliance, reduce risk, and create a strong candidate experience. This guide breaks down what is changing, who it applies to, and how employers can prepare.
Who the Ontario Job Posting Requirements Apply To
The new requirements apply to employers with 25 or more employees employed in Ontario on the day a job is publicly posted.
When calculating the threshold:
• Include full time, part time, casual, and fixed term employees employed in Ontario
• Do not include independent contractors
• Do not include employees employed outside Ontario
Employers with fewer than 25 Ontario based employees are currently exempt under Ontario legislation. However, this exemption does not fully reflect how modern hiring works.
For Canada wide job postings or remote roles that could reasonably be performed in Ontario, best practice is to assume the requirements apply. Many organizations are choosing to standardize job postings nationally to reduce compliance risk, avoid inconsistencies, and prepare for future legislative expansion. This is the approach HighlightTA advises.
1. Salary Transparency Requirements for Job Postings
Starting January 1, 2026, all publicly advertised job postings must include salary information.
Employers must list either:
• A specific salary, or
• A salary range where the difference between the minimum and maximum does not exceed $50,000
Roles with annual compensation above $200,000 are exempt from this requirement.
If an employer does not yet know the exact salary, a reasonable salary range may be used. Terms like “competitive compensation” on their own will no longer meet transparency expectations.
Beyond compliance, salary transparency plays a meaningful role in talent attraction. Research shows that 44 percent of Gen Z and 37 percent of Millennials rank pay transparency and equity as one of the most important factors when evaluating job opportunities. For employers hiring early and mid career talent, not including salary ranges can create friction, reduce applicant volume, and undermine employer brand goals.
HighlightTA requires salary ranges for all Ontario and Canada wide roles where compensation is not already disclosed.
2. AI Disclosure in Hiring
If artificial intelligence is used at any stage of the hiring process, this must be disclosed directly in the job posting. This includes AI used to screen, assess, rank, or otherwise evaluate candidates.
At HighlightTA, AI disclosure has been included in job postings for some time. This is the language we use:
How We Hire
We use AI tools to support our recruitment process, including helping us organize applications and identify early matches based on role criteria. That said, every rejection decision is made by a human. We encourage candidates to apply authentically and avoid relying solely on AI generated responses, especially during interviews.
This approach meets disclosure requirements while reinforcing transparency and human decision making in hiring.
3. Canadian Experience Requirements Are Not Allowed
Job postings and application materials cannot require prior Canadian work experience.
This requirement is intended to reduce barriers to employment and promote fair access to opportunities. HighlightTA does not include Canadian experience requirements and continues to advise clients against them as both a compliance and best practice standard.
4. Vacancy Disclosure Is Required
Job postings must clearly state whether the role represents an existing open position. HighlightTA is standardizing the following language across job postings: “This posting is for a current, open position within Company Name.” This ensures clarity for candidates while meeting transparency requirements.
5. Candidate Communication After Interviews
Candidates who are interviewed must receive communication once a hiring decision has been made, within a defined timeframe.
This requirement formalizes something candidates have been asking for for years. To support this, HighlightTA incorporates feedback and communication reviews into weekly client syncs to ensure candidates receive timely updates and no one unintentionally falls through the cracks.
6. Hiring Record Retention Requirements
Employers must retain job postings, applications, and candidate communication records for three years.
Ashby securely stores all candidate and hiring data, and HighlightTA continues to perform periodic compliance checks to support alignment with current and emerging requirements.
Canada Wide and Remote Job Postings
If a role is posted Canada wide or can reasonably be performed in Ontario, including remote roles, it is safest to assume the requirements apply.
Across Canada, multiple provinces already require pay transparency in job postings, and others are moving in that direction. Managing different rules by province increases operational complexity and compliance risk.
Many employers are choosing to standardize job postings nationally by including salary ranges and transparency disclosures across all Canadian roles. This approach:
• Reduces compliance risk
• Simplifies hiring operations
• Improves candidate trust
• Prepares organizations for future legislative changes
HighlightTA advises on using this standardized approach and recommends it to clients hiring across provinces.
How These Changes Fit Into a Global Trend
Ontario’s job posting transparency requirements align with broader global hiring trends.
In the United States, several states including California, New York, Colorado, and Washington require pay transparency in job postings.
In the United Kingdom, while pay transparency is not yet mandatory, regulatory and market pressure continues to increase.
In the European Union, the EU Pay Transparency Directive has been adopted, with member states expected to implement local legislation by 2026.
Transparency in hiring is becoming the standard, not the exception.
How HighlightTA Is Preparing Clients for 2026
HighlightTA is proactively aligning job posting standards and hiring workflows to support compliance and consistency across regions where possible.
This includes:
• Requiring salary ranges for Ontario and Canada wide roles
• Including AI disclosure in all job postings
• Excluding Canadian experience requirements
• Adding vacancy statements to job postings
• Supporting structured candidate communication
• Performing ongoing data retention and compliance checks
Our goal is not just compliance, but helping clients build hiring practices that are transparent, defensible, and candidate first.
Final Thoughts on Ontario Job Posting Transparency
The January 1, 2026 changes are a clear signal of where hiring is heading across Canada and globally. Employers that prepare early will reduce risk, improve candidate trust, and avoid reactive policy changes under pressure. Organizations that wait may find themselves scrambling to update job postings and hiring workflows as enforcement approaches. If you are hiring in Ontario, posting roles Canada wide, or offering remote positions that could reasonably be performed in Ontario, now is the time to review your job postings and hiring processes. Preparing early is the simplest way to stay compliant while building a better hiring experience at the same time.
Ontario legislation
Ontario Regulation 476/24: https://www.ontario.ca/laws/regulation/240476
Employment Standards Act, 2000: https://www.ontario.ca/laws/statute/00e41
Pay transparency legislation in other provinces (optional but valuable)
British Columbia Pay Transparency Act: https://www2.gov.bc.ca/gov/content/gender-equity/pay-transparency
Prince Edward Island Pay Transparency (Employment Standards): https://www.princeedwardisland.ca/en/information/workforce-advanced-learning-and-population/pay-transparency
Gen Z and Millennial pay transparency data source
Brightmine: Attitudes on Pay Transparency and Equity: https://www.brightmine.com/us/resources/hr-compliance/pay-transparency/attitudes-on-pay-transparency-and-equity-in-the-workplace/