As of October 2026, Ontario's employment standards rules require employers with 25 or more employees to include several specific items in publicly advertised job postings, and to tell interviewed applicants whether a hiring decision was made. This guide explains each item in the language of a trades shop and shows where it fits in an ad. It is a marketing guide, not legal advice. Every rule summarised here comes from the Government of Ontario's page on publicly advertised job postings, which you should read in full and check again before relying on it, since guidance can change.
Who the rules cover
The short answer: employers with 25 or more employees, for publicly advertised postings made on or after January 1, 2026.
A few details from the official guide matter for trades companies:
- Headcount includes everyone. Each employee counts as one regardless of hours, so part-time office staff, seasonal helpers and casual workers all count. There is no full-time-equivalent conversion.
- Count across Ontario. Employees at all your Ontario locations count, and related employers treated as one employer are counted together.
- The day of posting is what matters. The threshold is measured on the day the posting is made. A shop that grows from 22 to 26 people in spring may be covered for its autumn postings.
- Temp workers count toward the agency. Assignment employees from a temporary help agency count toward the agency's total, not yours.
If you are close to 25, it is simpler to set up every posting as if the rules apply. The extra items are useful to candidates anyway.
What counts as a publicly advertised posting
According to the guide, it is an external posting for a specific position that you, or someone acting for you, advertise to the general public. That includes job boards, your website and, in many cases, paid social ads for a specific role.
The guide lists exclusions, including:
- general recruitment campaigns or "we are hiring" signs that don't advertise a specific position
- postings open only to existing employees
- positions where the work is done outside Ontario, unless it continues work done in Ontario
One detail catches many owners: linked websites or documents included in a posting are treated as part of the posting. If your social ad links to a role page on your careers section, that page should carry the required items too. This is one reason our careers site service builds one complete page per role.
The five items, translated for a trades ad
1. Expected pay or a pay range
The posting must include the expected compensation or a range. The guide sets limits: no disclosure is required if the expected pay, or the top of the range, is above $200,000 a year, and a range may not span more than $50,000 a year. Each part of pay, for example an hourly rate plus a commission or a performance bonus, should be described, though detailed formulas aren't required.
In a trades ad: state your hourly rate or range near the top, then list other pay elements in one line, such as overtime approach, on-call premiums or commission on sales, if you offer them. We never suggest the numbers; they come from you. A clear statement of pay also tends to filter out people who would decline later, which saves your office time.
2. Whether the vacancy exists
The posting must say whether it is for an existing vacancy, meaning a position that is imminently available for a qualified candidate. The guide notes this doesn't oblige you to fill it.
In a trades ad: a single line works. "This posting is for an existing vacancy" or "We are building a list of candidates for future openings; this is not a current vacancy." Many shops run both kinds: an urgent posting for a licensed tech now, and a standing apprentice posting. Label them honestly.
3. Use of artificial intelligence
If AI is used to screen, assess or select applicants, including by a third party acting for you, the posting must say so. The guide says a general statement is enough.
In a trades ad: check your job board and applicant tracking settings. Some platforms rank or filter applicants automatically. If that applies, add one line, for example "We use automated tools to help screen applications." If you read every application yourself, you don't need the statement, but confirm how your tools work.
4. No Canadian experience requirement
Postings and their application forms may not require Canadian work experience, Canadian education credentials, or an established Canadian professional network or client base. The guide notes that professional licensing or registration requirements are not covered by this ban, and that the Ontario Human Rights Code may also apply.
In a trades ad: describe the skills and licences the job truly needs, not where the experience was gained. "Must hold a valid [trade certificate] for Ontario" is about licensing. "Minimum three years of Canadian experience" is the kind of line to remove. Removing it can also widen your pool to qualified people who trained elsewhere.
5. Telling interviewed applicants about a decision
Employers must tell interviewed applicants whether a hiring decision has been made within 45 days after the interview, or after the last interview if there were several. Notice can be in person, in writing or by technology, such as phone, email or text. A preliminary screening call to confirm minimum qualifications is not an interview.
In a trades ad: this is about process, not wording. Put a reminder in your calendar on the day of each interview. A simple text template works: "Hi [Name], thanks for meeting with us about the [role] position at [Business name]. We have [made a decision / not yet made a decision] and wanted to let you know." Prompt replies also protect your reputation; tradespeople talk.
Record keeping
The guide requires employers to keep copies of postings and associated application forms, including linked material and each advertised revision, for three years after public access ends. Information given to interviewed applicants must also be kept for three years.
In practice: save a PDF of every posting version and its linked role page in a dated folder, and keep a simple log of the notices you send. If we manage your ads, we keep the versions organised in your shared folder, but the records are yours to retain.
The human rights side of job ads
Separate from employment standards, the Ontario Human Rights Code applies to advertising. The Ontario Human Rights Commission's guidance on advertising warns that ads which directly or indirectly signal a qualification based on a protected ground can infringe the right to equal treatment. It also notes that neutral-sounding requirements can be a barrier when they aren't essential to the job.
Practical habits from that guidance, applied to trades ads:
- Describe the work, not the worker. "Able to lift equipment up to the weight your job involves" instead of "young and strong".
- Check each requirement. A driver's licence makes sense when driving is part of the job; ask whether it truly is for every role.
- Use neutral titles. "Service technician", "installer", "helper".
- Say you accommodate. A line stating that you are an equal opportunity employer and will provide accommodation during hiring is recommended in the guidance.
- Advertise widely. Relying only on word of mouth can exclude people outside your crew's circle.
A pre-posting checklist for your office
Run this before each posting goes live. It is a marketing checklist, not a legal review.
- Is this a specific position advertised to the public? If yes, and we have 25 or more employees, the items below apply.
- Is the pay or range stated, with other pay components described?
- Does it say whether this is an existing vacancy?
- If any automated tool screens or ranks applicants, is that disclosed?
- Are there any Canadian experience or Canadian education requirements? Remove them; keep genuine licensing requirements.
- Does every requirement reflect what the job truly needs?
- Is there an equal opportunity and accommodation line?
- Do linked pages (careers page, role page) carry the same information?
- Is a PDF of this version saved with today's date?
- After interviews, is the 45-day reminder in the calendar?
Where to go from here
Read the official Ontario requirements and the broader employment standards guide for anything not covered here. For help writing postings that include these items and still read well, see our job ads service. If you also want to reach candidates beyond job boards, the commute recruiting guide is the next step. Questions are welcome on the contact page.
Frequently asked questions
Do the posting rules apply to small trades shops?
According to the official guide, the publicly advertised posting requirements don't apply to employers with fewer than 25 employees on the day the posting is made. Every employee counts as one, including part-time and casual staff. Check the guide for how employees are counted.
Does a 'We're hiring' sign on our van count?
The official guide says general recruitment campaigns that don't advertise a specific position are not publicly advertised job postings. A posting for a specific role, advertised to the public, generally is. Confirm your situation with the guide or an adviser.
Do we have to hire someone if we say the vacancy exists?
The guide says the vacancy statement rule does not require the employer to fill the position. It requires a statement on whether the posting is for an existing vacancy.
Can we still ask for a trade licence?
The ban on requiring Canadian experience does not cover professional licensing or registration requirements, according to the official guide. Requiring a licence or certificate that the job legally needs is a different matter from requiring Canadian work experience.
Is this legal advice?
No. This is a marketing guide that summarises and links the official source. For your own obligations, speak with an employment lawyer or contact the Ministry.