Home › What Ontario requires
GuideWhat Ontario requires of employers, by number of employees
Every written policy, posting, training and filing that applies to Ontario employers, the size where each one starts, and the law and government source behind it.
- Every employer: workplace violence and harassment policies and programs, the required posters, health and safety awareness training, accessible customer service, and WHMIS where there are hazardous products.
- 6+ workers at a workplace: written, posted health and safety, violence and harassment policies, and a health and safety representative.
- 10+ employees: pay equity. 20+: a joint health and safety committee and an accessibility compliance report (due December 31, 2026).
- 25+ employees: written disconnecting-from-work and electronic monitoring policies, new-hire information, and job-posting rules. 50+: a public multi-year accessibility plan.
At a glance
Count people, not full-time equivalents: part-time, seasonal and people on leave all count. Health and safety rules count workers at each workplace; most Employment Standards rules count employees across Ontario.
| Employees | What starts to apply |
|---|---|
| Any size | Workplace violence policy and program Workplace harassment policy and program Health and safety postings Basic health and safety awareness training WHMIS training and safety data sheets (if workers handle hazardous products) Working at heights training (construction, with fall protection) Employment standards poster Accessible customer service policy Accessibility and Human Rights Code training |
| 6+ per workplace | Occupational health and safety policy Health and safety representative or joint committee |
| 10+ | Pay equity |
| 20+ | Accessibility compliance report |
| 25+ | Written information for new hires before day one Written policy on disconnecting from work Written policy on electronic monitoring Rules for publicly advertised job postings (if you advertise jobs publicly) |
| 50+ | Accessibility policies, statement of commitment and multi-year plan |
Want this for your business only? The free compliance audit asks a few questions and lists what applies to you, then checks your handbook against it.
Every employer
These apply whatever your size.
Workplace violence policy and program
Every employer needs a workplace violence policy and program. Once more than 5 workers regularly work at a workplace, the policy must be in writing and posted there.
What it must include
- A policy statement on workplace violence
- Measures and procedures to control the risks of violence identified in a risk assessment
- How to summon immediate assistance when violence occurs or is likely to occur
- How workers report incidents or threats of violence to the employer or supervisor
- How the employer will investigate and deal with incidents, complaints and threats of violence
Also
- Assess the risk of workplace violence, and reassess when things change.
- Take reasonable precautions where domestic violence may follow a worker to work.
- Post the policy (more than 5 workers) and review it at least once a year.
OHSA, ss. 32.0.1–32.0.5 · Official source
Workplace harassment policy and program
Every employer needs a written workplace harassment program. Once more than 5 workers regularly work at a workplace, the policy must also be in writing and posted.
What it must include
- A policy statement on workplace harassment, including workplace sexual harassment
- Coverage of harassment that happens virtually or through technology (email, chat, social media), part of the definition since October 28, 2024
- How workers report incidents to the employer or supervisor, naming who to report to
- Someone else to report to if the employer or supervisor is the alleged harasser
- How incidents and complaints will be investigated and dealt with
- How information will be kept confidential, except where disclosure is needed to investigate, take corrective action or is required by law
- How the worker who complained and the alleged harasser will be told the results of the investigation and any corrective action
Also
- Develop the program with your joint health and safety committee or health and safety representative, if you have one.
- Post the policy (more than 5 workers) and review the policy and program at least once a year.
OHSA, s. 1(1) "workplace harassment"; ss. 32.0.1, 32.0.6, 32.0.7 · Official source
Health and safety postings
Every workplace covered by the Occupational Health and Safety Act.
Also
- Post the "Health & Safety at Work: Prevention Starts Here" poster.
- Post a copy of the Occupational Health and Safety Act.
- Post the names and work locations of your joint committee members or health and safety representative.
OHSA, s. 25(2)(i) · Official source
Basic health and safety awareness training
Every worker and supervisor, as soon as practicable after they start.
Also
- Keep a record of who completed the worker and supervisor training.
O. Reg. 297/13, ss. 1–2 · Official source
WHMIS training and safety data sheets
Any workplace where workers use, handle or are exposed to hazardous products (chemicals, cleaners, fuels and similar).
Also
- Train workers who work with or near hazardous products, label them, and keep current safety data sheets available.
OHSA, ss. 37–42; R.R.O. 1990, Reg. 860 · Official source
Working at heights training
Construction projects: workers who may use fall protection need approved training, renewed every 3 years.
Also
- Use a training provider approved by the Chief Prevention Officer and keep the certificates on file.
O. Reg. 297/13, ss. 26–26.10 · Official source
Employment standards poster
Every employer covered by the Employment Standards Act.
Also
- Give each employee a copy of the current "Employment Standards in Ontario" poster within 30 days of their start date. It no longer has to be posted in the workplace.
ESA, S.O. 2000, c. 41, s. 2 · Official source
Accessible customer service policy
Every business with at least one employee in Ontario.
What it must include
- A policy on providing goods and services to people with disabilities
- The use of assistive devices, service animals and support persons
- Notice to the public of temporary disruptions to facilities or services people with disabilities rely on
- How people can give feedback about accessibility and how the business will respond
- Training staff on accessible customer service
O. Reg. 191/11 (Integrated Accessibility Standards), Part IV.2 · Official source
Accessibility and Human Rights Code training
Every employee and volunteer, and anyone who helps set your policies.
Also
- Train on the accessibility standards and the Human Rights Code as it applies to people with disabilities; keep training records at 50 or more employees.
O. Reg. 191/11, s. 7 · Official source
Human rights: discrimination, harassment and accommodation Recommended
The Human Rights Code applies to every employer. A written policy isn’t mandatory, but it’s the evidence you’ll want if a complaint is made.
What it must include
- A ban on discrimination and harassment based on the grounds protected by the Ontario Human Rights Code
- How employees can ask for accommodation (for example for disability, creed or family status)
- A commitment to accommodate up to the point of undue hardship
Human Rights Code, R.S.O. 1990, c. H.19, ss. 5, 7, 11, 17 · Official source
6 or more workers at a workplace
Everything above, plus:
Occupational health and safety policy
Required in writing, and posted, where more than 5 workers regularly work. Recommended below that.
What it must include
- A written statement of the employer's occupational health and safety policy
- A commitment to a program that puts the policy into practice
- A note that the policy is reviewed at least once a year
Also
- Post it where workers will see it.
- Review it at least once a year.
OHSA, R.S.O. 1990, c. O.1, s. 25(2)(j) and (4) · Official source
Health and safety representative or joint committee
A workplace with 6 to 19 workers regularly employed needs a health and safety representative chosen by the workers. At 20 or more, it needs a joint health and safety committee.
Also
- Construction projects have their own thresholds; check the guide if you run sites.
OHSA, ss. 8–9 · Official source
10 or more employees
Everything above, plus:
Pay equity
Private-sector employers with 10 or more employees must pay female job classes the same as male job classes of equal value.
Also
- Compare female and male job classes and keep the work you did to show it.
Pay Equity Act, R.S.O. 1990, c. P.7, s. 3 · Official source
20 or more employees
Everything above, plus:
Accessibility compliance report
Businesses with 20 or more employees file an accessibility compliance report every three years.
Also
- File through the Accessibility Compliance Reporting Portal.
AODA, S.O. 2005, c. 11, s. 14 · Official source
25 or more employees
Everything above, plus:
Written information for new hires before day one
Employers with 25 or more employees give new hires certain written information before their first day.
Also
- Before the first shift (or as soon as reasonably possible), give the employer's legal and operating names, contact details, the general location of work, the starting wage, the pay period and pay day, and the general anticipated hours.
ESA, new-hire information requirement (in force July 1, 2025) · Official source
Written policy on disconnecting from work
Employers with 25 or more employees on January 1 need the written policy in place by March 1 that year.
What it must include
- A written policy on disconnecting from work that covers all employees
- The date the policy was prepared (day, month and year)
- The date of any changes made to the policy
Also
- Give every employee a copy within 30 days of preparing or changing it, and new hires within 30 days of starting.
- Keep a copy for 3 years after it stops being in effect.
ESA, Part VII.0.1, s. 21.1.2 · Official source
Written policy on electronic monitoring
Employers with 25 or more employees on January 1 need the written policy in place by March 1 that year.
What it must include
- A statement of whether the employer electronically monitors employees
- If it does, how and in what circumstances it may monitor
- The purposes for which information obtained through monitoring may be used
- The date the policy was prepared (day, month and year)
- The date of any changes made to the policy
Also
- Give every employee a copy within 30 days of preparing or changing it, and new hires within 30 days of starting.
- Keep a copy for 3 years after it stops being in effect.
ESA, Part XI.1, s. 41.1.1 · Official source
Rules for publicly advertised job postings
Employers with 25 or more employees that advertise jobs publicly.
Also
- Include the expected pay or a pay range no wider than $50,000 (not required above $200,000).
- Say if AI is used to screen, assess or select applicants.
- Say whether the posting is for an existing vacancy.
- Do not require Canadian experience in the posting or application form.
- Tell interviewed applicants whether they got the job within 45 days of their last interview.
- Keep copies of postings and applications for 3 years.
ESA, Part III.1; O. Reg. 476/24 (in force January 1, 2026) · Official source
50 or more employees
Everything above, plus:
Accessibility policies, statement of commitment and multi-year plan
Businesses with 50 or more employees in Ontario need written accessibility policies and a multi-year accessibility plan, made public.
What it must include
- A statement of organizational commitment to meeting the accessibility needs of people with disabilities
- Written accessibility policies, made public and available in an accessible format on request
- A multi-year accessibility plan, posted on the website if there is one and reviewed at least every 5 years
O. Reg. 191/11, ss. 3–4 · Official source
Employment Standards minimums your handbook must meet
A policy or contract can give more than these, never less. Handbooks often promise less without meaning to.
- Vacation time and vacation pay: At least 2 weeks of vacation after each 12-month vacation entitlement year (3 weeks after 5 years with the employer), and vacation pay of at least 4% of gross wages (6% after 5 years). (ESA, ss. 33, 35.2, source)
- Overtime: Overtime pay of at least 1.5 times the regular rate after 44 hours in a work week, unless a written averaging agreement applies. A salary does not by itself make someone exempt; the managerial and supervisory exemption is narrow. (ESA, s. 22; O. Reg. 285/01, s. 8, source)
- Hours of work, eating periods and rest: No more than 8 hours a day (or the regular workday if longer) and 48 hours a week unless the employee agrees in writing; a 30-minute eating period after no more than 5 consecutive hours; at least 11 consecutive hours off each day and 24 hours off each week (or 48 in each 2-week period). (ESA, ss. 17, 18, 20, source)
- Public holidays: Nine public holidays with public holiday pay: New Year's Day, Family Day, Good Friday, Victoria Day, Canada Day, Labour Day, Thanksgiving Day, Christmas Day and Boxing Day. Giving extra days (Civic Holiday, Easter Monday) is fine. (ESA, s. 1(1) "public holiday"; Part X, source)
- Sick leave and sick notes: Up to 3 days of unpaid, job-protected sick leave each calendar year after 2 consecutive weeks of employment. Since October 28, 2024 employers cannot require a note from a physician, registered nurse or psychologist for this leave; other reasonable evidence (such as an attestation) is allowed. (ESA, s. 50, source)
- Family responsibility and bereavement leave: Up to 3 days of unpaid family responsibility leave and 2 days of unpaid bereavement leave each calendar year after 2 consecutive weeks of employment. (ESA, Part XIV, source)
- Domestic or sexual violence leave: Up to 10 days and up to 15 weeks of leave each calendar year after 13 consecutive weeks of employment; the first 5 days are paid. (ESA, s. 49.7, source)
- Pregnancy and parental leave: Unpaid, job-protected pregnancy leave of up to 17 weeks and parental leave of up to 61 weeks (63 if no pregnancy leave was taken), with the job (or a comparable one) held. (ESA, ss. 46–49, source)
- Deductions from pay: No deductions for faulty work, cash shortages, or lost or stolen property where someone else had access, even with written consent. Other deductions need a written authorization stating an amount or how it is calculated. (ESA, s. 13, source)
- Probation and termination: After 3 months of continuous employment an employee is entitled to written notice or termination pay (1 week under 1 year, up to 8 weeks at 8 years), plus severance pay in some cases. A probationary period cannot extend the 3-month window. Termination wording that could give less than the ESA can void the whole clause. (ESA, ss. 54, 57, 64; O. Reg. 288/01, s. 2, source)
- Non-compete clauses: Non-compete agreements are prohibited (since October 25, 2021) except for executives and in a sale of business. (ESA, s. 67.2, source)
Common questions
What written policies does an Ontario employer need?
Every employer needs a workplace violence policy and a workplace harassment program, and once more than 5 workers regularly work at a workplace, written health and safety, violence and harassment policies posted there. Every business with an employee needs an accessible customer service policy. At 25 or more employees on January 1, the Employment Standards Act also requires written policies on disconnecting from work and on electronic monitoring, in place by March 1.
When does an Ontario workplace need a joint health and safety committee?
When 20 or more workers are regularly employed at the workplace. A workplace with 6 to 19 workers regularly employed needs a health and safety representative chosen by the workers instead. Construction projects have their own thresholds.
Do small Ontario businesses need an electronic monitoring policy?
Only once they employ 25 or more employees on January 1 of a year. The written policy must then be in place by March 1. It says whether you monitor employees electronically and, if you do, how, when and for what purposes, and every employee gets a copy within 30 days.
What training is mandatory for Ontario workers?
Every worker and supervisor needs basic health and safety awareness training, and workers exposed to hazardous products need WHMIS training. Every employee and volunteer, and anyone who helps set your policies, needs accessible customer service training. Construction workers who may use fall protection need approved working-at-heights training, renewed every 3 years.
When is the Ontario accessibility compliance report due?
Businesses with 20 or more employees file an accessibility compliance report every three years. The next one is due December 31, 2026.
This guide summarizes Ontario’s rules as of October 13, 2026 for general information. It isn’t legal advice, and Prodigy Suite isn’t a law firm. Each item links to the official source; for a specific situation, speak to an Ontario employment lawyer.
See exactly what applies to you
Answer a few questions and get your list, with the law behind each item. Then check your handbook against it, free.