Ontario’s new pay transparency and onboarding rules will be mandatory for many organizations by 2026, but smart HR, Compensation, and Total Rewards leaders aren’t waiting until then. These changes are forcing a shift in how you structure roles, share salary info, and close the loop with candidates. This might sound like more red tape, but it’s also a critical opportunity to strengthen compensation governance, reduce risk, and align hiring workflows with your employer brand. Here's how to prepare now, and how Stratford Group can support your team.
HR teams are being handed a rare chance to reset how pay is communicated and managed. Yes, Ontario’s new rules are a compliance requirement—but if that’s all you see them as, you’re missing a bigger opportunity.
Done well, these updates can help your team:
The right prep now will save your team hours (and headaches) later.
Ontario’s Employment Standards Act, 2000 (ESA) sets the minimum standards for most workplaces in the province—things like hours of work, vacation time, public holidays, and now, pay transparency. The recent amendments add new requirements that directly impact how you post jobs, share compensation details, and handle hiring records.
There are two major rule changes you need to be aware of:
If your organization has 25 or more employees and hires for roles in that could be filled by Ontario-based candidates (even if the role is remote), these updates will apply to you.
→ It’s not just about where your office is. If your job posting reaches Ontario candidates, you’re likely within scope.
The first phase of Ontario’s pay transparency legislation is already live. As of July 1, 2025, employers with 25 or more employees must meet new onboarding disclosure requirements.
That means before an employee’s first day, you need to provide—in writing—the following information:
→ Tip: If you’re still relying on older offer letter templates or inconsistent onboarding processes, now’s the time to tighten them up. The regulation is already in force, and auditors won’t wait for your HRIS to catch up.
This rule is about more than checking a box. Clear, consistent pre-employment communication helps:
If you haven’t done an onboarding compliance check this quarter, make it a priority.
The next major milestone lands on January 1, 2026. That’s when new job posting standards kick in, potentially changing how you advertise roles, communicate compensation, and follow up with candidates.
Publicly advertised job postings in Ontario must include:
→ Tip: Ranges should reflect reality. Avoid using placeholder numbers or “open” language—misaligned pay expectations are hard to walk back, and could hurt your employer brand.
→ Tip: Many organizations aren’t aware their ATS or testing tools are powered by AI. Confirm with vendors and flag this in your recruitment playbook.
→ Tip: If you post roles on a rolling basis, make sure to clarify that—vague postings could raise compliance flags or create confusion for applicants.
→ Tip: Focus on the capabilities that matter—skills, credentials, portfolio work, or task-based assessments. You may be surprised how much stronger your candidate pool becomes.
Additionally, these new requirements set expectations for what happens after a candidate is interviewed.
→ Tip: Don’t rely on good intentions. Assign clear responsibility (HR or hiring manager?) and consider automating reminders in your ATS. This small but important step reinforces professionalism and trust—even if the candidate isn’t hired.
New pay transparency rules may feel like just another compliance hurdle. But for HR and Total Rewards leaders, they’re also a chance to sharpen compensation governance, simplify hiring processes, and strengthen your team’s credibility inside the business.
Here are six priorities to tackle between now and January 2026—with practical steps to start now and ways Stratford can help.
Now is the time to tighten your job architecture and salary bands. Ranges must reflect actual pay practices—especially in public-facing postings.
Action steps:
Where Stratford fits: We help teams recalibrate salary structures, validate equity, and ensure public ranges are both compliant and defensible.
Many organizations use ATS tools or third-party assessments that include AI in candidate screening. Identify where AI is in use so you can disclose it accurately and meet regulatory expectations.
Action steps:
Where Stratford fits: We work with clients to review hiring workflows, identify hidden AI use, and set up systems to track disclosures consistently.
The elimination of “Canadian experience” isn’t just semantics—it’s a push toward skills-first hiring. This means shifting to objective indicators like licenses, portfolios, or practical assessments.
Action steps:
Where Stratford fits: We support HR leaders in building inclusive, competency-based posting frameworks that expand candidate pools and strengthen brand reputation.
Whether centralized through HR or delegated to hiring managers, your team must implement a consistent 45-day follow-up process post-interview. This may seem simple in theory, but could get messy in practice without clear workflows.
Action steps:
Where Stratford fits: We help clients configure systems and create light processes that make compliance seamless—even during high-volume hiring.
Not every posting qualifies: Internal-only roles, postings outside Ontario, or those not tied to a vacancy may be exempt. Still, erring on the side of clarity and consistency is wise and reduces confusion.
Action steps:
Where Stratford fits: We help organizations design practical policies that balance compliance with efficiency.
Treat your onboarding process as more than paperwork—it’s the first impression of your culture.
Action steps:
Where Stratford fits: We help HR teams streamline onboarding documentation, align it with ESA standards, and use it as an opportunity to boost candidate trust.
The new transparency requirements aren’t just about compliance—they’re a chance to reset. For HR and Total Rewards leaders, this is an opportunity to align pay practices with strategy, modernize hiring workflows, and build trust with both employees and candidates.
Stratford’s Total Rewards consulting team is already supporting Ontario-based clients to:
If you want a structured roadmap to get started, our ESA Readiness Checklist lays out a practical 60-day action plan.
→ Download ESA Readiness Checklist
For tailored support as you prepare for Ontario’s new ESA requirements, connect with us directly or visit our Total Rewards Consulting page.
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Jesse Dors is the Director of Total Rewards for Stratford People & Culture with more than 12 years of progressive experience in compensation and benefits. He has led teams at major Canadian organizations and has a strong track record developing, deploying, and maintaining remuneration programs. Jesse’s varied expertise in broad-based and executive compensation strategies provides a unique perspective to tackling total rewards challenges. He has a breadth of experience with organizational structure, benefit plans, job architecture, and people analytics. Recognized for his collaborative approach and fiscal responsibility, he brings a big-picture perspective to total rewards, advising Boards and executive teams on strategies that balance market competitiveness with organizational sustainability.
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