Navigating Ontario’s employment laws can feel like a full-time job. As of July 1, 2025, a significant change has kicked in for many businesses, introducing new written information requirements for employers with 25 or more staff. This update to the Employment Standards Act, 2000 (ESA) means your onboarding process must now include specific, mandated details provided in writing to every new hire.
This rule, part of the ongoing Working for Workers Act series, is designed to enhance transparency from day one, ensuring employees have a clear record of their employment terms. For employers, this means updating your onboarding is no longer just good practice—it’s the law.
At Divino Business Solutions, we’ve seen firsthand how clear communication at the start of an employment relationship prevents future disputes and builds a foundation of trust. This legislative change formalizes that principle. Let’s break down exactly what this means for your business.
Your Guide to the New Written Information Requirements
The core of this new obligation is straightforward: if you are an Ontario employer with 25 or more employees on a new hire’s first day of work, you must provide them with specific employment information in writing. This isn’t a suggestion; it’s a legal requirement designed to eliminate ambiguity for new team members.
The employee count includes everyone across your organization in Ontario, whether they are full-time, part-time, or on contract. It’s crucial to get an accurate headcount on the new employee’s start date to determine if this rule applies to you.
What Information Must Be Provided?
The regulations are specific about the details you need to include in this written document. Think of it as a snapshot of the essential terms of employment. You are now required to provide:
- Employer’s Name: Your company’s legal name and any operating or business names you use.
- Contact Information: The business address, telephone number, and the name of a contact person.
- Work Location: A general description of where the employee will be working. For remote or hybrid roles, this should be clearly stated.
- Wages: The employee’s starting rate of pay, whether it’s an hourly wage, a salary, or commission-based.
- Pay Schedule: The pay period (e.g., weekly, bi-weekly) and the specific payday.
- Hours of Work: A general description of the employee’s anticipated hours.
This information must be delivered in writing, which can be a physical document or an electronic one, like a PDF attached to an email. The key is that the employee can access and save it. The deadline for providing this information is firm: it must be given to the employee before their first day of work, though the law allows it as soon as “practicable” after they start. Best practice is to incorporate this into your pre-boarding process.
“Clarity at the outset of employment is not just a compliance task; it’s the first step in building a strong, transparent relationship with your team.”
Why This Change Matters for Your Business
While this may seem like another administrative task, it serves a critical purpose. According to a recent survey, nearly 40% of employees have felt that their job role did not match the initial description provided during hiring. By mandating this written information, the Ministry of Labour aims to reduce such misunderstandings.
Providing these details upfront helps set clear expectations, which can lead to higher employee satisfaction and retention. It ensures that both you and your new hire are on the same page regarding the core aspects of the job, minimizing the risk of disputes down the road. This proactive approach to transparency aligns perfectly with modern HR best practices.
What Ontario Employers Should Do Next
Failing to comply with the Employment Standards Act can lead to inspections, compliance orders, and potential penalties. To ensure you meet the new written information requirements, we recommend taking immediate action. Proactive compliance is always less costly than reactive problem-solving.
Here are three clear steps you should take now:
- Audit Your Onboarding Process: Review your current hiring and onboarding workflow. Create a standardized template that includes all the required information and develop a process to ensure it is sent to every new hire before their first day.
- Update Your Offer Letters: Integrate the seven required pieces of information directly into your employment agreements or offer letters. This is the most efficient way to ensure compliance without adding an extra step to your process. Have your legal or HR advisor review the updated documents.
- Train Your Hiring Managers: Anyone involved in the hiring process needs to be aware of this new legal obligation. Ensure they understand what information must be provided and the importance of delivering it on time.
These new rules are a reminder that the world of HR and compliance is always evolving. Staying ahead of these changes protects your business and helps you build a reputation as an employer of choice.
Need help navigating HR changes? Book your free HR audit today or speak with our team about how Divino can support your business.
