Ontario Job Posting Transparency Pack

Prepare publicly advertised Ontario job postings for the 2026 requirements. The pack includes a ready-to-fill template with the required language, copy-ready AI disclosures, and a tracker that checks pay ranges and calculates the 45-day notice and three-year retention deadlines.

Six tools for preparing and documenting Ontario postings

Use the templates to prepare each posting, add the required wording, track deadlines, and complete a final check before publication. The six pieces work together from the first draft through documentation.

• Start Here. Two pages explaining the 2026 rules in plain language, what each piece does, and the order to use them.
• Job Posting Template. A ready-to-fill posting with the required compensation, vacancy status, and AI lines, coaching notes for each, and an internal pre-publish checklist. It also flags wording such as local-experience requirements that could be interpreted as requiring Canadian experience.
• AI Disclosure Wording. Four copy-ready statements, from a one-line disclosure to language that describes human review. Includes the Employment Standards Act’s description of AI and a quick check of which hiring tools usually count.
• Offer Letter Template. A conditional offer letter for Ontario roles that connects the offered pay to the posted figure. Includes vacation notes based on ESA minimums and prompts for counsel to review probation and termination terms.
• Posting Tracker. Six tabs: Start Here, Postings Tracker, Salary Range Audit, Compliance Log with a per-posting checklist, Documentation Archive, and Notes with a counsel review log. The pay-range width check, 45-day notice date, and three-year retention date calculate automatically. Opens on a worked example. Works in Excel or Google Sheets.
• Posting Compliance Checker. Review a finished posting against the rules in any browser before publication. It runs locally, uploads nothing, and provides a self-assessment, not a compliance determination.

The posting process, step by step

Start by checking which requirements apply, then set the pay range, review the posting, and track the deadlines. The pack helps you prepare and document each posting. Qualified counsel can resolve questions about how the law applies.

• Check whether the rules apply. They cover publicly advertised postings by employers with 25 or more employees in Ontario on the day the posting goes up. The tracker’s scope check and Start Here guide help you make that determination first.
• Set the pay range and draft the posting. In Salary Range Audit, enter a single figure or a range within CAD 50,000 from low to high. The rule does not apply above CAD 200,000 a year. Use the template to include the vacancy and AI lines, and review the wording for anything that could imply a Canadian-experience requirement.
• Review the posting before publication. Use the web checker to identify anything that needs attention. If AI screens, assesses, or selects applicants, include the disclosure statement that matches your hiring process.
• Record the posting and track the deadlines. Notify every interviewed candidate within 45 days of their last interview, and keep the posting and its application forms for three years after it comes down. The Compliance Log and Documentation Archive calculate the dates for you.

Who it is built for

Built for

• An Ontario employer with 25 or more employees preparing its first publicly advertised postings under the 2026 rules.
• A lean HR team or hiring manager responsible for writing postings, including the required language, checking pay ranges, and tracking deadlines, with counsel available for legal questions.
• A US or global company hiring in Ontario that needs postings adapted for CAD pay ranges, AI disclosures, and the restriction on Canadian-experience requirements.

If you are looking for

• For US pay-range posting requirements, see the US State Pay Transparency Pack for state-by-state disclosure rules.
• For broader AI hiring governance, the AI Hiring and HR Governance Kit covers the policy, candidate notices, and vendor bias audits.

Before you buy

What format are the files and can I edit them?

One Excel tracker, three editable Word templates, a Start Here PDF, and a web checker that opens in any browser. The tracker works in Excel or Google Sheets. The Word and Excel files are editable. The checker runs locally and uploads nothing.

Do the rules apply to my company?

The rules cover only publicly advertised external postings by employers with 25 or more employees in Ontario on the day the posting goes up. Start Here and the tracker’s scope check help you determine whether they apply. If your employee count is near the threshold, confirm with counsel.

What has to be in the posting?

The expected pay or a range no wider than CAD 50,000, whether the posting is for an existing vacancy, and a disclosure if AI is used to screen, assess, or select applicants. Nothing in the posting or the application form may require Canadian work experience. The pay line is not required where the pay, or the top of the range, is above CAD 200,000 a year. Amounts in the pack are Canadian dollars; the store price is in US dollars.

What counts as AI here?

The Employment Standards Act describes AI as a machine-based system that infers from its input to produce predictions, recommendations, content, or decisions. Resume rankers and automated scoring usually qualify; a plain keyword filter or an applicant database usually does not. The disclosure sheet includes a quick check, and qualified counsel can resolve borderline cases.

What is the 45-day rule?

Every candidate you interview must be notified whether a hiring decision has been made within 45 days of their last interview. The Compliance Log calculates the due date from the last interview date and records when each notice was sent.

What do we have to keep and for how long?

There are two retention deadlines. Keep the posting and its application forms for three years after the posting comes down. Keep records of the 45-day notices for three years after each notice is given. The Documentation Archive calculates the first deadline; the Notes tab covers both.

How do I know when it was last checked?

Each file shows its review date. The requirements come from legislation that took effect 1 January 2026. Check the review date when using the pack, since legislation can change.

What is the refund policy?

Digital products are covered by a 30-day money-back guarantee. To request a refund, email support@truestephr.com or reply to your receipt within 30 days of purchase.

What happens after I buy?

Your download link appears immediately after checkout. Your receipt arrives by email with the same link. Open the Start Here page first for the recommended order. For setup questions, email support@truestephr.com.

How the download works

Your files arrive as a single ZIP download, best opened on a computer. Save it, extract it (right-click and select Extract All on Windows, or double-click on a Mac), then open the Start Here file first. PDFs open in any reader, and editable files work in Microsoft Word and Excel or free equivalents, including LibreOffice, Google Docs, and Google Sheets. No other software is needed. Step-by-step help for every device is at truestephr.com/pages/download-help.

Scope

These working tools and editable templates help you run a clear, consistent, and defensible HR process. Rules vary by jurisdiction and change over time, so adapt each template to the facts of your situation to avoid unintended legal exposure. Have qualified counsel review your policies, notices, and individual decisions against applicable law before you act. General HR information, not legal advice.