Ontario Job Posting Transparency Pack

Get every publicly advertised Ontario posting right before it goes live. A ready-to-fill template with the required lines, copy-ready AI wording, and a tracker that checks the pay range and runs the 45-day and three-year clocks for you.

Six pieces that take a posting from draft to documented

Templates you publish from, wording you paste in, a tracker that runs the dates, and a final check before anything goes live. Built to be used together on every posting.

• Start Here. What each piece does, the order to use them, and the 2026 rules in plain language. One page, read it first.
• Job Posting Template. A ready-to-fill posting with the required compensation, vacancy status, and AI lines, coaching notes on each, and an internal pre-publish checklist. It also flags coded wording, like requiring local experience, that can read as a Canadian-experience requirement.
• AI Disclosure Wording. Four copy-ready statements, from a one-line disclosure to wording that names human review, with the Employment Standards Act’s description of AI and a quick check for which hiring tools usually count.
• Offer Letter Template. A conditional offer letter for Ontario roles with a pay transparency line that ties the offer to the posted figure, vacation notes against the ESA minimums, and counsel prompts on probation and termination terms.
• Posting Tracker. Six tabs: a Start Here, the postings log, the salary range audit, a per-posting compliance checklist, a documentation archive, and a notes tab with a counsel review log. The width check, the 45-day notice date, and the three-year retention date all calculate for you. Opens on a worked example. Works in Excel or Google Sheets.
• Posting Compliance Checker. Walk one finished posting through the rules in any browser before you publish it. It runs locally, uploads nothing, and its result is a self-assessment, not a compliance determination.

The method in the order a posting runs

Scope first, pay second, then the checks and the clocks. The pack drafts and documents; counsel makes the close calls.

• Confirm the rules reach you. The rules 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 the Start Here walk through it before anything else.
• Set the range, then draft. Set the pay in Salary Range Audit: a single figure or a range within CAD 50,000 from low to high, with the rule not applying above CAD 200,000 a year. Then draft from the template, keep the vacancy and AI lines, and ask for nothing that reads as Canadian experience.
• Check it before it goes live. Run the finished posting through the web checker and fix what it flags. If AI screens, assesses, or selects applicants, paste in the disclosure statement that fits your process.
• Log it and run the clocks. Log the posting, 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 the Documentation Archive date both for you.

Built on the 2026 rules and honest about its limits

Posting rules are the part of hiring where one missing line becomes an employment-standards problem, so the pack is careful where it counts and clear about where counsel takes over.

• Never a stand-in for legal advice. The templates and the tracker mark the legal checkpoints, from the CAD 200,000 line to what counts as AI, and tell you when to route the call to employment counsel.
• The rules checked against current sources. The requirements reflect the Employment Standards Act, 2000, the Working for Workers Four and Five Acts, and O. Reg. 476/24, in force January 1, 2026, framed as a reference to confirm, not a guarantee.
• A worked example to follow. The tracker opens on a filled-in posting, so you see the range check, the 45-day date, and the retention clock working before you log your own.
• Dated and reviewable. Every file carries a last-reviewed date, the tracker keeps a counsel review log, and the archive tab holds the record the rules expect you to keep.

Who it is built for

Built for

• An Ontario employer at or past 25 employees, posting publicly under the 2026 rules for the first time.
• An HR team of one or a hiring manager who writes the postings and needs the required lines, the range check, and the dates handled without a lawyer on every posting.
• A US or global company hiring into Ontario that needs the posting side localized: CAD ranges, the AI line, and nothing that asks for Canadian experience.

If you are looking for

• US pay-range posting rules, not Ontario. The US State Pay Transparency Pack covers the state-by-state disclosure rules.
• A full AI governance program, not one disclosure line. The AI Hiring and HR Governance Kit covers the policy, candidate notices, and vendor bias audits behind the line.

Before you buy

What format are the files and can I edit them?

One Excel tracker, three Word templates that also ship as PDFs, a Start Here PDF, and a web checker that opens in any browser. The tracker works in Excel or Google Sheets, everything is editable, and the files are yours to keep. The checker runs locally and uploads nothing.

Is this legal advice?

No. It is general information and a self-review structure for planning. The pack marks where to bring in employment counsel, and it does not determine that any posting complies. Take edge cases, and anything already live that breaks a rule, to counsel before you act.

Do the rules apply to my company?

They cover employers with 25 or more employees in Ontario on the day the posting goes up, and only publicly advertised external postings. The Start Here and the tracker’s scope check walk through it, and if you sit near the line, 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 carries the quick check, and the close calls go to counsel.

What is the 45-day rule?

Every candidate you interview must hear 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 tracks that each notice went out.

What do we have to keep and for how long?

Two clocks. The posting and its application forms are kept for three years after the posting comes down, and records of the 45-day notices are kept for three years after each notice is given. The Documentation Archive calculates the first; the Notes tab covers both.

Will it stay current as the rules change?

Each file carries a last-reviewed date so you can see how current it is, and meaningful updates are released as the rules change. The requirements come from legislation that took effect January 1, 2026, and amendments do happen, so check the date before you lean on a number.

What is the refund policy?

Digital products are covered by a 14-day money-back guarantee. See the refund policy for the full terms.

What happens after I buy?

Checkout delivers an instant download link, and a receipt with the same link arrives by email. Open the Start Here page first; it tells you the order to work in. If a file gives you trouble, email support@truestephr.com.

Templates, a tracker, and general business information for planning, not legal or tax advice. Ontario’s rules can change, so confirm edge cases with employment counsel before you post. Last reviewed June 2026.