What Employers Need to Know Before July 1, 2025
Big changes are coming to Ontario workplaces this summer. Starting July 1, 2025, employers in Ontario with 25 or more employees will be required to provide new hires with detailed written information about their job — and to do so before or shortly after employment begins.
This is part of Ontario’s push toward greater transparency in employment relationships, and it’s a requirement you don’t want to overlook. Here’s what HR teams and business owners need to know to stay compliant.
✅ What the Law Requires
Under the Employment Standards Act, 2000 (ESA), employers must now provide written notice to each new hire containing the following:
- The legal name and any operating name of the employer
- The employer’s address and contact information
- The name and contact info of a supervisor or direct contact
- The employee’s job title and start date
- The work location
- The employee’s pay rate, pay period, and overtime eligibility
- The employee’s scheduled hours of work, including breaks and overtime expectations
This information must be provided before the first day of work or as soon as possible thereafter.
📋 Why This Matters
While many organizations already provide this information in offer letters or contracts, the new rules make it mandatory. Failure to comply could lead to ESA penalties or audits — especially if an employment dispute arises.
This move aligns with other global efforts (e.g. EU and some U.S. states) to improve worker awareness and reduce misinformation at the point of hire.
🛠️ How to Get Compliant: A Quick Checklist
Here’s how to prepare for July 1:
1. Update Your Offer Letters and Employment Agreements
Ensure all the newly required elements are clearly outlined in a written format provided to new hires before or upon starting.
2. Create a Standard Employment Information Template
If you don’t use formal contracts, consider creating a standardized “New Hire Job Facts Sheet” that includes everything required.
3. Review Your Onboarding Workflow
Update your onboarding procedures and HRIS (if applicable) to trigger this information package before Day 1.
4. Train Hiring Managers and Admin Staff
Make sure anyone involved in hiring or onboarding understands the new requirements and is equipped to follow them.
5. Maintain a Record
Keep a record of the document provided and the date it was shared with the employee — either through email, e-signature, or hard copy.
🧭 Going Beyond Compliance
While meeting the legal minimum is important, this is also an opportunity to build trust with new hires. A clear, well-structured job information package can:
- Reduce confusion about pay or hours
- Set realistic expectations about the role
- Reinforce your organization’s professionalism and transparency
You may also want to include:
- A welcome letter or contact sheet
- A summary of benefits or perks
- Key workplace policies (e.g. code of conduct, remote work expectations)
Final Thoughts
Ontario’s July 1 deadline is fast approaching. HR teams should act now to review hiring documents and internal processes. Being proactive not only keeps you compliant — it also strengthens your employer brand and reduces legal risk down the road.
Need help drafting compliant offer letters or onboarding materials? Harbr HR can support you with tailored documentation and onboarding best practices.