Effective July 1, 2025, Ontario Regulation 285/01 under the Employment Standards Act, 2000 (ESA) has been amended to require employers to give new hires a written overview of their job details before their first day of work.
This amendment introduces new obligations for Ontario employers with 25 or more employees, improving transparency and setting a new standard for employee onboarding in the province.
Who Must Comply?
If your organization has 25 or more employees on a new hire’s start date, you must now provide the employee with a written employment information document.
What Information Must Be Provided?
Under the new regulation, the document must include:
- Employer’s legal name and any operating/business names
- Contact information, including address, phone number, and a designated contact person
- General work location where the employee will perform duties initially
- Starting wage rate (hourly, salaried, or commission-based)
- Pay period and payday, in line with ESA rules
- Anticipated hours of work, in general terms
Who Is Exempt?
These requirements do not apply to:
- Assignment employees, such as those placed through temporary help agencies
- Employers with fewer than 25 employees on the employee’s first workday
What Does This Mean for HR and Payroll Teams?
Although this change does not directly affect payroll processing, it can impact payroll departments that are involved in:
- Preparing onboarding documents
- Coordinating with HR for wage setup
- Ensuring overall ESA compliance
To implement these changes effectively, HR and payroll teams should work together to standardize the process and update internal documentation procedures.
Action Items for Employers
- Review and update new hire documentation templates
- Train HR and payroll staff on the new requirements
- Ensure a process is in place to deliver required information before Day 1
Failing to comply may result in ESA enforcement action, so preparation is key.
FAQ: Ontario ESA New Hire Requirements
Q: Does this apply to part-time or seasonal employees?
A: Yes. If the employee is not exempt and the employer has 25+ employees, the requirement applies regardless of employment status.
Q: What if the employer can’t deliver the information before Day 1?
A: The information must be provided as soon as reasonably possible thereafter.
Q: Can the required information be provided electronically?
A: Yes, as long as it is in writing and accessible to the employee.
Q: Is there a specific format or template?
A: No specific format is mandated, but the document must include all required elements.
