Starting July 1, 2025, A New Ontario Law Requires Employers to Give Job Infomation Before the First Day of Employment

As of July 1, 2025, Ontario employers with 25 or more employees must provide new hires with written job info before their first day. Learn what the Employment Standards Act now requires.

Starting July 1, 2025, employers in Ontario with 25 or more employees are required to give all new hires a written summary of job details before their first day of work, or as soon as possible thereafter. This change is designed to increase transparency and protect employee rights under the Employment Standards Act (ESA).

Under the new ESA rule, employers must give new employees a document (paper or digital) containing the following information related to their employment:

• The employer’s legal name and operating name

• Contact information (address, phone, email)

• The employee’s job title

• Start date

• Wage or commission rate

• Pay period and payday

• Usual work location

• Expected hours of work

• Whether work hours are variable or fixed

• Contact info for a designated supervisor or manager

This information helps ensure new employees know exactly what they’re signing up for, especially in non-unionized environments where written contracts may not always be detailed.

When and how the information must be delivered:

• The information must be provided on or before the first day of employment

• If that’s not possible, it must be given as soon as reasonably practicable; and

• Employers must keep a copy for at least 3 years after employment ends.

What Happens If You Don’t Comply?

Failing to provide this document can result in an ESA violation and may trigger:

• Investigations by Employment Standards Officers

• Orders to comply

• Fines or penalties

More importantly, it could increase the risk of employment disputes and wrongful dismissal claims where job terms were unclear.

How Employers Can Stay Compliant with these new rules under the ESA:

1. Update your onboarding documents to include all of the ESA-required information.

2. Train HR and hiring managers to ensure this document is sent before the first shift.

3. Keep records of delivery and confirmations (signed or acknowledged electronically).

You may want to create a “Statement of Employment Info” template you can use for each hire, similar to an offer letter but customized for ESA compliance.

Why It Matters:

This new rule reflects Ontario’s continued push to strengthen worker rights. It also helps reduce miscommunication and legal disputes between employers and staff regarding employment-related issues.

If you run a business in Ontario and you have 25 or more employees, this is a must-do starting July 1, 2025, in order for you to stay ESA compliant.

Need Help Updating Your Employment Contracts or Onboarding Process?

We help Ontario employers stay compliant with ESA changes, minimize legal risks, and streamline their hiring practices.

Contact us today to update your onboarding documents and employment agreements and for more information on your specific situation, contact us by booking a paid consultation online with us at www.bprlitigation.com or emailing us at justin@bprlitigation.com, and we would be happy to arrange an in-person or virtual consultation to assist you further.