Employers must be ready to follow up with job applicants or face penalties under the new hiring rule. Who ya gonna call?

Employment Hero first reported on Ontario’s plan to outlaw interview ghosting in September 2025. At the time, the law’s start date felt distant. Now, with the new year around the corner, it’s here — and ready to be enforced.

The rule is one of several changes introduced through the Working for Workers Seven Act. Alongside new pay transparency and AI disclosure obligations, the anti-ghosting provision is designed to improve fairness and transparency in hiring. According to the Ministry of Labour, enforcement will begin immediately, with no grace period.

What’s changing in 2026

While the law has been on the books for more than a year, many employers are only now facing the practical implications. The legislation applies to all businesses in Ontario with 25 or more employees who post publicly advertised roles. According to the revised Employment Standards Act, once a candidate reaches the interview stage, the company is required to communicate a hiring decision, successful or not, within a 45-day window.

In addition to follow-up, employers must also keep a written record of job postings, applications, interview notes and candidate communications for three years. That record must be accessible in case of a compliance check or investigation.

There is no prescribed format for the follow-up message. An email or letter is acceptable, provided the employer can prove it was sent and that it clearly states the outcome of the hiring process. Businesses that fail to meet the requirement may face enforcement action from the Ministry, with penalties of up to $100,000 depending on the nature and severity of the breach.

While many larger organizations already use automated hiring systems or applicant tracking tools, the law may catch smaller employers off guard, especially those still using manual processes or ad hoc communication. With weeks remaining until the rule takes effect, employment experts are encouraging HR teams to put systems in place to ensure every candidate is acknowledged and documented.

A legal shift with brand implications

This is not the first time Employment Hero has covered the cultural shift around ghosting. In our original article, we explored how Gen Z candidates, the most digitally connected and values-driven generation yet, are increasingly unwilling to tolerate silence from employers. That expectation has now become law.

And it’s not just about compliance. Candidate communication has quickly become a brand issue. Job seekers share their experiences, post public reviews and shape perceptions of workplaces long before an offer is made. Businesses that don’t respond risk reputational damage, lost referrals and disengaged talent pools.

For small and medium-sized businesses, the new law may feel like another layer of red tape, but it also offers a chance to stand out. A simple, structured approach to candidate communication can position employers as respectful, responsive and trustworthy in a competitive hiring market.

Bonnie Dilber, a recruiting leader at Zapier, put it bluntly in an interview with CNBC: “People who apply to jobs deserve to understand what’s happening behind the scenes.” That’s the principle the Ontario government has now encoded into law.

The regulation also fits into a broader movement to update outdated hiring practices. Alongside anti-ghosting rules, employers must also ensure pay transparency in job ads and disclose if artificial intelligence is used to assess or screen candidates. These changes, taken together, signal a shift in how jobseekers are protected and how employers are expected to operate.

How employers can prepare before the deadline

With less than a month remaining, HR leaders and hiring managers should act now. First, businesses need to confirm whether they meet the 25-employee threshold and whether they have active or upcoming job postings that would be affected.

Next, they should map their hiring workflow and determine when a candidate enters the interview stage. From that point forward, the 45-day countdown begins. Employers should set internal reminders, assign ownership of candidate communication and ensure message templates are ready to use.

Most importantly, all communication must be tracked. Whether through an ATS, email archive or manual log, businesses need to be able to demonstrate that follow-ups are being sent and stored. If using third-party recruiters or hiring platforms, companies must confirm that the vendor’s process meets legal requirements.

Internal training is also key. Hiring managers should understand what’s changing and know what their responsibilities are. The Ministry has not released a formal enforcement guide, but employers should assume full compliance is expected from day one.

Ontario’s anti-ghosting rule marks the start of a new hiring standard, one rooted in accountability and respect. For candidates, it affirms that their time has value. For employers, it’s both a legal requirement and a business opportunity.

The time for preparation is over. January 1 is the new reality. Is your hiring team ready?