Workplace violence policy: A guide for Canadian employers

Workplace violence is any attempted or actual use of physical force against an employee and any threatening statement or behaviour that gives an employee reasonable grounds to believe that physical force will be used against them. This is a crucial topic for Canadian employers because having a clear, legally compliant workplace violence policy is not just a good-to-have; it’s legally mandated.

A robust policy is essential for three key reasons: it maintains legal compliance, protects your employees’ safety and safeguards your business from liability and reputational damage. This guide will walk you through everything you need to know about workplace violence policies, including what they are, why you need one and what to include in yours. We’ll also provide tips for implementation and offer a template to get you started.

What is workplace violence?

In Canada, workplace violence is legally defined under federal and provincial legislation such as the Canada Labour Code and Ontario’s Occupational Health and Safety Act (OHSA). While the exact wording may vary, the core definition is consistent: it’s any act, statement or physical force that could cause physical or psychological harm.

This can include:

• Physical violence: Hitting, punching or pushing.
• Threats: Threatening to harm a person or destroy property.
• Verbal abuse: Yelling, using offensive language or making aggressive gestures.
• Harassment: Repeated and unwelcome comments or conduct that demeans, belittles or causes offence.
• Domestic violence: An act of violence from a person with a personal relationship with an employee that occurs in the workplace.

It’s important to understand the key distinction between violence, harassment and bullying:

• Violence involves physical force or credible threats of physical force.
• Harassment is a course of vexatious comment or conduct against a worker that is known or ought reasonably to be known to be unwelcome.
• Bullying is generally repeated, unreasonable behaviour directed towards an employee or group of employees that creates a risk to health and safety.

While these terms have different legal definitions, they all fall under the umbrella of unacceptable workplace behaviour that requires a clear policy.

Why you need a workplace violence policy

A robust workplace violence policy is essential for both legal compliance and fostering a secure, positive work environment. It acts as a proactive tool, clearly outlining expectations and procedures that protect both the employer and employees. By having a clear policy, organizations can demonstrate their commitment to safety, which can reduce legal liabilities, improve employee morale and attract and retain talent. It empowers employers and employees alike by providing a structured framework to address potential issues before they escalate, ensuring that everyone knows their rights and responsibilities.

Legal compliance

Both federally regulated employers and those operating under provincial jurisdiction (like Ontario) are required by law to have a workplace violence policy in place. This includes conducting risk assessments and developing procedures to protect employees. Failing to comply can result in significant fines and legal penalties.

Risk reduction and employee safety

A well-defined policy protects your employees by proactively identifying and mitigating potential risks. This creates a safer, more secure work environment where employees feel valued, protected and safe.

Business protection

A strong policy protects your business from liability. By demonstrating that you have taken all reasonable steps to prevent and address violence, you can defend your business against lawsuits and regulatory action. It also helps to preserve your company’s reputation and improve employee morale and retention.

What should a workplace violence policy include?

Your policy should be a clear, comprehensive document that all employees can understand. Here is a checklist of essential sections to include:

• Statement of commitment: A clear statement that the employer is dedicated to providing a violence-free workplace.
• Definition of workplace violence: The legal definition, along with examples relevant to your specific workplace.
• Roles and responsibilities: Clearly outlines the duties of employers, supervisors and employees in preventing and addressing violence.
• Incident reporting process: A step-by-step guide on how to report an incident, including who to contact and what information to provide.
• Investigation procedures: A description of how incidents will be investigated with a focus on timeliness, impartiality and confidentiality.
• Risk assessment and control measures: Information on how your organization identifies and manages risks.
• Training and communication: Details on what training will be provided and how the policy will be communicated to all employees.
• Protection against reprisal: A clear statement that no one will face punishment for reporting a violent incident in good faith.
• Contact information: A clear channel for employees to ask questions or escalate concerns.

Responsibilities of employers, supervisors and workers

Everyone in the workplace has a role to play in preventing and responding to violence.

• Employers are responsible for developing the policy, conducting risk assessments, implementing controls and providing training.
• Supervisors must enforce the policy, ensure employees are aware of it and take prompt action on any reported incidents.
• Workers are responsible for complying with the policy and reporting any incidents or threats they become aware of.

Joint Health and Safety Committees (JHSC) also have a crucial role. They are often involved in reviewing and updating the policy and helping to conduct risk assessments.

How to conduct a workplace violence risk assessment

A risk assessment is a critical step in creating an effective policy. It helps you identify potential risks and implement controls to mitigate them.

Here’s how to approach it:

• Identify potential risks: Consider your specific work environment. For example, remote workers may face different risks than public-facing employees or those who work alone.
• Engage your staff: Ask employees what risks they have encountered or are concerned about. They are often your best source of information.
• Review past incidents: Analyze any previous incidents of violence or near-misses to identify patterns or recurring issues.
• Use a risk matrix: A risk matrix can help you evaluate the severity and likelihood of each identified risk and prioritize which ones to address first.

Reporting and investigating incidents

A clear, confidential and well-documented process for reporting and investigating incidents is vital.

The process should include:

1. Reporting: Employees should know exactly who to report to (e.g. their supervisor, HR or a dedicated hotline) and should have the option to report anonymously if they choose.
2. Investigation: All reports must be investigated promptly and impartially. Confidentiality should be maintained throughout the process to the extent possible.
3. Documentation: All reports, interviews and investigation findings must be thoroughly documented. This is critical for legal compliance and for tracking trends.
4. No retaliation: Reiterate that there will be no reprisal or penalty against anyone who reports an incident in good faith or participates in an investigation.

Policy training and implementation tips

A policy is only effective if your employees know about it and understand it.

• Training: All employees should receive training on the policy. This should be part of their onboarding and should be repeated at least annually.
• Communication: Use company newsletters and announcements on company portals to keep the policy top-of-mind.
• Manager Toolkits: Provide managers with specific resources and training to help them enforce the policy and handle reports effectively.

Workplace violence policy template (downloadable) 

Here’s a preview of the letter template you can download and customize based on your requirements: 

Common mistakes employers make (and how to avoid them)

A well-crafted policy is only effective if it’s properly implemented and maintained. Employers often fall into common traps that weaken their safety framework and increase their risk. 

For example, simply having a policy isn’t enough; it must be current. An outdated or vague policy won’t provide the clear guidance needed to handle incidents or meet legal standards. To fix this, review and update your policy regularly, especially in response to legislative changes or new risks.

Another major misstep is the lack of training and awareness. Employees can’t follow what they don’t understand. Making training mandatory (and repeating it annually) isn’t about adding red tape — it’s about showing employees why these rules protect them, their colleagues, and the workplace culture you’re all building together.

Common mistake	How to avoid it
Outdated or vague policy: A policy that doesn’t reflect current legislation or the unique risks of your workplace is legally and practically ineffective.	Review and update your policy regularly, especially after any changes to legislation or your workplace environment. Set yourself reminders to review regularly!
Lack of training or awareness: Employees who don’t understand the policy, their rights, or their responsibilities are unprepared to handle or report a violent incident.	Ensure all employees receive comprehensive training during onboarding and at least once a year. Use various formats, like workshops, online modules, or a review of the policy with a manager, to ensure the information is absorbed.
Failing to conduct or act on risk assessments: You can’t prevent what you don’t identify. Skipping a risk assessment or ignoring its findings leaves your workplace vulnerable to known threats.	Regularly conduct a thorough risk assessment to identify potential hazards, like a history of client aggression.. Then, actively implement the recommended control measures to mitigate those risks.
Poor incident response: A delayed or inadequate response to an incident can worsen the situation, harm an employee, and increase legal liability.	Ensure all managers and supervisors are trained on the investigation procedures outlined in your policy. Respond to all reports promptly, consistently, and without bias to show that you take the issue seriously.

Take the next step toward a safer workplace

Ready to protect your team and your business? Don’t leave your workplace safety to chance. Download our comprehensive workplace violence policy template today to get a clear, ready-to-use framework for creating a secure and respectful environment.

The information in this template is current as at 1 August 2025, and has been prepared by Employment Hero Pty Ltd (ABN 11 160 047 709) and its related bodies corporate (Employment Hero). The content is general information only, is provided in good faith to assist employers and their employees, and should not be relied on as professional advice. Some information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. Employment Hero does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising directly or indirectly as a result of reliance on, use of or inability to use any information provided in this template. You should undertake your own research and seek professional advice before making any decisions or relying on the information in this template.