Mandatory Workplace Policies in Ontario (2026 Guide): What Every Employer Must Have

Ontario employers need more than good intentions to manage employees effectively and stay compliant. Written workplace policies are not optional paperwork — they are operational tools that help employers meet legal obligations, reduce disputes, guide managers through difficult situations, and protect the business when problems arise. Strong, current policies help employers: Reduce legal risk by documenting compliance with Ontario employment legislation Improve consistency in how managers handle day-to-day situations — from attendance issues to accommodation requests Provide a defensible framework for discipline and termination decisions Respond to complaints properly and demonstrate due diligence in workplace investigations Train managers so they understand their obligations under the ESA, OHSA, and human rights legislation Improve the employee experience by setting clear, fair expectations from day one On the other hand, poor or missing policies significantly increase the risk of: Wrongful dismissal claims where the employer cannot justify its process or show compliance with notice obligations Workplace harassment and violence complaints where no policy or investigation process was in place Human rights applications where accommodation duties were not documented Privacy complaints arising from undisclosed electronic monitoring OHSA orders and penalties for failing to maintain required safety policies Inconsistent discipline disputes where similarly situated employees were treated differently The bottom line: if your policies are outdated, incomplete, or missing entirely, your business is exposed. This guide explains exactly which policies Ontario law requires, which ones are strongly recommended, and how to build a compliant policy manual. Ontario's mandatory workplace policy obligations come primarily from the OHSA, ESA, AODA, and, where applicable, the Pay Equity Act. Below is a breakdown of each legally required policy and what it must include. Workplace Harassment Policy (OHSA — All Employers) Every Ontario employer must prepare and review at least annually a workplace harassment policy under the Occupational Health and Safety Act. If six or more workers are regularly employed at the workplace, the policy must be in writing and posted in a conspicuous place in the workplace or made available in a readily accessible electronic format. Ontario employers must also develop and maintain a workplace harassment program that sets out measures and procedures for reporting, investigating, and addressing complaints. As of October 28, 2024, the OHSA was amended to clarify that workplace harassment includes harassment that occurs virtually through the use of information and communications technology. Ontario employers should ensure their workplace harassment policy, program, and training reflect this current OHSA definition. The written policy itself is typically a high-level statement of commitment. The more detailed reporting, investigation, confidentiality, and communication rules belong in the workplace harassment program. In practice, employers should ensure the program includes: Reporting options so employees can report harassment to someone other than their direct supervisor How complaints will be investigated How information will be kept confidential, as appropriate How the complainant and respondent will be informed of the results and any corrective action Workplace Violence Policy (OHSA — All Employers) Every Ontario employer must prepare and review at least annually a policy on workplace violence. If six or more workers are regularly employed at the workplace, the policy must be in writing and posted in a conspicuous place in the workplace or made available in a readily accessible electronic format. Employers must also develop and maintain a workplace violence program, assess workplace violence risks, and provide the results of the assessment to the joint health and safety committee or health and safety representative. The workplace violence program should address: How workers can report incidents or threats How the employer will summon immediate assistance How the employer will investigate and respond How risks, including domestic violence that may enter the workplace, will be addressed Occupational Health and Safety Policy (OHSA) Ontario employers with six or more regularly employed workers must prepare and review at least annually a written occupational health and safety policy signed by the highest-ranking person at the workplace. This policy serves as the overarching safety framework for the organization. Employers with 20 or more workers are also required to establish a joint health and safety committee (JHSC). Workplaces with 6 to 19 workers must have a health and safety representative. Electronic Monitoring Policy (ESA — 25+ Employees) Since October 2022, every Ontario employer that employed 25 or more employees in Ontario on January 1 of any year must have a written policy on electronic monitori