New Hiring Law Will Change Recruitment Practices in Ontario
A new hiring regulation is set to take effect in Ontario on January 1, 2026—and it’s something cannabis employers should have on their radar. The province’s upcoming “duty to inform” rule will require companies to notify all interviewed candidates—for publicly posted jobs—of their application outcome within 45 days of the final interview.
What’s Changing?
Under this new requirement, employers will no longer be able to skip follow-up communication with job applicants who made it to the interview stage. Whether it's a retail budtender or a cultivation tech role, if the job was posted publicly and someone was interviewed, they’ll need to be contacted.
This rule applies across sectors, regardless of company size, and is enforceable by the Ministry of Labour. Employers who fail to comply may be subject to complaints or penalties. This is part of Ontario’s broader pay transparency legislation, which aims to make hiring practices more equitable and accountable.
What This Means for HR and Hiring Managers
Hiring teams will need to formalize their interview tracking and candidate communication processes. Many companies rely on ad-hoc follow-ups or informal notes, which will not suffice under this new law.
This means:
Keeping records of every interviewed candidate for publicly advertised roles
Setting up systems (manual or automated) to send follow-up notifications within 45 days
Training hiring managers to flag final interviews and trigger the countdown
Using templates and applicant tracking systems (ATS) to streamline communications
The change puts more pressure on HR departments to ensure every candidate is treated with transparency and respect—something that many job seekers already expect but rarely experience.
What This Means for the Cannabis Industry
The cannabis industry faces unique hiring dynamics: high turnover, seasonal recruitment, stigma from other sectors, and roles that require additional certifications like CannSell or security clearance. These realities already complicate hiring—so a delayed or missing follow-up email could result in frustration, bad reviews, or even formal complaints.
This regulation is also an opportunity.
Cannabis employers can use compliance as a differentiator. Timely, professional communication shows candidates—and regulators—that your business is organized, compliant, and respectful. It also builds trust in an industry still fighting for mainstream legitimacy.
Additionally, cannabis companies often recruit at scale for retail, cultivation, and production roles. Without a centralized system in place, it’s easy to lose track of interview follow-ups. Now is the time to standardize workflows, assign responsibilities, and integrate compliance into hiring pipelines.
Why Candidate Experience Matters More Than Ever
Poor communication is one of the top complaints among job seekers. In an industry already facing public skepticism, ghosting candidates can be damaging.
By providing timely updates—even if it's a polite rejection—companies protect their employer brand, reduce drop-off in future recruitment cycles, and show respect for the time candidates invest. In the cannabis industry, especially, where trust and credibility are hard-won, this level of professionalism can truly set your company apart.
What You Can Do Now to Prepare
Audit your hiring process. Do you know who’s responsible for sending follow-ups? Are deadlines tracked?
Build templates. Create standardized messages for interview outcomes.
Automate where possible. Use your ATS to flag deadlines or automate updates.
Train your hiring team. Make sure they know the 45-day rule and what triggers it.
Track compliance. Keep logs of interview dates and communication records.
Final Thoughts
Ontario’s “duty to inform” law isn’t just about hiring etiquette—it’s a formal obligation that will impact how cannabis companies operate, recruit, and maintain their reputations. For an industry under constant scrutiny, this regulation offers a rare chance to get ahead, show leadership, and build trust.
While this won’t come into force until 2026, it’s a good moment for cannabis employers to get familiar with what’s coming. Whether you're managing a single dispensary or recruiting for a large LP, being aware of this regulation helps support stronger, more transparent hiring practices—and a better candidate experience overall.
