What HR Policies are Required for Ontario Small Businesses?

If you have employees in Ontario, having the right HR policies in place isn’t optional — its required.

But many small businesses:

• Don’t know what’s required

• Use outdated templated

• Skip policies entirely

Let’s breakdown what you actually need.

1. Workplace Violence & Harassment Policy — Required

Under Ontario law, employers must have policies addressing violence and harassment in the workplace.

What to include:

• Reporting process

• Investigation process

• Employer responsibilities

2. Health & Safety Policy — Required

If you have 5+ regularly active employees, you must have, and display in a prominent area in the workplace.

What to include:

• Employer commitment

• Roles and responsibilities

• Safe work expectations

3. Accessibility Policy (AODA) - Required for many businesses

Depending on your size, you may need:

• Accessibility policies

• Training programs

• Customer service standards

4. ESA-Based Policies — Best Practice (Highly Recommended)

Not always legally required as documents — but critical to protect your business:

• Attendance policy

• Leave of absence policy

• Overtime policy

• Progressive discipline policy

Without these, you risk inconsistency and disputes.

5. The Biggest Mistake — “Set It and Forget It”

Even businesses with policies often:

• Never update them

• Don’t communicate them

• Don’t get employees to sign off

Which defeats the purpose entirely.

How to Avoid Policy Risks

• Review policies annually

• Ensure they reflect current Ontario employment laws

• Have employees acknowledge them

• Keep records

The Bottom Line

Policies aren’t just paperwork — they’re protection.

They:

• Set expectations

• Reduce risk

• Help you handle issues consistently

Where to Start

If you’re unsure where your business stands, the first step is simple:

Run a quick compliance assessment to identify potential risk areas and gaps.

⚡Thunder HR offers a free HR Compliance Check designed for Ontario businesses.

In just a few minutes, you can:

✔ receive a compliance score
✔ identify high-risk areas
✔ get practical recommendations