# Hiring process checklist

General information, not legal advice. **(law)** = required by the source named. Owner and date go in the brackets.

## 1. Define the role

- [ ] Agree on the real need with the hiring manager. [Owner, date]
- [ ] Split must-haves from nice-to-haves. Keep must-haves tied to the job's actual duties.
- [ ] Set the pay range from market data. In Ontario, keep a posted range at $50,000 wide or less. **(law)** O. Reg. 476/24, s. 4.
- [ ] Decide if this is an existing vacancy. You'll need to say so in an Ontario posting. **(law)** ESA s. 8.5.
- [ ] Decide if any AI tool will screen, assess or select applicants. That includes a recruiter's tools. **(law)** ESA s. 8.4 and the ESA guide.
- [ ] Map the interview steps and the timeline.
- [ ] Write the job description from a template on this site.
- [ ] Quebec: if the job needs a language other than French, check the duties really need it. **(law)** Charter of the French language, s. 46.

## 2. Post and source

- [ ] Run the posting through the Ontario 2026 checklist. **(law)** ESA ss. 8.2 to 8.5.
- [ ] Remove any Canadian experience requirement from the posting and the application form. **(law)** ESA s. 8.3.
- [ ] Say that accommodation is available for applicants with disabilities. **(law, Ontario)** O. Reg. 191/11, s. 22.
- [ ] BC: post the pay or range. Don't ask anyone about past pay. **(law)** BC Pay Transparency Act, ss. 2, 3.
- [ ] Quebec: publish the offer of employment in French. **(law)** Charter of the French language, s. 41.
- [ ] Save a copy of the posting and the form. Save each new version. Save linked pages. **(law)** ESA s. 15(7.1).
- [ ] Ask your network for referrals. Reach out to people who aren't looking.
- [ ] Track every applicant in one place, even a spreadsheet.
- [ ] Reply to every applicant. A short no is better than silence.

## 3. Interview

- [ ] Write the core questions and an answer guide before the first interview.
- [ ] Ask everyone in the same round the same core questions.
- [ ] Brief every interviewer on the off-limits questions.
- [ ] Tell each person you invite that accommodation is available on request. **(law, Ontario)** O. Reg. 191/11, s. 23.
- [ ] Send the format and timeline ahead of time.
- [ ] Score on the scorecard within 24 hours. Score before the debrief.
- [ ] Log each interview date. You'll need it for the 45-day note.

## 4. Decide

- [ ] Hold the debrief soon after the last interview. Review scorecards first.
- [ ] Make a clear yes or no and write down the job-related reasons.
- [ ] Get written consent before reference checks. **(guidance)** OPC Case Summary #2007-382.
- [ ] Ask references only about the work.
- [ ] Tell everyone you interviewed whether you've made a hiring decision, within 45 days of their last interview. **(law)** ESA s. 8.6, O. Reg. 476/24, s. 5.
- [ ] Save a copy of each 45-day note. **(law)** ESA s. 15(7.1.1).

## 5. Offer

- [ ] Call first with the offer. Then send the letter.
- [ ] Use the offer letter template. Get the termination section reviewed by a lawyer.
- [ ] Tell the person about your policies for accommodating employees with disabilities. **(law, Ontario)** O. Reg. 191/11, s. 24.
- [ ] Give a fair deadline to decide, a few business days.
- [ ] Ask for SIN, proof of work authorization, licences and similar papers only after a conditional offer, and only if needed. **(guidance)** OHRC sensitive-info guide.
- [ ] Quebec: draw up the written contract in French. Another language is allowed only if both of you expressly want it. For a standard-form contract, they must see the French version first. **(law)** Charter of the French language, s. 41.

## 6. Before day one

- [ ] Ontario, 25 or more employees: give the new hire written job info before day one. That is your legal name, contact info, where they'll work, starting pay, pay period and pay day, and hours. **(law)** ESA guide, Mandatory information.
- [ ] Send a welcome note with first-day details.
- [ ] Set up the laptop, accounts and access.
- [ ] Assign an onboarding buddy.
- [ ] Start the onboarding plan.

## 7. Records

- [ ] Keep postings and forms for 3 years after they come down. **(law)** ESA s. 15(7.1).
- [ ] Keep 45-day notes for 3 years. **(law)** ESA s. 15(7.1.1).
- [ ] Keep interview notes and scorecards at least 6 months, longer if there's a complaint. **(guidance)** OHRC interview guide.
- [ ] Delete reference notes on the date you promised in the consent form.

## Sources (checked October 29, 2026)

- ESA: https://www.ontario.ca/laws/statute/00e41
- O. Reg. 476/24: https://www.ontario.ca/laws/regulation/r24476
- ESA guide, job postings: https://www.ontario.ca/document/your-guide-employment-standards-act-0/requirements-related-publicly-advertised-job
- ESA guide, mandatory information: https://www.ontario.ca/document/your-guide-employment-standards-act-0/mandatory-information-employees
- O. Reg. 191/11: https://www.ontario.ca/laws/regulation/110191
- OHRC interview guide: https://www.ohrc.on.ca/en/iv-human-rights-issues-all-stages-employment/5-interviewing-and-making-hiring-decisions
- OHRC sensitive-info guide: https://www.ohrc.on.ca/en/iv-human-rights-issues-all-stages-employment/6-requesting-job-related-sensitive-information
- BC Pay Transparency Act: https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/23018
- OPC Case Summary #2007-382: https://www.priv.gc.ca/en/opc-actions-and-decisions/investigations/investigations-into-businesses/2007/pipeda-2007-382/
- Quebec Charter of the French language: https://www.legisquebec.gouv.qc.ca/en/document/cs/C-11