---
title: "Small Business HR in Canada: What You Need at Each Size | HR Team"
description: "Small business HR in Canada: which policies, records and rules apply at 1, 6, 20 and 25 employees in Ontario, plus BC and Alberta notes, and how to get it done."
url: https://hrteam.ca/small-business-hr/
last_updated: 2026-11-05
---

# HR for small businesses: what you need, and when

HR obligations grow with headcount. Here is what Ontario requires at each size, with notes for BC and Alberta, so you can see what you should already have in place.

## Ontario: what applies at each size

| Employees | What you need |
|---|---|
| 1 or more | Workplace harassment and violence policies and a program to put them in place, required posters, records of hours and pay, employment standards poster, written employment contracts recommended |
| 6 or more | Harassment and violence policies must be written and posted, reviewed at least once a year. A health and safety representative is required |
| 20 or more | A joint health and safety committee. Accessibility (AODA) policies documented and a compliance report filed |
| 25 or more | Written policies on disconnecting from work and electronic monitoring. Job posting rules: pay range, AI disclosure, vacancy status and a 45-day reply to interviewed applicants |

Headcount rules have their own counting dates and exceptions. Check the official source for your situation.

## Official sources

- Ontario: Occupational Health and Safety Act requirements for workplace violence and harassment. ([source](https://www.ontario.ca/document/guide-occupational-health-and-safety-act))
- Ontario: written policy on disconnecting from work (25 or more employees). ([source](https://www.ontario.ca/document/your-guide-employment-standards-act-0/written-policy-disconnecting-work))
- Ontario: written policy on electronic monitoring (25 or more employees). ([source](https://www.ontario.ca/document/your-guide-employment-standards-act-0/written-policy-electronic-monitoring))
- Ontario: accessibility rules for businesses. ([source](https://www.ontario.ca/page/accessibility-rules-businesses))
- British Columbia: pay ranges required in all public job postings since November 1, 2023. ([source](https://www2.gov.bc.ca/gov/content/gender-equity/pay-transparency-in-bc))
- Alberta: Employment Standards Code rules and tools for employers. ([source](https://www.alberta.ca/employment-standards))

## The HR basics every small business should have

- **Written employment contracts**: With a clear termination clause. Without one, common law notice can be many months of pay.
- **An employee handbook**: The rules in one place. See our [employee handbook guide](https://hrteam.ca/guides/employee-handbook-canada/).
- **Records**: Hours, pay, vacation and leave records kept for the time your province requires.
- **A complaint process**: How people raise concerns and how you investigate. See [workplace investigations](https://hrteam.ca/guides/workplace-investigation/).
- **Onboarding and offboarding checklists**: So nothing is missed on day one or the last day, including the Record of Employment.

## Getting it done without an HR department

Most owners know they are behind on HR but never have a free week to fix it. Our [HR subscription](https://hrteam.ca/hr-outsourcing/) starts with a check of what you have, then writes the missing pieces in order of risk.

If you just need one document or one project, see [HR consulting](https://hrteam.ca/hr-consulting/).

[Book a free HR call](https://hrteam.ca/contact/?interest=hr-subscription)

> This page is general information, not legal advice. Employment rules differ by province and change over time; check the official source or speak with an employment lawyer for your situation.

## Common questions

**At what size should a small business hire HR?**

Many businesses hire their first full-time HR person somewhere between 50 and 100 employees. Before that, outsourced HR usually costs less than a salary and covers more expertise.

**Do contractors count toward the headcount?**

Usually only employees count, but rules differ. Misclassifying employees as contractors is a risk of its own.

**Do you help with health and safety?**

We write the HR-related policies, such as harassment and violence, and help set up the committee or representative. Technical safety programs for industrial sites need a safety specialist.

## Related

- [HR outsourcing by monthly subscription](https://hrteam.ca/hr-outsourcing/)
- [Employee handbook for a Canadian small business](https://hrteam.ca/guides/employee-handbook-canada/)
- [Ontario job posting rules for employers](https://hrteam.ca/guides/ontario-job-posting-rules/)
- [Pricing](https://hrteam.ca/pricing/)

---

Start a search or book an HR call: https://hrteam.ca/contact/ · Email: info@hrteam.ca