If you’re a federally regulated employer in Canada, consider this your early-2026 compliance nudge. 

On January 15, 2026, the Labour Program (Employment and Social Development Canada) issued a reminder email encouraging federally regulated employers to confirm they remain compliant with harassment and violence prevention requirements under the Canada Labour Code and the Work Place Harassment and Violence Prevention Regulations.

While this reminder doesn’t introduce new legal obligations, it’s a strong signal that enforcement and expectations remain top of mind heading into the year. 

Below is a clear breakdown of what employers should review, plus practical tips to keep your workplace policies current and effective.

What counts as “harassment and violence” under the Canada Labour Code?

The Canada Labour Code defines harassment and violence broadly. It includes any action, conduct, or comment (including sexual harassment) that can reasonably be expected to cause offence or humiliation, or physical or psychological injury or illness.

This wide definition is intentional - it reflects how workplace harm can occur through patterns of behaviour, not just extreme events. 

Why the government is emphasizing policy communication 

In the federal reminder, employers were encouraged to focus on two key points:

1. Communicate policies clearly and consistently. Employees need to understand the policy, their rights, their responsibilities, and what supports are available.

2. Recognize that unresolved conflict escalates risk. Unaddressed conflict can lead to lower morale and impact employees’ mental and physical health - and can become a larger workplace issue if left unmanaged. 

What your Harassment & Violence Prevention Policy must include

To meet federal compliance expectations, the reminder highlights that a workplace harassment and violence prevention policy should cover:

1. Roles and responsibilities. Clear accountability for:

• employers

• employees

• managers/supervisors

2. Designated recipients. Who employees can report concerns to (and what happens if the concern involves that person).

3. Clear definition + examples. A definition aligned to the Code, plus real-life examples employees can understand.

4. Reporting and response process. Step-by-step guidance for:

• making a report

• what an employee can expect afterward

• timelines and documentation (where applicable)

5. Resolution steps. Including options such as:

• early resolution / informal steps

• conciliation

• investigations

6. Privacy protection measures. How confidentiality is protected (and what limits may apply).

7. Support measures for affected employees. For example:

• EAP resources

• accommodations

• safety planning

• time off and supports (as needed)

8. Prevention commitments. Including training expectations and risk assessments.

Who needs to be involved in developing the policy?

This part is frequently missed. Federally regulated employers must develop the policy jointly with the correct workplace representative group, based on headcount: 

• Up to 19 employees → Health and Safety Representative

• 20 to 299 employees → Workplace Health and Safety Committee

• 300+ employees → Policy Committee

If your organization has grown or restructured recently, it’s a good time to confirm the right committee is involved.

Who does the policy apply to?

The policy isn’t limited to full-time permanent staff. It applies to: 

• full-time, part-time, and temporary employees

• contract workers

• third parties (clients, customers, members of the public) - as long as the incident occurs in the work context

This matters a lot for organizations with customer-facing teams, retail, service environments, and hybrid setups.

What happens if you don’t comply?

The reminder flagged that the Labour Program has tools available if requirements aren’t met, including: 

• inspections

• corrective actions

• compliance actions (including possible monetary penalties)

Even if enforcement is not the goal, failing to maintain proper documentation and processes can create unnecessary risk when an issue arises.

5 practical policy checkups employers should do right now

Here are five quick ways to stress-test your current policy:

1) Check the “designated recipient” section

Is it clear, updated, and realistic? Do employees know who they can go to?

2) Confirm your examples are modern and relevant

Your policy should reflect:

• virtual meetings

• messaging apps (Teams/Slack)

• social media boundaries

• customer interactions

3) Ensure privacy language is balanced

Your policy should protect privacy while still allowing proper investigation and corrective action.

4) Make sure training is actually happening

A policy that sits in a folder isn’t enough. Training and reinforcement are a key part of prevention.

5) Align your handbook and procedures

Policies should match:

• your employee handbook

• reporting channels

• investigation and documentation steps

If these don’t connect, confusion happens fast when a real situation occurs.

How Talencore can help ✨

The federal government’s reminder is a simple message: Harassment and violence prevention policies must be current, clearly communicated, and ready to use. If you’ve had policy updates on your “someday” list, this is a perfect time to move it to the top. For many small to mid-sized organizations, the challenge isn’t intention - it’s capacity.

At Talencore, we support growing teams with:
✅ Employee handbook creation
✅ Policy audits and compliance updates
✅ Harassment & violence prevention policy refresh (federal + general best practices)
✅ Clear, employee-friendly language that’s easy to follow
✅ Practical rollout support (manager-ready steps + communication templates)

If you’re not sure whether your policy is compliant - or simply want peace of mind going into 2026 - we can help you quickly assess gaps and update your documentation.

Need help reviewing or updating your employee handbook and policies?
Talencore can support your team with a streamlined audit and update process - without overcomplicating it. 😊