Mandatory Notices & Posters: What Every California Employer Needs to Know

California employers operate in one of the most highly regulated employment environments in the country. Among the most overlooked—but most critical—compliance requirements are mandatory workplace notices and postings. These obligations go far beyond hanging posters in a break room and increasingly require direct, proactive communication with employees.

As of February 1, 2026, California employers face a major expansion of notice obligations under the Workplace Know Your Rights Act (SB 294)—a law that fundamentally changes how certain employee rights information must be delivered.

This article explains what notices are required, what has changed, and what employers must do now to remain compliant.

Why Mandatory Notices Matter

Mandatory notices serve two essential purposes:

Employee Awareness – They inform employees of their rights related to wages, leave, safety, discrimination, benefits, and workplace protections.

Employer Compliance – They demonstrate that an employer has taken affirmative steps to comply with California labor laws.

California enforcement agencies increasingly treat notice compliance as a standalone obligation, meaning employers can face penalties even in the absence of an employee complaint.

Traditional Posting Requirements Still Apply

California employers must continue to post required workplace notices in a conspicuous location and make them electronically accessible for remote or hybrid employees. These include notices related to minimum wage, paid sick leave, workers’ compensation, family and medical leave, safety protections, and anti-discrimination laws.

The well-known “Know Your Rights: Workplace Discrimination Is Illegal” poster issued by the California Civil Rights Department remains required and must be kept current, visible, and translated where required.

However, SB 294 goes much further than posters.

A Major Change: The “Know Your Rights” Stand-Alone Notice (Effective February 1, 2026).

Under the Workplace Know Your Rights Act (SB 294), California employers must now provide a stand-alone written notice to every employee. This requirement represents a shift from passive posting to active delivery.

This Is Not a Poster

Unlike traditional postings that remain on the wall, this notice must be delivered to each employee individually.

All current employees must receive the notice no later than February 1, 2026.

New hires must receive it upon employment.

In unionized workplaces, the notice must also be provided annually to the exclusive collective bargaining representative.

Delivery Requirements

Employers must use a delivery method that reasonably ensures receipt within one business day, such as:

• Hand delivery

• Email

• Text message or electronic system customarily used to communicate with employees

This notice must be provided annually, not just once.

Required Content

To assist employers, the Labor Commissioner has issued a model template that satisfies the law’s content requirements. Employers are strongly encouraged to use the template to avoid omissions. Know-Your-Rights-Notice-English.pdf https://share.google/f9chjQGf4oUalZ9gP

The notice includes information on:

• Workers’ Compensation Rights, including entitlement to benefits, medical care, and contact information for the Division of Workers’ Compensation.

• Immigration Protections, including employee rights during federal inspections and protections against unfair immigration-related practices.

• Union and Concerted Activity Rights, including the right to organize and engage in protected concerted activity.

• Law Enforcement Interactions, including constitutional rights under the Fourth and Fifth Amendments, if law enforcement enters the workplace.

• How to Report Violations to State Agencies, including instructions and contact information (or filing links) for reporting labor law violations.

Language Requirements

The notice must be provided in the language normally used to communicate with employees, provided the Labor Commissioner has published a template in that language. As of now, templates are available in English and Spanish. Additional languages are expected. Employers should monitor for updates and add translations as they become available.

 Additional Requirement: Emergency Contact for Arrests (March 30, 2026, Deadline)

• SB 294 also imposes a separate, significant obligation regarding employee arrests or detentions.

• By March 30, 2026, employers must provide all employees with the opportunity to designate an emergency contact specifically for arrests or detentions

• If an employee is arrested at the worksite or offsite during work hours, where the employer has actual knowledge, the employer is legally required to notify the employee’s designated contact.

• This requirement applies regardless of the reason for the arrest and requires employers to have a clear, reliable system in place.

Penalties for Non-Compliance

The penalties under SB 294 are significant and increase quickly:

• Failure to distribute the Know Your Rights stand-alone notice: Up to $500 per employee.

• Failure to comply with emergency contact notification requirements: Up to $500 per day per employee, capped at $10,000 per employee.

These penalties are in addition to any other labor law penalties.

Record Retention Obligations

Employers must retain records for three years documenting compliance, including:

• The date each Know Your Rights notice was provided or sent.

• Proof of delivery method, where available.

• Emergency contact designations.

• Inability to produce records may be treated as non-compliance.

What Employers Should Do Now

• Review internal communication systems for reliable, documented delivery.

• Plan annual distribution processes.

• Monitor Labor Commissioner template updates and translations.

• Update onboarding procedures.

• Develop a compliant emergency contact designation and notification process.

Final Thoughts

California’s notice requirements are no longer limited to what hangs on the wall. SB 294 fundamentally changes the compliance landscape, requiring employers to actively deliver critical rights information to every employee—every year.

Employers who treat this as a simple posting update risk significant penalties. Those who plan early and implement structured processes will be far better positioned to stay compliant and avoid enforcement exposure.

If you would like help assessing readiness, updating processes, or integrating these requirements into your onboarding and compliance systems, reach out to Edna Nakamoto or your THRM consultant, and refer to our 2026 HR calendar (December 2025 blog) for more helpful information. This is an ideal time to do so—well before enforcement begins.