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Ontario candidate document checklist for recruiters & staffing agencies

Common documents Ontario recruiters collect — use as an operational reference, or have Hivi-X turn the list into a tracked checklist you build and share via the my-id.ca portal.

Get the printable PDF checklist

We'll email you a one-page PDF with commonly collected screening documents, work-authorization uploads, and consent forms — an operational reference, not legal advice.

No spam. Canadian-hosted. Candidate PII never sent to third-party AI.

DocumentRequired forNotes
Résumé / CVAll placementsCurrent version
Government photo IDAllFor agency review only
Work authorizationNon-citizensWork permit, PR card, etc.
SIN verification (post-offer)Hired workersAfter offer — not at initial screen
Certifications / licencesRole-specificTrade certs, WHMIS, etc.
ReferencesMost placements2+ professional
Background check consentPre-offer (where permitted)Written consent — confirm timing with counsel
Vulnerable sector checkRegulated rolesPolice record check where required
Skills assessment resultsClient requirementAs specified
Direct deposit / tax formsPost-offer onboardingTD1, void cheque — new-hire cluster

General information for Ontario recruiters and staffing agencies only. Not employment law, immigration, or HR compliance advice. Hivi-X is document-collection software — not a licensed recruiter, employment agency, immigration consultant, or paralegal. Not affiliated with the Ontario Ministry of Labour, IRCC, or CICC. Checklists organize candidate uploads; you remain responsible for ESA, AODA, Human Rights Code, PIPEDA, and immigration obligations per current law and qualified counsel. Hivi-X does not verify work authorization, screen or rank candidates, or guarantee regulatory compliance.

Last updated 2026-07-09.

FAQ

Typically résumé, government photo ID, work authorization for non-citizens, certifications, references, background-check consent, and post-offer SIN and tax forms. Exact requirements vary by client, role, and law.

No. This checklist reflects common Ontario staffing and recruitment practice for operational use. Verify requirements with your clients, counsel, and current ESA/PIPEDA guidance.

Yes. Hivi-X turns this checklist into a reusable template: share it with each candidate on the my-id.ca portal, track what is still missing, approve each upload, and export a placement-ready PDF package.

Want this as a reusable live checklist?

Hivi-X turns this list into a tracked checklist you share with each candidate on my-id.ca — they upload every item, you approve submissions, and export a placement package.

General information for Ontario recruiters and staffing agencies only. Not employment law, immigration, or HR compliance advice. Hivi-X is document-collection software — not a licensed recruiter, employment agency, immigration consultant, or paralegal. Not affiliated with the Ontario Ministry of Labour, IRCC, or CICC. Checklists organize candidate uploads; you remain responsible for ESA, AODA, Human Rights Code, PIPEDA, and immigration obligations per current law and qualified counsel. Hivi-X does not verify work authorization, screen or rank candidates, or guarantee regulatory compliance.

Ontario Candidate Document Checklist | hivi-x