Mandatory Office Labor Law Posters: What Every Business Needs for Compliance

Understanding workplace poster requirements

Office labor law posters are not optional wall art—they’re mandated notices that inform employees of their rights and employers of their obligations. Every employer must display the federal baseline and then layer on the state and, when applicable, local requirements. The mix depends on your headcount, industry, locations, and contractor status.

At the federal level, most offices will need these required workplace postings:

OSHA Job Safety and Health: It’s the Law (most private employers)
Fair Labor Standards Act (FLSA) Minimum Wage (most private employers)
Equal Employment Opportunity “Know Your Rights” (all employers covered by EEO laws; must be visible to applicants)
Employee Polygraph Protection Act (EPPA) (most private employers)
USERRA rights for service members (all employers)
Family and Medical Leave Act (FMLA) (employers with 50+ employees within 75 miles)

State labor law poster requirements vary widely and can include:

State minimum wage or wage payment notices
Workers’ compensation and unemployment insurance notices
State anti-discrimination and harassment notices
Paid sick leave or paid family/medical leave (in applicable states)
State OSHA/State Plan safety notice (if your state operates its own program)
Industry- or location-specific notices (e.g., human trafficking hotline, smoking/vaping rules, fair scheduling)

Local ordinances can add more workplace compliance posters, such as city-specific minimum wage, paid sick leave, or fair workweek notices. If you have employees in multiple cities or states, each worksite must display the correct set for that location.

Placement matters. Post in a conspicuous area employees frequent—break rooms, near time clocks, or common entrances. Some notices (e.g., EEO, EPPA) must also be visible to job applicants; include these in reception or hiring areas. For remote or hybrid teams, many federal agencies allow electronic access when all employees work remotely and regularly receive information electronically. If any employees report to a physical site, maintain physical postings there.

Language accessibility is critical. Where a significant portion of your workforce reads another language, use bilingual or translated posters provided by the issuing agency.

Update labor law posters whenever a law changes—don’t wait for year-end. Common triggers include EEOC updates, minimum wage increases (often January 1 or July 1), new paid leave mandates, or changes to state safety rules. Consolidated federal and state posters simplify compliance; verify revision dates and consider preordering 2026 labor law posters so replacements are ready when effective.

Don’t overlook special cases. Many employers must post OSHA Form 300A from February 1 to April 30 annually. Federal contractors and subcontractors have additional posting obligations (e.g., pay transparency). Multi-tenant offices still need postings in your controlled space, not just the building lobby.

What defines labor law posters

Office labor law posters are the official notices employers must display to inform employees of their rights and employer obligations under labor and employment laws. In an office setting, these workplace compliance posters cover topics such as minimum wage, safety, anti-discrimination, leave rights, and military service protections. They are not optional; they are required workplace postings set by multiple agencies and they must be current, legible, and placed where employees and applicants can easily see them.

At the federal level, most offices will need to display several core notices. Common federal labor law posters include:

Fair Labor Standards Act (FLSA) Minimum Wage
OSHA “Job Safety and Health: It’s the Law”
EEOC “Know Your Rights: Workplace Discrimination is Illegal”
Family and Medical Leave Act (FMLA), if the employer is covered
Employee Polygraph Protection Act (EPPA)
USERRA rights for service members (employers can meet the notice requirement by posting)

State labor law poster requirements add another layer. States and some cities/counties require postings covering areas such as:

State minimum wage and wage payment
Paid sick leave, paid family leave, or safe leave (where applicable)
Unemployment insurance and workers’ compensation
State fair employment and pregnancy accommodations
Safety/health, smoking/vaping, human trafficking, and industry-specific notices
Local minimum wage or fair scheduling where ordinances apply

Placement and format matter. Post in a conspicuous, common area employees frequent (break rooms, near time clocks). Some notices must also be visible to job applicants in hiring areas. Use the most current versions, ensure print size is readable, and provide the poster in languages spoken by your workforce when available (many agencies issue English/Spanish versions). Laminated or consolidated “all-in-one” office labor law posters are acceptable if they contain the full, current text.

Remote and hybrid teams need careful handling. Physical postings are still required at any location where employees report to work. Electronic distribution can supplement postings and may satisfy certain requirements for employees who exclusively telework and customarily receive information electronically, but check the specific agency guidance.

Plan to update labor law posters whenever laws change or agencies release revised notices—often more than once a year at the state or local level. Triggers include new minimum wage rates, leave laws, anti-discrimination updates, or safety rule changes. Maintaining a documented process to monitor revisions, replace outdated posters, and verify coverage by location helps reduce the risk of fines and supports consistent compliance across all offices.

Key federal posting requirements

At a minimum, most employers must display the following federal labor law posters in a conspicuous area where employees routinely gather (for example, near a time clock, break room, or HR bulletin board). Physical copies are required for on‑site staff; electronic posting can supplement and may satisfy some notices only when all employees work exclusively remotely and have easy access.

OSHA “Job Safety and Health: It’s the Law.” Required for most private employers covered by OSHA. Must be posted in a prominent location and kept legible.

Fair Labor Standards Act (FLSA) Minimum Wage. Covers federal minimum wage, overtime, and certain protections such as nursing employees’ rights. Required for virtually all employers covered by the FLSA.

Employee Polygraph Protection Act (EPPA). Prohibits most private employers from using lie detector tests for pre-employment screening or during employment, with limited exceptions.

Equal Employment Opportunity (EEOC) “Know Your Rights: Workplace Discrimination is Illegal.” Required for employers with 15 or more employees. Replaced the old “EEO is the Law” poster; ensure the newer version is posted.

Family and Medical Leave Act (FMLA). Required for covered employers (generally 50+ employees). Must be displayed even if there are no eligible employees, if the employer is covered.

USERRA Rights (Uniformed Services Employment and Reemployment Rights Act). Employers must inform employees of their rights; posting the VETS-provided notice is a common method.

Industry- or situation-specific postings may also be required, such as for agricultural employers (MSPA), federal contractors and subcontractors (e.g., Pay Transparency Nondiscrimination, NLRA notice under EO 13496, and OFCCP EEO postings), or certain transportation and immigration programs. Confirm applicability based on your operations and contracts.

Keep in mind:

Use the most current versions. For example, the EEOC poster was updated when “Know Your Rights” replaced the prior version, and the FLSA poster has been revised to reflect recent changes. Review agency version dates when you update labor law posters.

Language access matters. If a significant portion of your workforce is not proficient in English, provide the applicable notices in the language(s) employees understand, where required by the agency.

Post in every location. Each establishment must have its own required workplace postings; don’t rely on corporate headquarters alone. Shared offices or multi-tenant spaces still require your organization’s postings.

Federal posters are the baseline. State labor law poster requirements and, in some areas, city/county postings also apply (e.g., state minimum wage, paid sick leave, unemployment insurance, workers’ compensation). All-in-one office labor law posters that combine federal and state notices can help streamline compliance.

Failure to display required workplace posters can trigger fines, agency citations, and even extend time limits for certain employee claims. Audit your displays at least quarterly and whenever laws change.

Navigating state and local regulations

State and local rules layer on top of federal labor law posters, and they change more often than many teams expect. Beyond the federal EEO, FLSA, FMLA, USERRA, EPPA, and OSHA Job Safety and Health notices, each state—and many cities and counties—publish required workplace postings with unique content, formats, and update cycles.

Common state-level required workplace postings include:

Minimum wage and wage payment notices
Unemployment insurance and workers’ compensation
State OSHA or state-plan safety and health protections
Paid sick leave or paid family and medical leave
Discrimination, harassment, and equal pay rights
Voting leave, domestic violence leave, or pregnancy accommodations
Human trafficking hotline notices (required in several states and industries)

Local jurisdictions often add their own workplace compliance posters. Examples:

City or county minimum wage (Los Angeles, San Francisco, Seattle, Denver)
Local paid sick time (New York City, Philadelphia, Pittsburgh)
Fair Workweek/scheduling (New York City, Chicago, Philadelphia, Seattle)
Hospitality- or retail-specific notices in certain cities

Language accessibility matters. Many states and cities require that posters be displayed in English and any language spoken by a significant portion of your workforce. Where translations are provided by the agency, you’re generally expected to use them. For multilingual offices, plan for Spanish and other languages commonly required in your locations.

Posting location and format are prescriptive. Place office labor law posters in a conspicuous area where all employees regularly gather—break rooms, near time clocks, or employee entrances. Some notices must also be placed where applicants can see them. Not all notices are “posters”; a few must be delivered individually at hire or upon specific events, so verify the underlying rule.

Remote and hybrid teams add complexity. Federal guidance allows electronic posting in limited circumstances for workers who work exclusively remotely and always receive information electronically with continuous access. Most states still expect physical postings at any site where employees report. Best practice: maintain both physical posters at worksites and a centralized digital notice portal for remote staff.

Updates are frequent. Minimum wage rates often change on January 1 or July 1; paid leave and anti-discrimination rules can update anytime. Track state labor law poster requirements and local ordinances, and update labor law posters promptly after effective dates. Multi-state employers should maintain site-specific sets rather than relying on a single corporate board.

National Safety Compliance simplifies this with consolidated federal and state labor law posters, Spanish versions, automatic update alerts, and an annual poster subscription plan—so every location stays current with required workplace postings.

Risks of non-compliance

Failing to display and maintain office labor law posters is more than a technicality—it exposes your organization to regulatory penalties, legal risk, and reputational harm. Investigators from the U.S. Department of Labor (WHD), OSHA, the EEOC, and state labor agencies routinely check posters early in an inspection or in response to an employee complaint. Missing, outdated, or improperly placed notices can turn a routine inquiry into a deeper, costlier audit.

Key risk areas to consider:

Civil penalties and citations: Agencies can issue fines for not posting federal labor law posters and state-required notices, often assessed per location and sometimes per day. OSHA may cite for failure to post the OSHA Job Safety and Health “It’s the Law” notice. States and cities can levy their own fines tied to paid sick leave, minimum wage, or industry-specific postings.
Lawsuit exposure: Absent or outdated workplace compliance posters can be used as evidence of willful noncompliance in wage-and-hour, discrimination, or leave disputes. For example, failure to display the FMLA notice has been cited by courts as interference with employee rights, increasing liability.
Back-pay and make-whole remedies: When employees aren’t informed of rights (e.g., meal/rest periods, wage theft protections, equal employment rights), agencies may order back wages, penalties, and corrective actions in addition to posting compliance.
Multi-jurisdiction complexity: State labor law poster requirements vary widely and change frequently. Cities and counties may require additional posters—such as local minimum wage or fair workweek—beyond state and federal notices. Multi-state employers are especially vulnerable to gaps.
Outdated content: Laws change mid-year. Minimum wage increases, protected leave expansions, or new protections (e.g., pumping accommodations, pregnancy accommodation, pay transparency) often trigger mandatory poster revisions. Waiting to update labor law posters can mean your walls reflect superseded law.
Remote and hybrid pitfalls: Electronic posting may be acceptable for teleworkers only under specific conditions and should supplement—not replace—physical postings at worksites. Relying solely on intranet access or email can leave you noncompliant.
Placement and accessibility errors: Required workplace postings must be conspicuous, readable, and accessible to all employees—and in some cases applicants—where they regularly congregate (break rooms, time clock areas). Certain notices must be provided in languages commonly spoken by your workforce.

Practical examples:

A state raises its minimum wage mid-year and issues a new notice. If you don’t update the state and federal labor law posters at each covered site by the effective date, you risk fines during a wage-and-hour audit.
Your healthcare facility expands telework, but you remove physical posters and forget to provide equivalent electronic postings. A complaint from a remote nurse leads to a review of all required postings.

Compared to the cost of an investigation, maintaining current office labor law posters—federal, state, and local—is a low-cost, high-impact compliance control. Establish a documented schedule to review updates, replace notices promptly, and verify every location (including small offices, recruiting sites, and temporary job sites) meets all required workplace postings.

Maintaining poster currency

Keeping office labor law posters current requires a defined process, not a one-time purchase. Assign ownership (often HR or the safety compliance manager), set a review cadence, and document each change so you can demonstrate diligence during an audit.

Use a calendar-based and event-based approach:

Calendar-based checks: Review all workplace compliance posters each January 1 and July 1—common effective dates for minimum wage and local ordinances.
Event-based triggers: Update labor law posters when federal or state agencies release revisions, when opening/relocating a site, after a merger or rebrand that changes your legal entity name, when workforce language needs shift, or when you begin federal contracting.

Know what can change and how often:

Federal labor law posters: Examples include the EEOC “Know Your Rights” discrimination poster (revised in late 2022) and the FLSA poster reflecting break time for nursing employees under the PUMP Act (revised in 2023). OSHA’s “Job Safety and Health: It’s the Law” has no expiration but must be the current version.
State labor law poster requirements: Minimum wage, paid sick leave, unemployment insurance, workers’ compensation, and discrimination notices frequently update, often annually.
Local postings: City and county minimum wage and paid leave ordinances (e.g., July 1 updates in several municipalities).
Industry or status-specific: Healthcare, construction, and manufacturing may require additional safety or workers’ comp postings; federal contractors must display extra notices (e.g., Pay Transparency Nondiscrimination, Davis-Bacon/Service Contract Act where applicable).

Post correctly and make it accessible:

Physical posting is required in conspicuous locations employees regularly use (break rooms, near time clocks, employee entrances), visible to all shifts. Replace any faded, damaged, or obstructed posters.
Electronic postings can supplement and, for an exclusively remote workforce, may satisfy some federal requirements if employees customarily receive information electronically and have easy access. Verify state and local rules—most still require physical postings.
Language: Some jurisdictions mandate bilingual or multilingual posters. If a significant portion of your workforce is not proficient in English, provide posters in the appropriate languages.

Standardize documentation:

Maintain a poster inventory with location, revision codes, and installation dates.
Keep proof of display (photos with timestamps and locations).
Archive superseded versions and agency notices that prompted changes.

Practical example: A company with offices in California and Texas should replace state posters each January 1 for California’s wage and leave updates, check city-specific postings (e.g., local minimum wage effective July 1), ensure the current FLSA and EEOC federal posters are displayed at all sites, and verify Texas workers’ compensation notices (which differ for non-subscribers).

Rely on authoritative sources to reduce risk. Consolidated, compliant sets of office labor law posters and monitored update services—along with pre-order options for 2026—help ensure you never miss required workplace postings.

Best practices for poster display

Make posters easy to find. Most agencies require federal labor law posters and require workplace postings to be “conspicuous,” meaning employees and applicants can readily see them during normal hours. Post at every fixed worksite, not just headquarters. If you have multiple suites or floors, each location employees regularly visit needs its own set.

Place where people naturally pause:

Break rooms and kitchens
Near time clocks and employee entrances
Copy/print rooms or supply areas
HR lobbies and applicant reception areas
Jobsite trailers or crew gathering points for field teams

Cover applicants as well as employees. Notices like EEO and EPPA must be visible to job seekers; if applications are online, provide an easily accessible electronic version in addition to physical postings at any place where in‑person applicants apply.

Account for state and local rules. State labor law poster requirements vary widely, and many cities and counties mandate extra postings (for example, local minimum wage or paid leave). Each worksite must display the state and local notices for its specific jurisdiction. Multi‑state employers should avoid mixing states on a single board; keep a dedicated set per location. Federal contractors and healthcare, construction, and manufacturing worksites may have additional industry‑specific notices.

Maximize visibility and accessibility:

Mount at average eye level, in good lighting, without obstructions
Group workplace compliance posters together on a clean, dedicated board
Follow any agency size or format instructions; ensure text is legible
Provide translated notices where a significant portion of the workforce is not proficient in English, as required or recommended by federal and state agencies
Ensure postings are accessible to employees with disabilities; avoid locked rooms or restricted areas

Keep content current. Laws change throughout the year, not just on January 1. Establish a routine to update labor law posters:

Assign a responsible owner at each site
Track revision dates and codes printed on each notice
Audit quarterly and after any major legal change
Subscribe to update alerts and pre‑order annual 2026 consolidated posters so replacements arrive before effective dates
Document posting dates and keep spare copies on hand

Consider durability. Use laminated or framed posters in high‑traffic areas. For warehouses, construction sites, and exterior entries, choose weather‑resistant materials and replace any faded, torn, or defaced notices immediately.

Support remote and hybrid teams. Electronic posting can supplement physical notices, and for some federal notices may satisfy requirements for employees who work exclusively remotely if they always receive information electronically and have easy access to the postings. However, many notices—such as OSHA’s “It’s the Law”—still must be physically posted at any site where employees work. When in doubt, maintain a physical posting and provide electronic access for convenience.

Example placements:

Offices: break room near the microwave and time clock
Healthcare: staff lounge outside nursing stations
Manufacturing: near PPE storage and shift boards
Construction: inside the jobsite trailer next to daily briefing sheets

Consistent, visible, and up‑to‑date office labor law posters reduce risk and make compliance effortless across all locations.

Selecting a reputable poster provider

Choosing the right source for office labor law posters is the difference between seamless compliance and avoidable risk. Look for a provider that treats posters as a compliance service—not just a printed product.

Start with legal accuracy and scope. A reputable provider will deliver a complete set that reflects federal, and state notices. At minimum, federal labor law posters should cover FLSA Minimum Wage, OSHA “Job Safety and Health: It’s the Law,” EPPA (Polygraph Protection), USERRA, the EEOC “Know Your Rights” notice, NLRA (for most private employers), and FMLA where the law applies. State labor law poster requirements vary widely and may include minimum wage, paid sick leave, discrimination, workers’ compensation, unemployment insurance, and industry-specific postings.

Prioritize update reliability. Laws change throughout the year—sometimes with fast effective dates. Seek a provider that:

Monitors federal and state agencies daily and verifies content against official sources
Prints clear revision dates and notice IDs on each panel for audit readiness
Offers automatic update services with replacement posters shipped when laws change
Emails change alerts and maintains a log of updates for your records
Provides compliance guarantees or free replacements when a mandated notice is revised

Consider format, language, and durability. Laminated, UV-resistant posters hold up in high-traffic areas and industrial environments. Bilingual English/Spanish posters are essential if a significant portion of your workforce is Spanish-speaking. All-in-one formats reduce wall clutter, but make sure they still meet agency formatting requirements. For remote and hybrid teams, confirm the provider also offers digital posting solutions that meet “electronic posting” guidance where allowed, in addition to physical posters for required workplace postings.

Evaluate fit for your organization. Multi-state employers benefit from consolidated bundles and tools to manage versions across locations. Healthcare, construction, and manufacturing sites may need industry-specific add-ons. Federal contractors require specialized notices (for example, Pay Transparency). Ask whether the provider can pre-order 2026 posters to cover January 1 changes and schedule shipments so you’re compliant on day one.

Assess support and credibility. Look for:

A dedicated compliance team and clear legal citations on each notice
Guidance to determine exactly which posters your headcount and industry require
Customer service that can answer audit questions and provide posting location best practices
Transparent revision history and sample images before purchase

National Safety Compliance offers comprehensive workplace compliance posters, including federal and state sets, bilingual options, automatic update services, and pre-order support for 2026 changes. For busy safety and HR teams, an all-in-one solution paired with proactive updates reduces the risk of missed postings and helps ensure your facilities stay compliant year-round.

Ensuring ongoing compliance

Labor law posting obligations evolve throughout the year, driven by federal, state, and even city or county rule changes. Treat office labor law posters as a managed program, not a one-time purchase. That approach helps prevent fines, employee complaints, or findings during audits.

Start by establishing ownership. Assign a single point of contact to inventory all facilities, headcount, remote teams, and applicant-facing areas. Build a location-by-location matrix of required workplace postings, covering both federal labor law posters (e.g., EEO, FLSA, OSHA Job Safety and Health, EPPA, and FMLA where applicable) and each jurisdiction’s notices under state labor law poster requirements. Include any local ordinances, industry-specific postings, and contractor-specific notices if you perform federal contract work.

Standardize how and where you post. Choose well-lit, high-traffic areas such as break rooms, near time clocks, and HR or recruiting areas where applicants can see required postings. Ensure posters are readable, protected from damage, and in the formats and sizes specified by the issuing agency.

Address language and accessibility needs. Many jurisdictions require or recommend displaying posters in languages commonly spoken by your workforce. If a significant portion of employees are not proficient in English, provide the required notices in additional languages. Confirm any state-specific thresholds and ensure postings are accessible to employees with disabilities.

Make updates routine rather than reactive. A practical cadence includes:

Monitor. Track agency updates at federal, state, and local levels; note effective dates.
Replace. Update labor law posters immediately when mandatory changes take effect; date-stamp replacements and archive prior versions.
Verify. Conduct quarterly walk-throughs to confirm completeness and condition across all worksites.
Document. Keep a log of posting locations, version numbers, and update dates for audit readiness.

Plan for complex footprints. Multi-state employers can see numerous updates annually—minimum wage, paid leave, discrimination protections, and notice format changes are common drivers. For hybrid teams, maintain physical postings at any site employees regularly visit. For fully remote employees, supplement with electronic delivery or intranet posting per agency guidance, and provide clear, ongoing access.

Trigger-based reviews reduce gaps. Reassess your workplace compliance posters when you open or relocate offices, cross headcount thresholds that activate new requirements, enter new states or cities, win federal contracts or subcontracts, change operating hours, or shift workforce language composition.

Leverage reliable sources. National Safety Compliance offers consolidated federal-and-state poster sets with the option to pre-order 2026 posters, so replacements arrive when new rules take effect. Pair posters with update alerts and an annual poster subscription plan to keep compliance continuous rather than crisis driven.

Finally, train site managers to recognize required workplace postings, spot outdated notices, and escalate changes. With ownership, process, and dependable materials, keeping office labor law posters compliant becomes a predictable, auditable task.