Workplace poster checks using 4 agency guides

Check four official agency guides, then place each required workplace notice where staff already look for notices.

Key takeaways

• Check the physical display location first. Verify print sizes before ordering. Some Washington posters are larger than 8.5 x 11 inches, so standard letter-size printers may not accommodate them Washington State Department of Labor & Industries.
• Determine your workers’ compensation coverage type. The "Notice to Employees" poster differs based on whether your employer is part of the State Fund or self-insured Washington State Department of Labor & Industries. Select the correct version to match your specific coverage arrangement.
• Confirm the scope of electronic posting. Do not assume a digital notice replaces the need for a physical copy in the workplace.
• Note recent federal updates. Ensure your federal discrimination poster reflects this current legal status.

Choose posters by coverage and place them where staff can read them

When opening a hiring location or onboarding staff, your first task is to verify that the required federal discrimination notice is physically present and readable. The law requires an employer to post a notice describing the Federal laws prohibiting job discrimination based on race, color, sex (including pregnancy and related conditions, sexual orientation, or transgender status), national origin, religion, age (40 and older), equal pay, disability or genetic information (including family medical history or genetic tests or services), and retaliation for filing a charge, reasonably opposing discrimination, or participating in a discrimination lawsuit, investigation, or proceeding, according to the U.S. Equal Employment Opportunity Commission. It is distinct from state-specific notices, which may have different coverage, thresholds, or formatting requirements.

Placement is as critical as selection. These posters should be placed in a conspicuous location in the workplace where notices to applicants and employees are customarily posted, according to the U.S. Equal Employment Opportunity Commission. A conspicuous location ensures that both current employees and prospective applicants can see the notice without seeking it out. For a small staffing team, this often means the break room, a main hallway, or near the time clock, but the key factor is that it is a place where such notices are already expected. If you are onboarding new staff, confirm that this specific poster is visible in that customary area before the first day of work. Keep the hiring notes in a Hiring Decision Debrief: Notes to a Recorded Decision and review sick time rules for new hires in the same pass.

Use the federal discrimination poster and its stated update

The U.S. Equal Employment Opportunity Commission requires employers to post a notice describing Federal laws prohibiting job discrimination. This notice covers race, color, sex, national origin, religion, age, equal pay, disability, genetic information, and retaliation. The specific poster is titled “Know Your Rights: Workplace Discrimination is Illegal” according to U.S. Equal Employment Opportunity Commission.

Coverage details The Federal law mandates this posting to inform workers of their rights. The protected categories include: * Race, color, sex, national origin, and religion. * Sex includes pregnancy and related conditions, sexual orientation, or transgender status. * Age applies to individuals 40 and older. * Disability or genetic information, including family medical history or genetic tests or services. * Retaliation for filing a charge, reasonably opposing discrimination, or participating in a discrimination lawsuit, investigation, or proceeding.

Placement requirements This location should be where notices to applicants and employees are customarily posted according to U.S. Equal Employment Opportunity Commission. This ensures visibility for both current staff and those seeking employment.

Electronic posting scope In most cases, electronic posting supplements the physical posting requirement according to U.S. Equal Employment Opportunity Commission. Recruiters should verify if their specific digital setup meets the "supplement" standard described by the agency.

Current legal updates The Pregnant Workers Fairness Act (PWFA) is in effect June 27, 2023 according to U.S. Equal Employment Opportunity Commission.

Check California general and inspection-triggered postings

California employers face a baseline requirement to display specific workplace notices. According to the California Department of Industrial Relations, all employers in the state must meet workplace posting obligations. This applies broadly to hiring locations within the jurisdiction, regardless of the specific industry or size of the staffing team. The agency provides these materials to ensure that staff can access essential information about their rights and workplace standards.

While the general rule covers all employers, specific circumstances trigger additional duties. The California Department of Industrial Relations notes that additional posting requirements apply to some workplaces. This distinction means that a standard set of posters may not be sufficient for every location. Recruiters and hiring managers should verify whether their specific site falls into a category that demands extra notices. Checking the current agency guidance for your specific operational context is necessary.

Regarding the format of these notices, the agency clarifies that downloaded posters meet an employer's legal obligation. According to the California Department of Industrial Relations, using the official downloaded versions satisfies the requirement to display these notices. The key is ensuring the printed version matches the current official text provided by the state. Use the same care when you choose withholding forms.

A distinct requirement arises during immigration agency inspections. Pursuant to Labor Code section 90.2(a), employers are required to provide notice to employees of any inspection of I-9 Employment Eligibility Verification forms or other employment records by an immigration agency by posting a notice within 72 hours after the notification of inspection, according to the California Department of Industrial Relations. This is a time-sensitive action that differs from routine permanent postings. It is triggered specifically by an inspection notification, not by the general act of hiring.

Filled reference table of four agencies’ posting guidance

The table below lists the core posting guidance for each of the four agencies. Each row names the publisher and cites the specific requirement found in their official guidance.

Read New York’s employer-size and notice distinctions

Under the Posting Requirements under NYS Labor Law, employers must identify which notices apply to their headcount and operational setup. The state’s guidance separates general retaliation notices from size-specific veterans’ benefits requirements and distinct health-related signage.

The veterans’ benefits requirement is strictly tied to full-time headcount. Effective January 1, 2023, all public and private New York State employers with more than 50 full-time employees are required to display the Veterans’ Benefits & Services poster in a conspicuous place accessible to employees in the workplace, according to New York State Department of Labor. This poster is identified as the Veterans’ Benefits & Services Poster (P37). Employers with 50 or fewer full-time employees do not meet this specific display threshold under the cited rule.

Retaliation protections apply regardless of the 50-employee threshold. Section 740 states that every employer shall inform employees of their protections, rights and obligations regarding retaliation, by posting a notice in a place customarily frequented by employees, according to New York State Department of Labor. This notice is titled Notice of Employee Rights, Protections, and Obligations. Unlike the veterans’ poster, this requirement uses the term "every employer," indicating it applies to all New York State employers irrespective of full-time headcount. Place this notice where staff routinely gather, such as break rooms or common work areas, to satisfy the "customarily frequented" standard.

Smoking restrictions require specific signage in designated areas. Employers must post "No Smoking" signs or the international "No Smoking" symbol in every place where the act prohibits or restricts smoking, according to New York State Department of Labor. This requirement falls under the New York State Clean Indoor Air Act. The source directs readers to the NYS Department of Health website or specific phone numbers for further information on the Clean Indoor Air Act. Ensure these signs are visible in every location where smoking is prohibited or restricted, not just at building entrances.

Check where Washington posters must be seen

The Washington State Department of Labor & Industries states that if you have a business location in Washington State and one or more employees works from that location, the law requires you to post the posters there, in a place where the employees can see and read them, according to Washington State Department of Labor & Industries.

Note any missing source checks in your records.

Illustrative example of four poster checks

Picture one hiring location with 80 full-time employees. You make 4 checks before the first work day. Check the federal discrimination poster is in a conspicuous location where notices to applicants and employees are customarily posted, and that it is readable. Because the headcount is more than 50, check that the Veterans’ Benefits & Services poster is in a conspicuous place accessible to employees. Check that the retaliation notice is in a place customarily frequented by employees. Check that Washington’s 3 posters are where employees can see and read them, and that the Notice to Employees matches State Fund or self-insured coverage. The age 40 protection is part of the federal notice, so the same poster is the one you look for.

Look at the notice board today

Walk to the place where notices to applicants and employees are customarily posted. Confirm the federal discrimination notice is physically present and readable. If the location is in California, New York, or Washington, compare what is hanging there with that state’s rules in this guide before you print a replacement.

Workplace poster FAQ

Where should the EEOC poster be displayed?

Place it in a conspicuous location in the workplace where notices to applicants and employees are customarily posted, according to the U.S. Equal Employment Opportunity Commission. This placement rule applies specifically to the “Know Your Rights: Workplace Discrimination is Illegal” Poster, as defined by the agency’s guidance. Recruiters should verify that the physical notice area meets this customary posting standard before considering the task complete.

Does electronic EEOC posting normally replace physical posting?

No, electronic posting does not normally replace the physical requirement. According to the U.S. Equal Employment Opportunity Commission, in most cases, electronic posting supplements the physical posting requirement.

Which Washington poster version depends on workers’ compensation coverage?

The "Notice to Employees" poster is the version that varies based on coverage status. According to the Washington State Department of Labor & Industries, this specific poster differs based on whether your employer is part of the State Fund or self-insured. Hiring teams must check their workers’ compensation classification to select the correct variant of this notice.

Which New York employers need the veterans’ benefits poster?

Public and private New York State employers with more than 50 full-time employees are required to display this poster. According to the New York State Department of Labor, effective January 1, 2023, these employers must display the Veterans’ Benefits & Services poster in a conspicuous place accessible to employees in the workplace. This threshold distinguishes it from other notices that may apply to smaller workforces.

When does California’s 72-hour inspection notice requirement arise?

This requirement arises when an employer gets notification of an inspection of I-9 Employment Eligibility Verification forms or other employment records by an immigration agency. According to the California Department of Industrial Relations, employers are required to provide notice to employees of any such inspection by posting a notice within 72 hours after the notification. This is a triggered obligation, not a routine permanent poster requirement.