This guide explains federal, state, and local workplace poster requirements employers in the United States must follow to notify employees of important labor rights.
This article covers which notices are required, where to display them, electronic posting considerations, compliance tips, and penalties for failing to keep posters current.
1. Required Federal and State Posters
Federal law requires employers to display several core notices that explain employee protections under major labor statutes.
Key federal posters include the Fair Labor Standards Act, Occupational Safety and Health Act, Family and Medical Leave Act, and Equal Employment Opportunity notices.
States add their own mandatory notices, such as minimum wage, unemployment insurance, workers compensation, and child labor postings.
Examples include New York notices on minimum wage and unemployment insurance, and Pennsylvania postings like the Abstract of the Pennsylvania Child Labor Act.
Federal Posters You Must Post
The FLSA poster covers minimum wage, overtime rules, and basic child labor protections.
The OSHA poster informs employees about workplace safety protections and how to report hazards.
The FMLA poster explains job protected leave for eligible employees for specific family and medical reasons.
The EEO notice outlines legal protections against employment discrimination and how to file a complaint.
State and Local Posters
Each state publishes required posters and instructions for where to get official versions.
Local governments and some cities require additional postings for ordinances such as paid leave, fair chance hiring, or minimum paid sick time.
San Francisco and other municipalities maintain many specialized postings that go beyond state requirements.
2. Where to Display Posters
Post notices in conspicuous locations where employees routinely see them, such as break rooms, near time clocks, or employee entrances.
If your operation spans multiple sites, display a full set of required posters at each work location.
Postings must be unobstructed, legible, and kept in good condition so employees can read them during the workday.
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3. Electronic Posting and Remote Workers
Electronic posting is increasingly used to supplement physical notices, especially for remote or hybrid teams.
Electronic copies can help ensure access, but they typically do not replace the obligation to display hard copies at physical worksites.
For remote employees, provide electronic links, PDFs, or an internal portal where required notices are easily accessible.
4. Keeping Posters Current
Posting requirements change frequently, with hundreds of state posting updates annually and many requiring immediate action.
Employers should subscribe to official agency updates or commercial update services to receive revised versions promptly.
Replace posters immediately when agencies issue new versions to avoid inadvertent violations caused by outdated notices.
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5. Consequences of Non Compliance
Failure to display required and current posters can result in fines that, in aggregate or for repeated violations, may reach tens of thousands of dollars.
Penalties vary by jurisdiction, and non compliance can also invite audits or weaken an employer's position in employment disputes.
6. Best Practices for Staying Compliant
Assign a compliance owner, such as an HR manager or business owner, to monitor poster requirements and maintain a posting checklist.
Create a master list of federal, state, and local posters required for each location and the date each poster was last reviewed or replaced.
Perform routine inspections and document the condition and placement of posters to demonstrate proactive maintenance in case of an audit.
Consider using a subscription service that automatically provides updated posters and replacement copies when laws change.
7. Quick Reference Table of Common Posters
| Poster | Issuer | Where To Obtain and How To Display |
|---|---|---|
| Fair Labor Standards Act (Wage and Hour) | U.S. Department of Labor | Free from the DOL website; post where employees can view it during work hours |
| Occupational Safety and Health (OSHA) | Occupational Safety and Health Administration | Available from OSHA; post in a visible break room or safety bulletin board |
| Family and Medical Leave Act (FMLA) | U.S. Department of Labor | Download from DOL; ensure it is accessible to eligible employees |
| Equal Employment Opportunity (EEO) | Equal Employment Opportunity Commission | Obtain from EEOC or DOL; display where applicants and employees can view it |
| State Minimum Wage and Unemployment Notices | State Departments of Labor (for example New York, Pennsylvania) | Get state specific posters from the state labor office; post in all work locations |
8. Additional Resources For Posters and Forms
- U.S. Department of Labor Workplace Posters
- New York State Department of Labor Posting Requirements
- Pennsylvania Department of Labor and Industry Mandatory Postings
- California Department of Industrial Relations Workplace Postings
- OSHA Posters
Conclusion
Maintaining current federal, state, and local labor law posters is a straightforward compliance task with meaningful consequences if neglected.
Assign responsibility, monitor updates, keep printed copies in conspicuous places, and provide electronic access to ensure all employees can review their rights and protections.
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