Ontario' Bill 190: Washroom Cleaning Logbook Becomes Mandatory

Karl Bedard
Jun 9
3 min read

On July 1, 2025, a new requirement comes into force for all employers in the province of Ontario. Adopted as part of Bill 190 – Working for Workers Five Act, this amendment requires regular washroom maintenance with documented proof, otherwise penalties will apply. For the first time, proper sanitation is a legally regulated occupational health and safety issue.

In this article, we'll explain what the law says, who is affected by it, and above all, how to comply with it effectively.

What the Law Says

As of July 1, 2025, Ontario employers will be required to:

Maintain washrooms in a clean and sanitary condition on an ongoing basis.
Keep a cleaning log, indicating when maintenance is carried out and by whom.
Keep this record for at least one year, for audit or inspection purposes.

These new requirements are enshrined in the Occupational Health and Safety Act (OHSA), as amended by Bill 190.

Why This Change?

Until now, there was no explicit requirement for employers to prove that washroom maintenance was carried out rigorously. Several inspections revealed worrying situations: neglected sanitary facilities, lack of follow-up, or irregular cleaning.

This new regulation aims to:

Protect workers' health.
Reduce the risk of infection and discomfort, especially in high-traffic areas.
Empower managers by ensuring real, traceable follow-up..

It is also a step towards greater transparency, a central theme of Bill 190.

Who Does It Apply To?

This obligation applies to all workplaces under provincial jurisdiction:

Offices
Factories
Shopping malls
Warehouses
Healthcare facilities
Schools and universities
Construction sites (explicitly included)

In short: any company that provides "washroom facilities" for its employees will have to comply.

Paper or Digital Log?

Employers are free to choose the type of register they wish to use. But not all options are created equal...

📄 Paper Log

✅ Simple to implement, Easy to use
✅ Little investment
❌ Bland
❌ Likely to be lost or destroyed
❌ Very easy to forge
❌ Hard to read
❌ Visually unaesthetic
❌ Difficult to archive or centralize for multi-site companies

📱 Digital Log

✅ Simple to implement, Easy to use
✅ Automatically time and date stamped data
✅ Easy access for managers and auditors
✅ 100% Customizable
✅ Sustainable
✅ Impossible to forge
✅ Enhanced traceability
✅ Ability to generate reports by period or by building
✅ Visually attractive
✅ Compatible with certification tools (BOMA, LEED, ESG)

Multi-site organizations or companies wishing to demonstrably comply should seriously consider a digital solution.

Get Ready Now!

Here are the 5 key steps to make sure you're ready for July 1, 2025:

Identify all sanitary installations under your responsibility.
Choose your tracking method (paper or digital).
Train relevant employees to use the register.
Establish a procedure for storing your logbooks (minimum 1 year).
Consider adding a dashboard or connected system to improve rigor and transparency.

Failure To Comply

Ignoring this new responsibility could have serious consequences:

Substantial fines (up to $100,000 for individuals, more for companies)
Potential for inspections or employee complaints.
Negative impact on certifications (BOMA, LEED, etc.).
Loss of reputation and credibility with occupants or unions.

Conclusion

Bill 190 marks an important turning point in workplace hygiene management. What was once good practice is now a legal requirement. By setting up a clear, reliable and traceable cleaning logbook, you protect not only your employees, but also your company.

Not Sure Where to Start?

At ValkarTech, we have been helping companies to achieve compliance and optimize their hygiene management since 2014. We understand the challenges of the commercial cleaning business and offer simple, connected solutions adapted to all working environments.

👉 Constact-us for a demonstration of our sophisticated digital solution.