19 free pay transparency policy templates for small business: a multi-state base policy, a version for every state with a pay transparency law plus Washington DC, including on-request states and Delaware ahead of its 2027 date, and an employee communication template. Download as DOCX.
A pay transparency policy is the written document that sets out how your business shares compensation information: what you disclose, when, and the rights employees have to discuss pay. For a small business owner who just learned that a state where they hire requires salary ranges, it does two jobs at once. It puts a clear, consistent practice in place, and it gives you a documented, deadline-ready starting point for compliance in a fast-changing area of law.
These templates cover every state with a pay transparency law: a multi-state base policy that works as a starting point anywhere, state-specific versions for the twelve states that require a salary range in postings (Colorado, California, New York, Washington, Illinois, Maryland, New Jersey, Massachusetts, Minnesota, Vermont, Maine, and Hawaii), the three on-request states (Connecticut, Nevada, and Rhode Island), Washington DC, Delaware ahead of its 2027 effective date, and an employee communication template to roll the policy out to your team. Each is free to download, with the state-law context the generic samples leave out. Because pay ranges show up first in job postings and offers, the offer letter templates are a natural companion.
TL;DR
Pay transparency is the practice of openly sharing compensation, usually a good-faith salary range in job postings or on request. There is no federal law requiring it, but as of 2026 a growing set of states do, with thresholds as low as one to four employees (Colorado, New York), so small businesses are squarely in scope, and remote roles can trigger another state's law. A complete policy covers disclosure rules, the right to discuss pay, ranges, and recordkeeping. Download nineteen free templates as DOCX, then have counsel review. This is general information, not legal advice.
What Pay Transparency Is
Pay transparency is the practice of openly sharing compensation information, such as salary ranges, with applicants, employees, or both. In practice it means including a good-faith pay range in job postings, providing a range on request, and, in some states, notifying employees about the pay range for internal promotions and transfers. A pay transparency policy is the document that puts this practice in writing.
Pay transparency is the visible mechanism; pay equity, meaning equal pay for comparable work, is the underlying goal. Because transparency tends to expose pay differences, employers commonly run a pay-equity review before publishing ranges. The practice is increasingly driven by law: a growing number of states and cities now require some form of pay transparency, with rules that vary by employer size and by what must be disclosed and when. The job description guide covers how pay ranges fit into a compliant posting.
What a Pay Transparency Policy Includes
A complete pay transparency policy covers four groups of elements: the purpose and compensation philosophy, the disclosure rules, the rights and protections, and the operational pieces. The disclosure rules and the right-to-discuss-pay protection are what thin templates most often skip.
Purpose and philosophy
A clear statement of why you disclose pay
Your compensation philosophy and how pay is set
The scope, including remote roles
Disclosure rules
Pay range in covered postings
Pay range on request
Promotion and transfer notices where required
Rights and protections
The right to discuss pay under the NLRA
A non-retaliation guarantee
No reliance on salary history where banned
Operations
How you build good-faith ranges
A pay-equity review step
Recordkeeping and a review cadence
The parts that do the most work are the disclosure rules, which must match the states where you hire, and the non-retaliation guarantee that protects employees' right to discuss pay. Because pay transparency starts at the posting and offer stage, building these expectations into your employee handbook keeps the practice consistent across the company.
Which Policy Should You Use?
Start with where you hire. If you hire across several states or post remote roles, begin with the multi-state base policy. If you concentrate hiring in one covered state, start from that state's version. Add the communication template to roll the policy out to your team. Use this guide to choose, then adapt.
Multi-State Base Policy
The flagship
The comprehensive base policy: purpose, compensation philosophy, scope, what you disclose and when, how you build ranges, the right to discuss pay, manager duties, a pay-equity review step, and recordkeeping. The starting point for any employer.
Colorado
EPEWA, 1+ employee
The strictest baseline: range plus benefits plus how-to-apply in every posting, internal postings included, and promotion-opportunity notice. Applies at one Colorado employee.
California
SB 1162, 15+
Pay scale in postings at 15-plus employees including remote roles, pay scale on request for all sizes, no salary-history reliance, and title and wage-history recordkeeping, with a note on SB 642.
New York
194-b, 4+
A compensation range and a job description in advertisements for roles performed at least partly in New York, at four or more employees, with a note on the separate NYC rule.
Washington
EPOA, 15+
The wage scale or salary range plus a general description of benefits and other compensation in every posting, including remote roles, at 15 or more employees.
Illinois
Equal Pay Act, 15+
Pay scale and benefits in postings at 15-plus employees, plus the 14-day promotion-notice rule and recordkeeping.
Maryland
Any size
A wage range, a general benefits description, and other compensation in postings for Maryland roles, including promotions and transfers, at any employer size.
New Jersey
10+ employees
A pay range and a general benefits description in postings for new jobs and for promotion and transfer opportunities, plus reasonable promotion notice, at 10 or more employees.
Massachusetts
25+ employees
A pay range in postings, on request, and for promotions and transfers, at 25 or more employees, with a note on the 100-plus wage data reporting.
Minnesota
30+ employees
A salary range or fixed pay rate plus a general benefits description in every job posting, with no open-ended ranges, at 30 or more employees.
Vermont
5+ employees
The compensation or range in advertisements for Vermont-based and certain remote roles, plus a salary-history ban, at five or more employees, the lowest posting threshold.
Maine
10+ employees
The pay range in all job postings, whether direct or through a third party, at 10 or more employees, effective in 2026, with flexibility in how the range is set.
Hawaii
50+ employees
An hourly rate or salary range reflecting actual expected compensation in job listings, at 50 or more employees, excluding internal transfers and promotions.
Connecticut
On request, any size
On-request model for all employer sizes: the wage range to an applicant on request or before an offer, and to an employee on hire, position change, or request. No posting mandate.
Nevada
On request
The wage or salary range provided automatically to an applicant after an interview, and for promotions and transfers to employees, plus a salary-history protection. No posting mandate.
Rhode Island
On request, any size
On-request model for all sizes: the wage range to an applicant on request, to an employee on hire and on a position change, and on request for a current role. No posting mandate.
Delaware
25+, effective 2027
A good-faith pay range and a benefits description in postings for Delaware roles at 25 or more employees, effective in 2027. Provided so you can prepare ahead of the date.
Washington DC
1+ employee
Projected pay in all listings including internal ones, the existence of healthcare benefits before the first interview, a salary-history ban, and a posted workplace notice, at one DC employee.
Employee Communication
Announcement and FAQ
A plain-language announcement and FAQ to tell your team you are adopting pay transparency: what is changing, what is not, how ranges are set, and the right to discuss pay. The piece almost no competitor offers.
Match the Policy to Where You Hire
Hiring across several states or posting remote roles: start with the Multi-State Base Policy and adopt the strictest applicable state as your baseline. Concentrated in one state: use that state's version, whether it requires posting ranges (Colorado, California, New York, Washington, Illinois, Maryland, New Jersey, Massachusetts, Minnesota, Vermont, Maine, Hawaii) or disclosure on request (Connecticut, Nevada, Rhode Island). Hiring in Washington DC: use the DC version, which adds a healthcare-benefits disclosure before the first interview. Hiring in Delaware: adopt its version now, ahead of the 2027 date. Rolling it out to your team: add the Employee Communication template. Whichever you choose, confirm the current requirement for every state where you hire, fill in the brackets, and have it reviewed by an attorney before adopting.
19 Free Pay Transparency Templates
Download all seven as a single Word document or copy individual templates. The base policy works as a starting point anywhere; seventeen state and DC versions track the specific requirements in each jurisdiction with a pay transparency law, including the three on-request states, Washington DC, and Delaware ahead of its 2027 date; and the communication template helps you announce the policy to your team. Fill in the brackets, tailor to where you hire, and have counsel review before you adopt.
Download All 19 Pay Transparency Templates
Multi-state base policy, seventeen state and DC versions, and an employee communication template. All in one DOCX.
The comprehensive base policy: purpose, compensation philosophy, scope, disclosure rules, how you build ranges, the right to discuss pay, manager duties, a pay-equity review step, and recordkeeping. The starting point for any employer, built to adopt the strictest applicable state as a baseline.
Pay Transparency Policy (Multi-State Base)
PAY TRANSPARENCY POLICY
[Company Name]
Effective date: _ Policy owner: __
Last reviewed: _ Next review: _
1. PURPOSE
[Company Name] is committed to fair, consistent, and transparent compensation
practices. This policy explains how we set and share pay information, what we
disclose and when, and the rights employees have to discuss pay. Our goal is to
support pay equity, build trust, and meet our obligations under applicable federal,
state, and local law.
2. COMPENSATION PHILOSOPHY
We set pay based on the role, its responsibilities, the skills and experience
required, internal equity, and relevant market data. We aim to pay fairly for
comparable work, and we review compensation periodically. We do not base pay
decisions on a protected characteristic, and we do not rely on a candidate's salary
history where prohibited by law.
3. SCOPE
This policy applies to all employees and applicants, and to all positions,
including full-time, part-time, and remote roles. Where we hire for a role that can
be performed in a state or city with pay transparency requirements, we follow the
requirements of that jurisdiction.
4. WHAT WE DISCLOSE AND WHEN
Pay range in postings: We include a good-faith pay range, and a general
description of benefits where required, in job postings for covered roles. The
range reflects what we reasonably expect to pay for the role at the time of posting.
On request: We provide the pay range for a position to applicants and employees on
request, consistent with applicable law.
Promotions and transfers: Where required by law, we notify current employees of
internal promotion and transfer opportunities and the associated pay range within
the required timeframe.
[Customize the three items above to the states where you hire. See the
state-specific versions of this policy for Colorado, California, New York,
Washington, and Illinois.]
5. HOW WE BUILD PAY RANGES
We build each pay range as a good-faith estimate of what we expect to pay for the
role, based on market data, the responsibilities and requirements of the position,
and internal equity. Ranges are meaningful, not placeholder spreads, and we document
the basis for each range so it can be explained to candidates, employees, and
regulators.
6. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Under the National Labor Relations Act and various state laws, employees have the
right to discuss their own wages and working conditions with coworkers. [Company
Name] will not prohibit, discourage, or retaliate against any employee for inquiring
about, discussing, or disclosing their own pay or the pay of others, or for asking
about a pay range. Retaliation for exercising these rights is prohibited and will
result in corrective action.
7. MANAGER RESPONSIBILITIES
Managers and anyone involved in hiring or pay decisions must: use approved,
documented pay ranges; include the required pay information in covered postings;
provide pay ranges on request as the policy directs; avoid asking about salary
history where prohibited; and never discourage or penalize employees for discussing
pay. Direct questions to [policy owner / contact].
8. PAY EQUITY REVIEW
Before publishing ranges, and periodically thereafter, we review our pay practices
for unexplained gaps between employees doing comparable work. Where we find a gap we
cannot justify by a legitimate, job-related factor, we take steps to address it.
Transparency exposes pay differences, so a pay-equity review is an important step in
adopting this policy.
9. RECORDKEEPING
We keep records of job titles, pay ranges, and wage history as required by
applicable law (for example, California requires employers to keep records of job
title and wage-rate history for the duration of employment plus three years). We
retain documentation of how ranges were set and which employees were notified of
postings where notification is required.
10. POLICY REVIEW
Pay transparency laws change frequently. We review this policy at least annually and
when laws in the states where we operate or hire change. Questions may be directed
to [policy owner / contact].
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy.
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template provided for general informational purposes
only and is not legal advice. It is a starting point, not a guarantee of compliance
in any jurisdiction. Pay transparency law varies by state and locality and changes
frequently. Confirm current requirements for every state and city where you hire,
including for remote roles, and have this policy reviewed by an employment attorney
licensed in your state before adopting or distributing it.
Template 2: Colorado Pay Transparency Policy
Tracks Colorado's Equal Pay for Equal Work Act, the strictest baseline: range plus benefits plus how-to-apply in every posting, internal postings included, and promotion-opportunity notice. Applies at one Colorado employee.
Colorado Pay Transparency Policy
PAY TRANSPARENCY POLICY (COLORADO)
[Company Name]
Effective date: _ Policy owner: __
NOTE: Colorado's Equal Pay for Equal Work Act (EPEWA), effective January 1, 2021,
was the first statewide pay transparency law. It applies to employers with at least
one Colorado employee. Colorado requires the most in every posting: a pay range,
a general description of benefits and other compensation, and instructions for how
to apply, in all postings including internal ones, plus notice of promotional
opportunities. Confirm against current Colorado Department of Labor and Employment
(CDLE) guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
Colorado's Equal Pay for Equal Work Act. This policy explains how we disclose pay
and opportunities to applicants and employees in Colorado.
2. WHAT WE DISCLOSE IN POSTINGS
For every covered job posting, internal and external, we include:
•The hourly rate or salary, or the pay range we reasonably expect to pay
•A general description of any bonuses, commissions, or other compensation
•A general description of benefits offered
•Instructions for how to apply, and the application deadline if any
3. PROMOTIONAL AND JOB OPPORTUNITIES
We make reasonable efforts to announce, post, or otherwise make known all
opportunities for promotion to current Colorado employees on the same day and
before making a promotion decision, consistent with EPEWA requirements.
4. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role
at the time of posting, based on market data, role requirements, and internal
equity, and we document the basis for the range.
5. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay, or for invoking their rights under the Equal Pay for Equal Work Act.
6. RECORDKEEPING
We keep records of job descriptions and wage-rate history for each employee for the
duration of employment plus the period required by law, and we retain documentation
showing how ranges and postings were handled.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Colorado).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Colorado. EPEWA and its rules change
over time. Confirm against current Colorado Department of Labor and Employment
guidance and have this policy reviewed by an employment attorney licensed in
Colorado before adopting it.
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Tracks California's SB 1162: pay scale in postings at 15 or more employees including remote roles, pay scale on request for all sizes, no salary-history reliance, and title and wage-history recordkeeping, with a note on SB 642.
California Pay Transparency Policy
PAY TRANSPARENCY POLICY (CALIFORNIA)
[Company Name]
Effective date: _ Policy owner: __
NOTE: California's SB 1162 (effective January 1, 2023) requires employers with 15 or
more employees to include a pay scale in job postings, including for remote roles
that could be filled in California. All employers, regardless of size, must provide
the pay scale for a position to an applicant on request and to a current employee on
request for their own position. SB 1162 also requires keeping records of job title
and wage-rate history. SB 642 (effective January 1, 2026) clarifies the meaning of
"pay scale" and extends the recovery period. Confirm against current California
Civil Rights Department and Labor Commissioner guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
California law, including SB 1162. This policy explains how we disclose pay scales
to applicants and employees in California.
2. PAY SCALE IN POSTINGS
If [Company Name] has 15 or more employees, we include the pay scale, meaning the
salary or hourly wage range we reasonably expect to pay for the position, in each
job posting for a role that could be filled in California, including remote roles.
We use a good-faith range that reflects actual expected compensation, not a
placeholder spread.
3. PAY SCALE ON REQUEST
Regardless of our size, we provide the pay scale for a position to an applicant who
has completed an initial interview on request, and to a current employee on request
for the position in which they are employed.
4. SALARY HISTORY
We do not ask applicants about their salary history, and we do not rely on salary
history to set pay, consistent with California law.
5. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing, disclosing, or
asking about pay.
6. RECORDKEEPING
We keep records of each employee's job title and wage-rate history for the duration
of employment plus three years, and we document how each pay scale was set.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (California).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in California. SB 1162, SB 642, and
related rules change over time. Confirm against current California Civil Rights
Department and Labor Commissioner guidance and have this policy reviewed by an
employment attorney licensed in California before adopting it.
Template 4: New York Pay Transparency Policy
Tracks New York State Labor Law Section 194-b: a compensation range and a job description in advertisements for roles performed at least partly in New York, at four or more employees, with a note on the separate New York City rule.
New York Pay Transparency Policy
PAY TRANSPARENCY POLICY (NEW YORK)
[Company Name]
Effective date: _ Policy owner: __
NOTE: New York State Labor Law Section 194-b, effective September 17, 2023, requires
employers with four or more employees to disclose a compensation range and a job
description in advertisements for jobs, promotions, or transfer opportunities that
will be performed, at least in part, in New York. New York City has its own rule
(also 4+ employees) with significantly higher penalties. Confirm against current
New York State Department of Labor and, if applicable, New York City Commission on
Human Rights guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with New
York State Labor Law Section 194-b and, where applicable, New York City rules. This
policy explains how we disclose compensation in advertisements.
2. WHAT WE DISCLOSE IN ADVERTISEMENTS
If [Company Name] has four or more employees, for each advertisement for a job,
promotion, or transfer opportunity that can or will be performed at least in part in
New York, we include:
•The minimum and maximum annual salary or hourly range of compensation we in good
faith believe to be accurate at the time of posting
•A job description for the position, if one exists
For positions paid solely on commission, we include a general statement that
compensation is based on commission, where the law permits.
3. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role,
based on market data, role requirements, and internal equity, and we document the
basis for each range.
4. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
retaliate against any applicant or employee for exercising their rights under the
pay transparency law, including discussing pay.
5. RECORDKEEPING
We keep records necessary to demonstrate compliance, including the history of
compensation ranges for each position and the job descriptions used in postings.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (New York).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in New York. State and city rules and
penalties change over time. Confirm against current New York State Department of
Labor and New York City Commission on Human Rights guidance and have this policy
reviewed by an employment attorney licensed in New York before adopting it.
Template 5: Washington Pay Transparency Policy
Tracks Washington's Equal Pay and Opportunities Act: the wage scale or salary range plus a general description of benefits and other compensation in every posting, including remote roles, at 15 or more employees.
Washington Pay Transparency Policy
PAY TRANSPARENCY POLICY (WASHINGTON)
[Company Name]
Effective date: _ Policy owner: __
NOTE: Washington's Equal Pay and Opportunities Act, as amended effective January 1,
2023, requires employers with 15 or more employees to disclose the wage scale or
salary range and a general description of benefits and other compensation in each
job posting, including for remote roles that could be filled in Washington. Confirm
against current Washington State Department of Labor and Industries (L&I) guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
Washington's Equal Pay and Opportunities Act. This policy explains how we disclose
pay in job postings.
2. WHAT WE DISCLOSE IN POSTINGS
If [Company Name] has 15 or more employees, for each job posting for a role that
could be filled in Washington, including remote roles, we include:
•The wage scale or salary range we reasonably expect to pay
•A general description of all benefits and other compensation offered
3. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role at
the time of posting, based on market data, role requirements, and internal equity,
and we document the basis for each range.
4. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay, regardless of our size.
5. RECORDKEEPING
We keep records of postings, wage scales, and how ranges were set, consistent with
Washington requirements.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Washington).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Washington. The Equal Pay and
Opportunities Act and its rules change over time. Confirm against current Washington
State Department of Labor and Industries guidance and have this policy reviewed by
an employment attorney licensed in Washington before adopting it.
Template 6: Illinois Pay Transparency Policy
Tracks the amended Illinois Equal Pay Act (HB 3129): pay scale and benefits in postings at 15 or more employees, plus the 14-day promotion-notice rule and recordkeeping.
Illinois Pay Transparency Policy
PAY TRANSPARENCY POLICY (ILLINOIS)
[Company Name]
Effective date: _ Policy owner: __
NOTE: Illinois amended the Equal Pay Act (HB 3129), effective January 1, 2025, to
require employers with 15 or more employees to include the pay scale and benefits in
job postings, including for remote roles linked to Illinois. Employers must also
announce promotion opportunities to current employees within 14 calendar days after
posting an external listing, and must keep records. Confirm against current Illinois
Department of Labor (IDOL) guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with the
Illinois Equal Pay Act as amended. This policy explains how we disclose pay and
promotion opportunities.
2. WHAT WE DISCLOSE IN POSTINGS
If [Company Name] has 15 or more employees, for each covered job posting, including
remote roles tied to Illinois, we include:
•The pay scale, meaning the wage or salary, or the range, we reasonably expect to
pay for the position
•A general description of benefits and other compensation
3. PROMOTION NOTICES
We announce or make known all opportunities for promotion to current employees no
later than 14 calendar days after making an external job posting for the position,
consistent with the Illinois requirement.
4. PAY RANGES
We set each pay scale as a good-faith estimate based on market data, role
requirements, and internal equity, and we document the basis for each.
5. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay, or for exercising rights under the Equal Pay Act.
6. RECORDKEEPING
We keep records of pay scales, benefits, and postings, and documentation of
promotion notices, for the period required by Illinois law.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Illinois).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Illinois. The Equal Pay Act amendments
and their rules change over time. Confirm against current Illinois Department of
Labor guidance and have this policy reviewed by an employment attorney licensed in
Illinois before adopting it.
Template 7: Maryland Pay Transparency Policy
Tracks Maryland's Wage Range Transparency law: a wage range, a general benefits description, and other compensation in postings for Maryland roles, including promotions and transfers, at any employer size.
Maryland Pay Transparency Policy
PAY TRANSPARENCY POLICY (MARYLAND)
[Company Name]
Effective date: _ Policy owner: __
NOTE: Maryland's Wage Range Transparency law, effective October 1, 2024, requires
employers of any size to include a wage range, a general description of benefits,
and any other compensation in postings for positions performed at least in part in
Maryland, including for promotion and transfer opportunities. Confirm against
current Maryland Department of Labor guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
Maryland's Wage Range Transparency law. This policy explains how we disclose pay in
postings for Maryland roles.
2. WHAT WE DISCLOSE IN POSTINGS
For each posting for a position that will be performed at least in part in Maryland,
including internal promotion and transfer opportunities, we include:
•The minimum and maximum wage, or the wage range, we reasonably expect to pay
•A general description of benefits offered
•A general description of any other compensation
We provide this information even when the posting is made through a third party, and
on request to an applicant for a position if it was not otherwise disclosed.
3. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role,
based on market data, role requirements, and internal equity, and we document the
basis for each range.
4. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay, or for requesting a wage range.
5. RECORDKEEPING
We keep records of compliance, including the wage ranges and benefits descriptions
used in postings, for the period required by Maryland law.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Maryland).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Maryland. The Wage Range Transparency
law and its rules change over time. Confirm against current Maryland Department of
Labor guidance and have this policy reviewed by an employment attorney licensed in
Maryland before adopting it.
Template 8: New Jersey Pay Transparency Policy
Tracks New Jersey's law: a pay range and a general benefits description in postings for new jobs and for promotion and transfer opportunities, plus reasonable promotion notice, at 10 or more employees.
New Jersey Pay Transparency Policy
PAY TRANSPARENCY POLICY (NEW JERSEY)
[Company Name]
Effective date: _ Policy owner: __
NOTE: New Jersey's pay transparency law, effective June 1, 2025, requires employers
with 10 or more employees to include a pay or salary range and a general description
of benefits and other compensation in postings for new jobs and for promotion and
transfer opportunities. Employers must also make reasonable efforts to announce
promotion opportunities to current employees. Confirm against current New Jersey
Department of Labor and Workforce Development guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with New
Jersey's pay transparency law. This policy explains how we disclose pay and
opportunities to applicants and employees in New Jersey.
2. WHAT WE DISCLOSE IN POSTINGS
If [Company Name] has 10 or more employees, for each posting for a new job or a
promotion or transfer opportunity in New Jersey, we include:
•The hourly wage or salary, or a range, we reasonably expect to pay
•A general description of benefits and any other compensation programs
The range is a good-faith range, and we keep the spread between the minimum and
maximum reasonable rather than artificially wide.
3. PROMOTION OPPORTUNITIES
We make reasonable efforts to announce, post, or otherwise make known promotion
opportunities to current employees in the affected department before making a
promotion decision, consistent with the New Jersey requirement.
4. SALARY HISTORY
We do not screen applicants based on salary history, consistent with New Jersey law.
5. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay.
6. RECORDKEEPING
We keep records of postings, ranges, and benefits descriptions, and documentation of
promotion announcements, for the period required by New Jersey law.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (New Jersey).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in New Jersey. The pay transparency law
and its rules change over time. Confirm against current New Jersey Department of
Labor and Workforce Development guidance and have this policy reviewed by an
employment attorney licensed in New Jersey before adopting it.
Template 9: Massachusetts Pay Transparency Policy
Tracks Massachusetts' salary range transparency law: a pay range in postings, on request, and for promotions and transfers, at 25 or more employees, with a note on the 100-plus wage data reporting.
Massachusetts Pay Transparency Policy
PAY TRANSPARENCY POLICY (MASSACHUSETTS)
[Company Name]
Effective date: _ Policy owner: __
NOTE: Massachusetts' salary range transparency law, with posting requirements
effective October 29, 2025, requires employers with 25 or more employees to disclose
a pay range in job postings, to applicants and employees on request, and for
promotion and transfer opportunities. Employers with 100 or more employees have
separate wage data reporting obligations. Confirm against current Massachusetts
Office of the Attorney General guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
Massachusetts' salary range transparency law. This policy explains how we disclose
pay in Massachusetts.
2. WHAT WE DISCLOSE
If [Company Name] has 25 or more employees, we:
•Include the pay range we reasonably expect to pay in each posting for a particular
position
•Provide the pay range for a position to an employee who is offered a promotion or
transfer to a new position
•Provide the pay range for a position to an applicant or employee on request
3. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role,
based on market data, role requirements, and internal equity, and we document the
basis for each range.
4. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against any applicant or employee for exercising
their rights under the law, including discussing or requesting pay information.
5. RECORDKEEPING AND REPORTING
We keep records of pay ranges and postings. If we have 100 or more employees, we
also comply with the applicable wage data reporting requirements.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Massachusetts).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Massachusetts. The salary range
transparency law and its rules change over time. Confirm against current
Massachusetts Office of the Attorney General guidance and have this policy reviewed
by an employment attorney licensed in Massachusetts before adopting it.
Template 10: Minnesota Pay Transparency Policy
Tracks Minnesota's law: a salary range or fixed pay rate plus a general benefits description in every job posting, with no open-ended ranges, at 30 or more employees.
Minnesota Pay Transparency Policy
PAY TRANSPARENCY POLICY (MINNESOTA)
[Company Name]
Effective date: _ Policy owner: __
NOTE: Minnesota's pay transparency law, effective January 1, 2025, requires
employers with 30 or more employees to disclose a salary range or a fixed pay rate,
plus a general description of benefits and other compensation, in each job posting.
Confirm against current Minnesota Department of Labor and Industry guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
Minnesota's pay transparency law. This policy explains how we disclose pay in job
postings.
2. WHAT WE DISCLOSE IN POSTINGS
If [Company Name] has 30 or more employees, for each job posting we include:
•The starting salary range, or, if there is no range, a fixed pay rate, that we
reasonably expect to pay
•A general description of all benefits and other compensation offered
A salary range may not be open-ended.
3. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role,
based on market data, role requirements, and internal equity, and we document the
basis for each range.
4. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay.
5. RECORDKEEPING
We keep records of pay ranges, benefits descriptions, and postings for the period
required by Minnesota law.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Minnesota).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Minnesota. The pay transparency law and
its rules change over time. Confirm against current Minnesota Department of Labor and
Industry guidance and have this policy reviewed by an employment attorney licensed in
Minnesota before adopting it.
Template 11: Vermont Pay Transparency Policy
Tracks Vermont's law, the lowest job-posting threshold: the compensation or range in advertisements for Vermont-based and certain remote roles, plus a salary-history ban, at 5 or more employees.
with 5 or more employees to include the compensation, or the range of compensation,
in each job advertisement for a position that is physically located in Vermont or
that is remote and will predominantly perform work for a Vermont office or location.
Vermont also prohibits asking about salary history. Confirm against current Vermont
Office of the Attorney General guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
Vermont's pay transparency law. This policy explains how we disclose pay in job
advertisements.
2. WHAT WE DISCLOSE IN ADVERTISEMENTS
If [Company Name] has 5 or more employees, for each advertisement for a job
opening, we include the compensation or the range of compensation we reasonably
expect to pay for the position, where the position is physically located in Vermont
or is a remote position that will predominantly perform work for a Vermont office or
location. For positions paid on commission, we may state that compensation is based
on commission where the law permits.
3. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role,
based on market data, role requirements, and internal equity, and we document the
basis for each range.
4. SALARY HISTORY
We do not ask applicants about their salary history, consistent with Vermont law.
5. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Vermont).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Vermont. The pay transparency law and
its rules change over time. Confirm against current Vermont Office of the Attorney
General guidance and have this policy reviewed by an employment attorney licensed in
Vermont before adopting it.
Template 12: Maine Pay Transparency Policy
Tracks Maine's law, effective in 2026: the pay range in all job postings, whether direct or through a third party, at 10 or more employees, with flexibility in how the range is set.
Tracks Hawaii's law: an hourly rate or salary range reflecting actual expected compensation in job listings, at 50 or more employees, excluding internal transfers and promotions.
with 50 or more employees to disclose an hourly rate or salary range that reasonably
reflects the actual expected compensation in job listings. The requirement does not
apply to internal transfers or promotions with a current employer, or to public
employee positions with publicly available pay. Confirm against current Hawaii
Department of Labor and Industrial Relations guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
Hawaii's pay transparency law. This policy explains how we disclose pay in job
listings.
2. WHAT WE DISCLOSE IN LISTINGS
If [Company Name] has 50 or more employees, for each job listing we include an
hourly rate or salary range that reasonably reflects the actual expected
compensation for the position. This requirement does not apply to internal transfers
or promotions within our current workforce.
3. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role,
based on market data, role requirements, and internal equity, and we document the
basis for each range.
4. SALARY HISTORY
We do not rely on salary history to set pay where prohibited, consistent with
Hawaii law.
5. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Hawaii).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Hawaii. The pay transparency law and
its rules change over time. Confirm against current Hawaii Department of Labor and
Industrial Relations guidance and have this policy reviewed by an employment
attorney licensed in Hawaii before adopting it.
Template 14: Connecticut Pay Transparency Policy (On Request)
Tracks Connecticut's on-request model, which applies to all employer sizes: the wage range to an applicant on request or before an offer, and to an employee on hire, on a position change, or on request. No posting mandate.
Connecticut Pay Transparency Policy (On Request)
PAY TRANSPARENCY POLICY (CONNECTICUT)
[Company Name]
Effective date: _ Policy owner: __
NOTE: Connecticut's pay transparency law (Conn. Gen. Stat. Section 31-40z),
effective October 1, 2021, applies to employers of any size and uses a
disclosure-on-request model rather than a posting mandate. Employers must provide an
applicant the wage range on request or before making a compensation offer, whichever
is earlier, and must provide an employee the wage range on hire, on a change of
position, or on the employee's request. Confirm against current Connecticut
Department of Labor guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
Connecticut's pay transparency law. Connecticut does not require salary ranges in
job postings, but it does require disclosure at specific points, which this policy
explains.
2. WHEN WE DISCLOSE THE WAGE RANGE
Applicants: We provide the wage range for a position to an applicant on the
applicant's request, or before we make a compensation offer, whichever is earlier.
Employees: We provide the wage range for an employee's position when the employee is
hired, when the employee changes to a new position, or on the employee's request.
We may also choose to include wage ranges in postings voluntarily, even though
Connecticut does not require it, to streamline hiring.
3. WHAT THE WAGE RANGE MEANS
The wage range is the range we anticipate relying on when setting wages for the
position, which we set in good faith based on market data, role requirements, and
internal equity, and document accordingly.
4. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Connecticut law protects employees' right to discuss their own wages and the wages
of others. We will not prohibit, discourage, or retaliate against any employee for
inquiring about, discussing, or disclosing wages. Violations of these protections
can carry compensatory and punitive damages and attorney's fees.
5. RECORDKEEPING
We keep records of the wage ranges we set and of disclosures made, for the period
required by Connecticut law.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Connecticut).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Connecticut. The pay transparency law
and its rules change over time. Confirm against current Connecticut Department of
Labor guidance and have this policy reviewed by an employment attorney licensed in
Connecticut before adopting it.
Template 15: Nevada Pay Transparency Policy (On Request)
Tracks Nevada's model: the wage or salary range provided automatically to an applicant after an interview, and for promotions and transfers to employees, plus a salary-history protection. No posting mandate.
and employment agencies to provide the wage or salary range for a position
automatically to an applicant who has completed an interview, and to provide the
wage or salary range for a promotion or transfer to an employee who has applied for
it, completed an interview, or received an offer. Administrative penalties can reach
$5,000 per violation. Confirm against current Nevada Labor Commissioner guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with
Nevada's pay transparency law. Nevada does not require salary ranges in job
postings, but it does require disclosure at specific points, which this policy
explains.
2. WHEN WE DISCLOSE THE WAGE OR SALARY RANGE
Applicants: We automatically provide the wage or salary range for a position to an
applicant who has completed an interview for the position, without the applicant
having to ask.
Employees: We provide the wage or salary range for a promotion or transfer to an
employee who has applied for it, completed an interview, or received an offer for
the new position.
3. SALARY HISTORY
We do not ask an applicant about their salary history, and we do not refuse to
interview, hire, promote, or employ an applicant who declines to provide it,
consistent with Nevada law.
4. WHAT THE RANGE MEANS
The wage or salary range is the range we reasonably expect to pay for the position,
set in good faith based on market data, role requirements, and internal equity, and
documented accordingly.
5. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Nevada).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Nevada. The pay transparency law and
its rules change over time. Confirm against current Nevada Labor Commissioner
guidance and have this policy reviewed by an employment attorney licensed in Nevada
before adopting it.
Template 16: Rhode Island Pay Transparency Policy (On Request)
Tracks Rhode Island's on-request model for all employer sizes: the wage range to an applicant on request, to an employee on hire and on a position change, and on request for a current role. No posting mandate.
Rhode Island Pay Transparency Policy (On Request)
PAY TRANSPARENCY POLICY (RHODE ISLAND)
[Company Name]
Effective date: _ Policy owner: __
NOTE: Rhode Island's pay transparency law (R.I. Gen. Laws Section 28-6-22),
effective January 1, 2023, applies to employers of any size and uses a
disclosure-on-request model. Employers must provide the wage range to an applicant
on request, to an employee on hire and when the employee moves to a new position,
and to an employee on request for their position. Violations can carry fines up to
$5,000 per violation. Confirm against current Rhode Island Department of Labor and
Training guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with Rhode
Island's pay transparency law. Rhode Island does not require salary ranges in job
postings, but it does require disclosure at specific points, which this policy
explains.
2. WHEN WE DISCLOSE THE WAGE RANGE
Applicants: We provide the wage range for a position to an applicant on request,
including an internal applicant.
Employees: We provide the wage range for a position to an employee at the time of
hire, when the employee moves into a new position, and on the employee's request for
the wage range of their current position.
3. WHAT THE WAGE RANGE MEANS
The wage range is the range we anticipate relying on when setting wages for the
position, or the range of wages for current employees in equivalent positions, set
in good faith and documented accordingly.
4. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against any employee for discussing or disclosing
wages.
5. RECORDKEEPING
We keep records of the wage ranges we set and disclosures made, for the period
required by Rhode Island law.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Rhode Island).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Rhode Island. The pay transparency law
and its rules change over time. Confirm against current Rhode Island Department of
Labor and Training guidance and have this policy reviewed by an employment attorney
Tracks Delaware's law, which takes effect in 2027: a good-faith pay range and a benefits description in postings for Delaware roles at 25 or more employees. Provided so you can prepare ahead of the date.
Delaware Pay Transparency Policy (Effective 2027)
PAY TRANSPARENCY POLICY (DELAWARE)
[Company Name]
Effective date: _ Policy owner: __
NOTE: Delaware's pay transparency law, signed in September 2025, takes effect
September 26, 2027, and will require employers with 25 or more employees to include
a good-faith pay range and a general description of benefits in job postings for
Delaware-based positions and certain remote roles offered by Delaware employers.
Violations can carry civil penalties from $500 to $10,000. This template is provided
so you can prepare ahead of the effective date. Confirm against current Delaware
Department of Labor guidance as the date approaches.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to preparing for
Delaware's pay transparency law, which takes effect in 2027. This policy explains
how we will disclose pay in Delaware postings once the law is in effect, and it can
be adopted early as a matter of practice.
2. WHAT WE WILL DISCLOSE IN POSTINGS
Once the law is in effect, if [Company Name] has 25 or more employees, for each job
posting for a Delaware-based position, and for certain remote roles we offer, we
will include:
•The good-faith pay range we reasonably expect to pay for the position
•A general description of the benefits offered
3. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role,
based on market data, role requirements, and internal equity, and we document the
basis for each range.
4. RIGHT TO DISCUSS PAY (NON-RETALIATION)
Employees have the right to discuss their own pay and that of others. We will not
prohibit, discourage, or retaliate against employees for discussing or disclosing
pay.
5. RECORDKEEPING
We keep records of pay ranges, benefits descriptions, and postings, consistent with
the requirements that will apply once the law is in effect.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Delaware).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in Delaware. The law takes effect in 2027
and its rules may change before then. Confirm against current Delaware Department of
Labor guidance and have this policy reviewed by an employment attorney licensed in
Delaware before adopting it.
Template 18: Washington DC Pay Transparency Policy
Tracks the District of Columbia's Wage Transparency Act, which applies at one DC employee: projected pay in all listings including internal ones, the existence of healthcare benefits disclosed before the first interview, a salary-history ban, and a posted workplace notice.
Washington DC Pay Transparency Policy
PAY TRANSPARENCY POLICY (WASHINGTON, DC)
[Company Name]
Effective date: _ Policy owner: __
NOTE: The District of Columbia's Wage Transparency Omnibus Amendment Act of 2023,
effective June 30, 2024, applies to any employer with at least one employee in DC.
It requires the minimum and maximum projected pay in all job listings, internal
promotion and transfer announcements included; disclosure of the existence of
healthcare benefits before the first interview; a ban on screening or seeking wage
history; and a posted workplace notice of employee rights. Confirm against current
DC Office of the Attorney General and Department of Employment Services guidance.
1. PURPOSE
[Company Name] is committed to fair and transparent pay and to complying with the
District of Columbia's Wage Transparency Act. This policy explains how we disclose
pay and benefits to applicants and employees in DC.
2. WHAT WE DISCLOSE IN POSTINGS
For each job listing or advertised position, including internal announcements of
promotion and transfer opportunities, we include the minimum and maximum projected
salary or hourly pay we in good faith believe at the time of posting we would pay
for the position.
3. HEALTHCARE BENEFITS DISCLOSURE
We disclose to a prospective employee the existence of healthcare benefits the
employee may receive before the first interview. This is a distinct DC requirement
that goes beyond the pay range in the posting.
4. PAY RANGES
We set each range as a good-faith estimate of what we expect to pay for the role at
the time of posting, based on market data, role requirements, and internal equity,
and we document the basis for each range.
5. SALARY HISTORY
We do not screen prospective employees based on wage history, and we do not request
or seek an applicant's wage history from the applicant or a prior employer,
consistent with DC law.
6. RIGHT TO DISCUSS PAY AND WORKPLACE NOTICE
Employees have the right to inquire about, disclose, compare, or discuss their
compensation. We will not prohibit, discourage, or retaliate against any employee
for doing so. We post a conspicuous workplace notice informing employees of their
rights under the Wage Transparency Act.
7. RECORDKEEPING
We keep records of the pay ranges, benefits disclosures, and postings, consistent
with DC requirements.
ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received and read the [Company Name] Pay Transparency
Policy (Washington, DC).
Employee name (print): __
Employee signature: __ Date: _
DISCLAIMER: This is a sample template for general information only, not legal
advice, and not a guarantee of compliance in the District of Columbia. The Wage
Transparency Act and its rules change over time. Confirm against current DC Office
of the Attorney General and Department of Employment Services guidance and have this
policy reviewed by an employment attorney licensed in the District of Columbia
before adopting it.
Template 19: Employee Pay Transparency Communication (Announcement and FAQ)
A plain-language announcement and FAQ to tell your team you are adopting pay transparency: what is changing, what is not, how ranges are set, and the right to discuss pay. The companion piece almost no competitor offers.
Employee Pay Transparency Communication (Announcement and FAQ)
PAY TRANSPARENCY: EMPLOYEE ANNOUNCEMENT AND FAQ
[Company Name]
Date: _ From: __
ANNOUNCEMENT
Hi team,
We are sharing an update on how [Company Name] approaches pay. We are adopting a pay
transparency policy, which means we are being clearer about how we set pay, what we
share in job postings, and the pay ranges for roles here. We are doing this to
support fairness, build trust, and meet new requirements in the states where we
hire.
Here is what is changing and what it means for you.
What we are doing:
•We are publishing good-faith pay ranges in job postings for covered roles
•We will share the pay range for your role on request
•We will continue to set pay based on the role, your skills and experience,
internal fairness, and market data
What is not changing:
•This does not automatically change anyone's pay
•We still consider experience, performance, and role when setting where someone
falls in a range
We know pay is personal, and questions are welcome. Please reach out to
[contact name / title] with anything you would like to discuss.
Thank you,
[Name / title]
FREQUENTLY ASKED QUESTIONS
Q: Does this change my pay?
A: No, adopting this policy does not automatically change anyone's pay. It changes
how openly we share pay information.
Q: How are pay ranges set?
A: Each range is a good-faith estimate of what we expect to pay for a role, based on
its responsibilities, the skills and experience required, internal fairness, and
market data.
Q: Where will I fall in the range?
A: Where someone falls in a range depends on factors like experience, skills, and
performance in the role. We are happy to discuss your specific situation.
Q: Can I see the range for my role, or another role?
A: You can ask for the range for your own position, and we will share it. For other
roles, we share ranges in postings for covered positions and on request where
required.
Q: Can I talk about my pay with coworkers?
A: Yes. You have the right to discuss your own pay, and we will not retaliate
against anyone for discussing pay.
Q: Who do I contact with questions?
A: Please reach out to [contact name / title]. We are glad to talk it through.
DISCLAIMER: This is a sample communication template for general information only and
is not legal advice. Adapt it to your company and confirm any compliance statements
against current law in the states where you operate.
Pay Transparency Laws by State
The demand driver here is the law, and the law is a patchwork. The most useful thing to know is the employee threshold that pulls you into scope, since several states reach very small employers. The states split into two groups: those that require a salary range in the posting itself, and those that require disclosure only on request. This first table covers the twelve posting-mandate states, sorted by threshold.
State
Threshold
Benefits in posting?
Notable
Colorado
1+ employee
Yes
How-to-apply and promotion notice; strictest baseline
Maryland
Any size
Yes
Promotions and transfers included
New York
4+ employees
No
Job description in ad; NYC penalties up to $250K
Vermont
5+ employees
General desc
Lowest posting threshold; salary-history ban
New Jersey
10+ employees
Yes
Promotion notice; salary-history screening ban
Maine
10+ employees
No
Effective 2026; direct or third-party postings
California
15+ (request: any)
No
Pay scale on request for all sizes; SB 642
Washington
15+ employees
Yes
Remote roles included
Illinois
15+ employees
Yes
14-day promotion notice
Massachusetts
25+ employees
No
On request and for promotions; 100+ data report
Minnesota
30+ employees
Yes
No open-ended ranges; handbook notice
Hawaii
50+ employees
No
Excludes internal transfers and promotions
The second group covers jurisdictions with a different model: three states that require disclosure on request rather than in the posting, Washington DC, which requires posted pay plus a healthcare-benefits disclosure before the first interview, and Delaware, whose posting law is enacted but not yet in effect.
Jurisdiction
Threshold
When you disclose
Connecticut
Any size
On request or before an offer; to employees on hire or role change
Nevada
Standard
Automatically after an interview; for promotions and transfers
Rhode Island
Any size
On request; to employees on hire and on a position change
Washington DC
1+ employee
Projected pay in postings; healthcare benefits before first interview
Delaware
25+ (eff. 2027)
In postings once effective; prepare ahead of the date
Verify Current Law, Especially for Remote Roles
Pay transparency laws change frequently, thresholds and effective dates shift, and new states are added regularly, so treat this page as a starting point, not certified compliance. Remote roles are the most common trap: a posting open to a covered state can trigger that state's law even if your business is elsewhere. Authoritative trackers such as the U.S. Department of Labor and your state labor agency are the place to confirm current requirements. Before adopting any policy here, have it reviewed by an employment attorney licensed in your state. This is general information, not legal advice.
Federal Law, State Thresholds, and Remote Roles
Pay transparency is unusual because there is no federal mandate; the obligations live entirely at the state and local level. That makes a pay transparency policy a question of where you hire, not just where you are based. Here is what to keep in mind, from the federal floor to the remote-work trap.
There is no federal pay transparency law, so this is a state and local map
Unlike many employment topics, pay transparency has no federal mandate. There is no federal law requiring salary ranges in job postings, and the federal-contractor pay transparency provision tied to Executive Order 11246 was revoked in early 2025. What remains at the federal level is the Equal Pay Act of 1963, which prohibits sex-based wage discrimination for equal work, and the National Labor Relations Act, which protects most employees' right to discuss their wages. Everything else, the posting requirements, the request rights, the promotion notices, lives at the state and local level. That is why a pay transparency policy is fundamentally a question of where you hire, not just where you are headquartered. This is general information, not legal advice.
Thresholds are low, so small businesses are squarely in scope
The reason this matters for a small business is that many of these laws reach small employers. Colorado and Rhode Island apply at a single employee. New York State and New York City apply at four or more. Vermont applies at five, New Jersey at ten, and California, Illinois, and Washington at fifteen. Massachusetts applies at twenty-five and Minnesota at thirty. A company with as few as four to fifteen employees in the wrong state is already covered, often for the first time. The threshold counts your total workforce, not just employees in that state, so a small multi-state team can be in scope in several states at once. Always check the specific threshold for each state where you hire. This is general information, not legal advice.
Remote roles can trigger another state's law
The single trap that catches small employers most often is remote hiring. Several states, including California, Colorado, New York, Washington, and Illinois, apply their posting requirements to remote roles that could be performed from within the state, regardless of where the company is based. That means a business headquartered in a state with no pay transparency law can still be required to post a salary range if it advertises a remote role open to applicants in a covered state. The common, defensible approach for a multi-state or remote-first employer is to adopt the strictest applicable state as a baseline and include a good-faith range and benefits description in all covered postings. This is general information, not legal advice.
Build defensible ranges, keep records, and protect pay discussion
Three operational habits make a pay transparency policy work. First, build good-faith ranges that reflect what you actually expect to pay; a range like a very wide placeholder spread fails the good-faith requirement in most states. Second, keep records: several states require retaining job title and wage-history records, and documenting how each range was set protects you if a posting is questioned. Third, protect employees' right to discuss pay; the NLRA and many state laws prohibit retaliating against employees for discussing or disclosing wages, so your policy and your managers must never discourage it. Pairing the policy with a pay-equity review before you publish ranges is the practice competent guides recommend. This is general information, not legal advice.
No Federal Mandate; State Thresholds Reach Small Employers
There is no federal law requiring salary ranges in postings; the federal framework rests on the Equal Pay Act of 1963 and the NLRA right to discuss wages. State thresholds reach small employers: Colorado at one employee, New York at four, and California, Illinois, and Washington at fifteen, so a small or remote-hiring business is often in scope.
None of this requires an HR department, just a clear policy matched to where you hire and consistent follow-through. Because pay ranges appear first in postings and offers, aligning your offer letters with your posted ranges keeps the whole hiring process consistent.
Pay Transparency for a Small Business
A large company has HR and legal to track pay transparency laws across states. A small business has an owner or a manager who often discovers the requirement only when a deadline is near, with no HR to run it. The templates online are mostly generic and state-blind. Here is how to handle pay transparency at your scale, and the trap that catches small employers most.
You just learned your state, or a state you hire in, requires salary ranges, and you have no HR
Most pay transparency templates online are generic, one-size statements, often gated behind an email or a login, and written for HR teams that already understand the law. Almost none are sized for the owner of a 5 to 50 person business who just discovered that a state they hire in requires salary ranges and has a deadline. The policies here are written for exactly that person: plain language, the legal reasoning explained instead of assumed, a base version plus a state-specific version for every state that requires salary ranges in postings, and a companion announcement to tell your team. Pick the version that matches where you hire, fill in the brackets, and have it reviewed by counsel. You do not need an HR department to put a compliant-minded policy in place.
Remote hiring quietly pulls a small business into multiple states at once
The detail that catches small employers off guard is that a remote job posting can trigger the law of every state a candidate could work from. A five-person company in a state with no pay transparency law can still owe a salary range the moment it advertises a remote role open to applicants in California, New York, Colorado, Washington, or Illinois. The practical, defensible move is to adopt the strictest applicable state as your baseline and include a good-faith range and a benefits description in every covered posting, rather than trying to maintain a different posting for each state. The base policy here is built around that approach, and the state versions give you the specifics when you concentrate hiring in one place.
A policy on paper is only half the job; you have to distribute, acknowledge, and keep records
Adopting the policy is step one. It only protects the business if employees receive it, acknowledge it, and you can prove it, and if you keep the records several states require, such as California's job title and wage-history records. A signed acknowledgment in a folder is easy to lose across a growing team. FirstHR fits this people side: distribute the policy and capture a timestamped acknowledgment with e-signature, store the policy with version control and effective dates in document management, and record which employees were notified and acknowledged on their employee profiles. To be clear about scope, FirstHR is an onboarding and HR platform, not a law firm, and it does not run payroll or administer benefits, so pair it with those and consult counsel for legal questions. The free templates below work on their own; FirstHR is how you distribute, sign, store, and track them.
Review, Distribute, Sign, and Store
A pay transparency policy only protects the business if you run the pay-equity review first, distribute the policy, capture acknowledgment, and keep the records some states require. Adopting the policy is step one; the rollout is what turns a document into real protection.
Run a pay-equity review first
Before you publish ranges, review pay for unexplained gaps between comparable roles, since transparency exposes differences you will want to address.
Distribute the policy
Share the policy with every employee, and use the announcement and FAQ to explain what is changing and what is not.
Collect acknowledgment
Capture a signed acknowledgment of receipt with e-signature, so you have a timestamped record that each employee received the policy.
Store and keep records
Store the policy with version control and effective dates, and keep the title and wage-history records some states require.
The templates above work on their own. To distribute, sign, store, and version without paper, FirstHR captures each employee's acknowledgment with e-signature, retains the policy with effective dates in document management, and records who was notified and acknowledged on the employee profile, so the policy and the records that prove it live together. FirstHR is an onboarding and HR platform, not a law firm, and it does not run payroll or administer benefits, so connect those separately and consult counsel for legal questions. Applicant tracking is coming soon to FirstHR.
Key Takeaways
Pay transparency means openly sharing compensation, usually a good-faith salary range in postings or on request.
There is no federal pay transparency law; the requirements come from state and local law and vary by employer size.
Thresholds reach small employers: Colorado at one employee, New York at four, and California, Illinois, and Washington at fifteen.
Remote roles can trigger another state's law, so a defensible approach is to adopt the strictest applicable state as a baseline.
A complete policy covers disclosure rules, good-faith ranges, the right to discuss pay, a pay-equity review, and recordkeeping.
These templates are a starting point, not certified compliance; verify current state law and have an attorney review before adopting. This is general information, not legal advice.
Frequently Asked Questions
What is pay transparency?
Pay transparency is the practice of openly sharing compensation information, such as salary ranges, with job applicants, current employees, or both. In practice it usually means including a good-faith pay range in job postings, providing the range for a role on request, and, in some states, notifying employees of the pay range for internal promotion and transfer opportunities. Pay transparency is the visible mechanism; pay equity, meaning equal pay for comparable work, is the underlying goal. Transparency tends to expose pay differences, which is why employers commonly run a pay-equity review before publishing ranges. A growing number of states and cities now require some form of pay transparency by law, with rules that vary by employer size, what must be disclosed, and when. This is general information, not legal advice.
Is pay transparency required by law?
It depends entirely on where you hire. There is no federal pay transparency law requiring salary ranges in job postings, and the federal-contractor pay transparency provision tied to Executive Order 11246 was revoked in early 2025. However, as of 2026 a substantial and growing number of states, plus several cities, require some form of pay transparency. Federal law still matters in two ways: the Equal Pay Act of 1963 prohibits sex-based wage discrimination for equal work, and the National Labor Relations Act protects most employees' right to discuss their wages. The specific posting, request, and promotion-notice requirements come from state and local law, so whether you are required to act depends on the states and cities where you hire, including for remote roles. Always confirm the current rules for your jurisdictions. This is general information, not legal advice.
What should a pay transparency policy include?
A complete pay transparency policy includes a purpose statement explaining why you disclose pay; a compensation philosophy describing how pay is set; the scope, including remote roles; the disclosure rules, meaning what you share and when, such as a pay range in covered postings, the range on request, and promotion or transfer notices where required; how you build good-faith ranges; the right of employees to discuss pay under the National Labor Relations Act, with a non-retaliation guarantee; manager responsibilities; a pay-equity review step; recordkeeping; and an effective date with a review cadence. Because the legal requirements differ by state, a strong policy either tailors these elements to the states where you hire or starts from the strictest applicable state as a baseline. A signed acknowledgment of receipt rounds it out. This is general information, not legal advice.
Which states require pay transparency in job postings?
As of 2026, the states that require a salary or wage range in job postings include California, Colorado, Hawaii, Illinois, Maryland, Massachusetts, Minnesota, New Jersey, New York, Vermont, and Washington, with more enacted and taking effect through 2027, such as Maine, Delaware, and others. Several major cities, including New York City and Jersey City, add their own rules. Three more states, Connecticut, Nevada, and Rhode Island, require disclosure on request rather than in the posting itself; Washington DC requires posted pay plus a healthcare-benefits disclosure before the first interview; and Delaware's posting law is enacted but takes effect in 2027. The thresholds vary widely: Colorado and Rhode Island apply at one employee, New York at four, Vermont at five, New Jersey at ten, California, Illinois, and Washington at fifteen, Massachusetts at twenty-five, and Minnesota at thirty, while Connecticut and Rhode Island apply on request regardless of size. Because these laws change frequently and counting methods differ, confirm the current list and the specific requirement for every state where you hire. This is general information, not legal advice.
Do pay transparency laws apply to remote jobs?
Often, yes, and this is the trap that catches small employers most. Several states, including California, Colorado, New York, Washington, and Illinois, apply their posting requirements to remote roles that could be performed from within the state, regardless of where the company is headquartered. This means a business in a state with no pay transparency law can still be required to include a salary range when it advertises a remote position open to applicants in a covered state. Employers posting remote roles open to applicants nationwide generally need to comply with the requirements of every covered state from which they accept applicants. The common, defensible approach is to adopt the strictest applicable jurisdiction as a baseline and include the required information in all covered postings, or to explicitly exclude certain states from remote eligibility. This is general information, not legal advice.
How do I set a good-faith pay range?
A good-faith pay range is the salary or wage range you genuinely and reasonably expect to pay for a role at the time of posting. To set one, start from market data for the role in the relevant location, factor in the responsibilities and the skills and experience the job requires, and check the range against internal equity so similar roles are paid consistently. Keep the spread meaningful rather than a very wide placeholder; an unrealistically broad range can fail the good-faith requirement in states that enforce it, and some states, such as California, expect the range to reflect actual expected compensation. Document how you arrived at each range so you can explain it to candidates, employees, and regulators if asked. Update the range if your actual expectations for the role change. This is general information, not legal advice.
Can employees discuss their pay with each other?
Yes. The National Labor Relations Act protects most private-sector employees' right to discuss their wages and working conditions with coworkers, and many state laws reinforce this. An employer generally cannot prohibit, discourage, or retaliate against employees for inquiring about, discussing, or disclosing their own pay or asking about a pay range. Policies or handbook language that ban employees from discussing pay are typically unlawful. A good pay transparency policy states this right explicitly and includes a non-retaliation commitment, and trains managers never to discourage pay discussion. Note that this protection generally covers employees discussing their own pay; it does not require an employer to disclose every individual's pay, and certain supervisory or confidential roles can have different treatment. This is general information, not legal advice.
What is the difference between pay transparency and pay equity?
Pay transparency and pay equity are related but distinct. Pay transparency is the practice of openly sharing compensation information, such as posting salary ranges or disclosing them on request; it is the visible, procedural mechanism. Pay equity is the underlying goal of paying people fairly for comparable work, free from discrimination based on sex or other protected characteristics, and it is rooted in the federal Equal Pay Act of 1963 and Title VII, plus various state equal-pay laws. The two connect directly: transparency tends to surface pay differences, and once those differences are visible, employers need to be able to justify them with legitimate, job-related factors or address them. That is why competent guidance recommends running a pay-equity review before you publish ranges, so transparency does not simply expose problems you have not yet resolved. This is general information, not legal advice.
