Entreprises

Mandatory workplace notices: are you compliant or at risk?

Last modification : 01/20/2026 05:13 PM

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Can a missing workplace notice really cost a company dearly?

Spoiler alert: yes. This isn’t a minor administrative detail , It’s a legal obligation. Many companies think they’re in the clear because they have a notice board in the break room with a few pieces of information on it. But beware: the requirements for mandatory workplace notices are far more specific and comprehensive. Missing information can lead to penalties during a labor inspection and may even have serious consequences in the event of a dispute with an employee.

It’s a bit like driving without a rear-view mirror: everything seems fine as long as no one checks… until the day it becomes a problem.

Fortunately, solutions like Imagina now help companies manage their mandatory workplace notices more easily, by centralizing all legal, social, and safety information on clear, accessible, and always up-to-date digital displays. A simple way to avoid oversights, stay compliant, and gain peace of mind.

1 - Why are mandatory workplace notices essential?

2 - Practically speaking, what must be displayed in a company?

3 - The most common mistakes to avoid

4 - Workplace notices based on company size: small businesses, SMEs, or larger organizations?

5 - Who checks compliance and what are the risks?

6 - How can you make sure you are compliant?

7 - Well-designed workplace notices are also a tool for company culture

8 - Conclusion & FAQ

Why are mandatory workplace notices essential?

Mandatory workplace notices serve a clear purpose: informing employees of their rights, safety instructions, working arrangements, and ensuring compliance with the rules set out in labor law. They also demonstrate that the employer is meeting their legal obligations.

In other words, they contribute to transparent communication between employer and employee, while creating a safer, fairer, and more compliant working environment. And that’s reassuring for everyone.

Practically speaking, what must be displayed in a company?

Several categories of information must be displayed, depending on their purpose. Below is a clear and concise overview.

Simplified table of the main mandatory workplace notices

Notice	Category	Mandatory from
Labor inspection contact details	Legal	1 employee
Occupational health service contact details	Occupational health	1 employee
Applicable collective agreement	Labor law	1 employee
Working hours	Working time	1 employee
Internal regulations (employee handbook)	Internal policies	50 employee
Safety and fire instructions	Health & safety	1 employee
Procedure for reporting moral or sexual harassment	Prevention	1 employee
Gender equality in the workplace	Social policy	1 employee
Paid leave procedures	Working time	1 employee
CSE elections / employee representation	Employee representation	11 employee

The most common mistakes to avoid

You may have already put up a standard “HR kit” poster, thinking everything was covered. But here are some common pitfalls to watch out for:

Outdated notices that are no longer up to date
Illegible documents or notices placed in hard-to-see locations
Incomplete or missing information
Notices missing from secondary sites or not accessible to remote workers
Failure to update notices after a change of address, working hours, or collective agreement

And this is exactly the kind of thing labor inspectors notice immediately. A simple inspection can quickly turn into a costly fine if everything is not fully compliant.

Workplace notices based on company size: small businesses, SMEs, or larger organizations?

All companies are concerned, starting from the very first employee. The main differences relate to:

Internal regulations (mandatory from 50 employees)
Organization of CSE elections / employee representation (mandatory from 11 employees)
Display of certain social indicator results (mandatory from specific thresholds)

As a result, even very small businesses or micro-enterprises must comply with mandatory workplace notice requirements.

What about digital workplace notices?

Good news: in recent years, authorities have allowed digital workplace notices, provided that all employees can access them easily.

Solutions like Imagina offer interactive digital notice boards or mobile applications that centralize all mandatory documents health and safety information, labor law notices, collective agreements, gender equality policies, procedures, and more. They’re practical, secure, and always up to date.

However, a word of caution: digital formats do not fully replace physical displays in all situations—for example, safety instructions in workshops or industrial environments.

Who checks compliance and what are the risks?

Labor inspectors are responsible for checking mandatory workplace notices during their visits. In the event of non-compliance:

Administrative fines: up to €1,500 per violation, and potentially more in cases of repeat offenses
In the event of an accident or dispute, missing notices can increase the employer’s liability
Damage to internal reputation, potentially leading to employee distrust

In short, prevention is always better than cure.

How can you make sure you are compliant?

Here are a few simple best practices:

Use a checklist (like the table above)
Update information regularly (at least every six months)
Use a complete, customized kit or better yet, a digital solution like the one offered by Imagina
Check notices in all locations: workshops, offices, and secondary areas

Well-designed workplace notices are also a tool for company culture

What is often overlooked is that workplace notices are also internal communication tools. When they are clearly presented and well maintained:

They show respect for employees’ rights
They demonstrate a commitment to transparency
They help build trust within the organization

In short, it’s a small effort with a big impact on workplace atmosphere and HR culture.

Conclusion: what if you carried out a quick workplace notice audit today?

It doesn’t necessarily take long, but it’s essential. Mandatory workplace notices should never be taken lightly. Between labor law requirements, health and safety obligations, and the prevention of social risks, regular reviews are crucial.

Take the time to check what is currently displayed, what may be missing, and what needs to be updated. And if you’re tired of chasing down documents to print, you can opt for a solution like Imagina simple, intuitive, and always compliant.

So, are you compliant… or already at risk without even knowing it?

FAQ: Questions employers often ask

Can I group all mandatory notices on a single notice board?

Yes, this is actually recommended for greater clarity. The key requirement is that all notices remain clearly visible and accessible to all employees.

Is digital display alone sufficient?

No, not in all cases. Digital displays should complement not systematically replace—physical notices, especially for safety instructions or evacuation plans.