California’s SB 294, known as the Workplace Know Your Rights Act, imposes sweeping new notice and communication obligations on employers beginning in 2026. These requirements apply to all California employers, regardless of size, and will be enforced through statutory penalties by the California Labor Commissioner. Employers should begin preparing immediately to ensure full compliance by the statutory deadlines. This alert summarizes key requirements and recommended steps employers should take now.

I. Annual “Know Your Rights” Notice (Effective February 1, 2026)

Beginning February 1, 2026, and annually thereafter, employers must provide a stand alone written notice informing employees of a broad range of workplace rights. The notice must cover at least the following seven categories:

• Workers’ compensation benefits;
• Protections against unfair immigration related practices;
• Rights relating to I 9 inspections and immigration agency interactions;
• Constitutional rights when law enforcement enters the workplace;
• Rights to organize or engage in protected concerted activity; and
• Newly enacted workplace rights and enforcement agency contact information.

The notice must be delivered:

• To all current employees by February 1, 2026;
• To all new hires at the time of hire; and
• In the language normally used for employment communications with that employee.

Note, these notice requirements are separate and in addition to those required for nonexempt employees by the Wage Theft Prevention Act (Labor Code section 2810.5). However, employers can meet the notice obligations in both statutes in the same notice document, as long as the required items from each statute are clearly listed.

Permissible delivery methods include personal delivery, email, or text message, provided that delivery can reasonably be expected within one business day. Employers must maintain proof of delivery for at least three years, including digital read receipts, acknowledgments, or HR system logs.

The Labor Commissioner’s office has already published a model notice (in English¹ and Spanish²) that employers may distribute to employees. Employers are not required to use the model notice, but it should serve as a guide in crafting alternative notices.

II. Emergency Contact Notification Obligations (Effective March 30, 2026)

SB 294 also requires employers to allow employees to designate an emergency contact in the event the employee is arrested or detained at work or during work hours.

Employers must:

• Provide all employees the opportunity to make this designation by March 30, 2026; and
• Follow the employee’s stated preference in any arrest/detention scenario where the employer has actual knowledge of the arrest/detention.

The Labor Commissioner will also publish two educational videos by July 1, 2026 – a video for employees explaining their workplace rights, and a video for employers outlining compliance requirements and constitutional protections. Employers should plan to incorporate these into onboarding, managerial training, or annual compliance refreshers.

III. Recommended Employer Action Steps

To ensure timely compliance, employers should:

By February 1, 2026

• Download and review the Labor Commissioner’s model “California Workplace – Know Your Rights” notice, or craft their own notice based on the model.
• Confirm the languages used by the workforce and ensure translated notices are available.
• Distribute notices and collect receipt acknowledgements.
• Update onboarding packets to include SB 294 notices for all new hires.

By March 30, 2026

• Prepare emergency contact designation forms for future employees and update onboarding packets.
• Collect emergency contact designation forms from all current employees.

Ongoing

• Maintain proof of notice distribution for at least three years, ideally in personnel files.
• Stay apprised of updates to the Labor Commissioner’s model notice on an annual basis.
• Train HR personnel and managers on the new arrest/detention emergency contact rules.

SB 294 represents one of the state’s most significant expansions of employee notice obligations in recent years. Employers should move quickly to update policies, communication systems, and documentation practices ahead of the 2026 compliance deadlines. If you need assistance updating your policies, developing compliant notices, or training your HR teams, contact your trusted Hanson Bridgett counsel.

---

¹ The Labor Commissioner’s English Model Notice is linked here: https://www.dir.ca.gov/dlse/Know-Your-Rights-Notice/Know-Your-Rights-Notice-English.pdf

² The Labor Commissioner’s Spanish Model Notice is linked here: https://www.dir.ca.gov/dlse/Know-Your-Rights-Notice/Know-Your-Rights-Notice-Spanish.pdf