AI in hiring · records and notices · updated 9 October 2026

AI hiring notice templates

Four laws ask an employer to tell applicants when AI is used in hiring decisions, each in its own way: Colorado from 1 January 2027, Illinois since 1 January 2026, New York City since 2023 alongside an independent bias audit, and California's CCPA rules from 1 January 2027 for larger businesses. Below is a template for each, with [brackets] to fill in. They are drafts for your counsel to review: a notice that fits one law does not necessarily fit another.

Colorado (SB 26-189), from 1 January 2027

“Prior to a deployer using a covered ADMT to materially influence a consequential decision, the deployer shall provide a clear and conspicuous notice to a consumer that the deployer used or will use a covered ADMT in a consequential decision affecting the consumer and instructions regarding how the consumer may obtain the additional information described in this section.”
C.R.S. 6-1-1704(1)

Colorado notice

Before use; a prominent notice where people apply counts. Make it accessible and available in the languages your applicants use.

How [Your business name] uses automated decision-making technology in hiring

[Your business name] uses the technology below in our hiring process, and it may be used in decisions about your application. We are telling you before it is used, so you know what it does and how to ask about it.

- [tool name], made by [who makes it], used in [where it is used, e.g. resume screening] for [which roles]: it [what it does with each application]. It uses [the personal data it uses], from [where that data comes from]. [Who reviews its output] reviews its output before a decision and can change the outcome.

To learn more about this technology, the personal data it uses and where that data comes from, contact [contact email or page].

If a decision is not in your favor and this technology played a material part in it, we will tell you within 30 days what was decided, the role the technology played, and how to ask for more. You can then ask us to correct personal data that is wrong, and ask for a person to review and reconsider the decision. To ask for a review, contact [who handles review requests].

If you need this in another format or language, or an accommodation in the application process, contact [contact email or page].

[Your business name]. Posted at [where this notice is posted]. Last updated [date].

Illinois (HB 3773), since 1 January 2026

The statute requires notice when AI is used in recruitment, hiring, promotion and other employment decisions. Illinois proposed notice rules on 15 May 2026 and withdrew them on 2 June; the withdrawn draft asked for the developer, product and vendor, the decision affected, the purpose and categories of data, the positions, a contact and the right to an accommodation, and this template names each.

Illinois notice

In job postings, the handbook or your careers page.

Notice: use of artificial intelligence in employment decisions

[Your business name] uses artificial intelligence in the employment decisions described below.

- [tool name], made by [who makes it]: used in [where it is used, e.g. resume screening] for [which roles]. What it does: it [what it does with each application]. The data it uses: [the personal data it uses].

Questions about how we use artificial intelligence, or a request for an accommodation, go to [contact email or page].

If you need this in another format or language, or an accommodation in the application process, contact [contact email or page].

[Your business name]. Posted at [where this notice is posted]. Last updated [date].

New York City (Local Law 144)

The notice does not stand alone: the tool needs an independent bias audit within one year before use, with a public summary. Give notice at least 10 business days before use, with the job qualifications and characteristics the tool assesses and how to ask for an alternative process or an accommodation (Kramer Levin).

New York City notice

Not a substitute for the bias audit.

Notice: automated employment decision tool

[Your business name] will use an automated employment decision tool to assess candidates who live in New York City for [which roles]. We are giving this notice at least 10 business days before the tool is used.

- [tool name], made by [who makes it], used in [where it is used, e.g. resume screening]. The job qualifications and characteristics it will assess: [list them].

You may ask for an alternative selection process or an accommodation by contacting [contact email or page]. [Describe the alternative process, if one is offered.]

The type of data collected for the tool, its source, and our data retention policy: [describe them, or say where on our careers site they are posted]. If they are not posted, you may ask for them in writing and we will answer within 30 days.

A summary of the most recent independent bias audit of this tool, and its date: [link to the public summary].

[Your business name]. Posted at [where this notice is posted]. Last updated [date].

California (CCPA rules), from 1 January 2027

Only for businesses that meet the CCPA's thresholds and use automated decisionmaking technology for hiring without meaningful human involvement. Small employers are not covered (Littler).

California CCPA pre-use notice

Before use. The hiring exception to the opt-out has conditions; ask counsel.

Pre-use notice: automated decisionmaking technology in hiring

[Your business name] uses automated decisionmaking technology in hiring decisions about California residents.

- [tool name], made by [who makes it], used in [where it is used, e.g. resume screening]. Its purpose: [the specific purpose]. How it works: [a plain description of its logic]. The personal information that affects its output: [the personal data it uses]. What it produces and how we use it: it [what it does with each application]; [how that output is used in the decision].

You may ask us how this technology was used in a decision about you, including its purpose, the logic it used and its output. [Your right to opt out, how to use it, and the alternative process; or why the hiring exception applies and how to appeal to a person.] Contact [contact email or page].

[Your business name]. Posted at [where this notice is posted]. Last updated [date].

All of it, filled in from your own files, free

$ npx --allow-git=root github:agentwares/hiringrecord kit --ats your-ats-export.csv

An inventory of the AI tools in your hiring from your answers and your applicant-tracking export, the notices for each law that applies, the 30-day explanation and the review procedure, a risk-assessment worksheet and what to keep, as dated files with a SHA-256 manifest. Runs on your machine: no account, no upload, no AI. Also a Claude plugin and a local MCP server: github.com/agentwares/hiringrecord.

A continuous, hash-chained record of every hiring decision your AI tools touched, kept for the years the law asks, is not built

It would record each decision as it happens (the tool and its version, the outcome, the reviewer, the explanation sent and its date, review requests and what came of them) in okgate's hash-chained log, keep it three years for Colorado or four for California, track each 30-day clock, and export it for your counsel.

What exists today: the templates on these pages, which you keep yourself. okgate keeps a hash-chained log of the tool calls AI agents make through its proxy, not hiring decisions.

I want that record