5 Common Mistakes Businesses Make with Labor Posters

Labor law posters might not seem like a big deal, but they actually carry a lot of weight when it comes to compliance in the United States. Many employers, especially smaller ones, appear to underestimate their importance. These posters aren’t just paperwork; they show employees what their rights are under federal, state, and local laws. If they’re not accurate or visible, a business could face fines, audits, or even legal trouble. Below are five mistakes that often happen with labor posters and how you can steer clear of them.

Understanding Labor Law Posters and Why They Matter

Labor law posters are essentially guidelines about minimum wage, workplace safety, family leave, and equal opportunity rights. The DOL mandates them to be visible to employees in locations that can be easily seen, near a time clock or break area. Even if you have only one employee, which could be a remote employee receiving an electronic copy. However, an electronic copy is not allowed on-site; a physical poster must be visible and accessible in the on-site workplace. Missing, outdated or misplaced posters will lead to monetary deductions and issues with compliance.

1. Failing to Update Posters When Laws Change

A lot of businesses treat poster updates like an annual checklist, but labor laws shift more often than that. Agencies like the DOL, OSHA, and EEOC issue changes throughout the year, sometimes quietly.

Using old posters can lead to fines, sometimes up to $43,000 per violation. States and cities might pile on their own penalties, too. On top of that, outdated posters make a company look careless and could hurt its case in a dispute with an employee. Avoid these issues with a few simple steps:

Sign up for update alerts from DOL, OSHA, and your state agency.
Keep a system to track poster versions and updates.
Double-check the publication date printed on each poster.
Consider working with a compliance service that automatically sends new versions.

2. Posting in Hard-to-Find or Non-Conspicuous Areas

The law says posters must be easy for all employees to see, yet many end up tucked away in HR offices or behind doors. It might seem minor, but placement really does count. Even if the poster technically exists in the building, if it’s not clearly visible, you could still be cited. Inspectors check that posters are in well-lit, open spaces where everyone can access them. For staying compliant:

Post them at eye level in spots people pass by every day.
Make sure nothing blocks them, like filing cabinets or open doors.
In multi-floor buildings, post in each area where employees work.
Don’t forget applicant areas, some posters apply to job candidates too.

3. Mixing Up Federal, State, and Local Rules

Some business owners assume federal posters are enough, but that’s rarely true. Every layer of government, federal, state, and local, has its own posting rules.

At the federal level, you’ll need posters for:

Fair Labor Standards Act (FLSA)
Occupational Safety and Health Act (OSHA)
Family and Medical Leave Act (FMLA)
Equal Employment Opportunity (EEO)
Employee Polygraph Protection Act (EPPA)
Uniformed Services Employment and Reemployment Rights Act (USERRA)

States and cities might add their own, like:

Minimum wage notices specific to the area
Paid family or sick leave rules
Local anti-discrimination rights
Workers’ comp and unemployment info

If you miss even one, you could face separate fines for each missing poster. For businesses operating in several states, this can quickly become expensive. To avoid this:

Use the DOL’s Poster Advisor to find required federal posters.
Visit your state labor department website for regional requirements.
Check city or county ordinances for local posting laws.
Keep a list for each work location showing required posters and their revision dates.

4. Using Incorrect or Outdated Poster Versions

Some businesses grab posters from unofficial websites or old PDFs. That might seem harmless, but if they aren’t the exact versions issued by the agency, they don’t count. Altered or outdated posters are considered missing. If employees rely on old info, like an outdated minimum wage, you could face the same penalties as not posting at all. Here’s how you can fix this:

Always download from official government sites.
Confirm revision dates and agency contact info.
Don’t change the design or format.
If you want to add internal policies, post them beside the official poster, not instead of it.

5. Overlooking Remote and Multi-Location Workers

With more remote work now, some employers forget that posting rules still apply. The DOL clarified that digital postings are acceptable for remote workers, but physical posters are still required for any on-site locations. Each non-compliant location is a separate violation. Ignoring digital posting requirements for remote teams could also draw unwanted attention during audits. To maintain compliance:

Send digital copies to remote employees via email or your HR portal.
Maintain physical posters at all offices.
Keep a tracking system for poster versions across every site.
Do quarterly audits to make sure everything stays current.

Additional Things to Keep in Mind

Financial Impact

Federal fines can reach $16,550 per violation, and state penalties can add more. Multiply that by each location, and it’s easy to see how costs escalate fast.

Legal and Reputation Risks

Inspectors often treat missing posters as a sign of bigger compliance issues. In lawsuits, failing to display required notices might weaken your defense and suggest carelessness.

Best Practices

Assign Responsibility: Have someone in HR or compliance monitor updates.
Schedule Regular Checks: Walk through each worksite every few months.
Automate Where Possible: Let vendors handle version tracking.
Keep Records: Save proof of updates and placement dates.
Educate Employees: Include poster info during onboarding.

Conclusion

Labor posters might not seem that exciting, but they ultimately are essential to showing an employer cares about their workforce and compliance with the law. Issues regarding labor postings such as not keeping posters current, hiding them from employees, disregarding specific local law requirements of a poster, hanging up a poster that is out of date, or neglecting remote employees, can easily be managed. Whether a state or local law governs your labor postings, the best safeguard is to have an intentional practice of ensuring there is a plan to have someone in charge of compliance of postings and plan to review your posters on a regular interval. This will not only provide compliance, but will also ensure all your employees know their rights.