End of season for seasonal workers in Canada: a few tips for employers
September and October mark a turning point in the pace of seasonal businesses in Canada. As the leaves fall, temporary foreign workers prepare to return home after several months of hard work. For employers, this is a crucial moment when good organization makes the difference between a smooth transition and an administrative headache.
Closing the season properly means anticipating: avoiding extra costs, delays, and misunderstandings, while ensuring that each worker returns home informed, paid, and ready for what’s next. Based on our experience in international recruitment, here are the main points to consider for a successful end of the season.
Organizing the fall-to-winter transition
Not all workers leave at the same time: some stay through the winter, others finish by the end of October. In both cases, a clear plan is needed. Setting a precise schedule for each team (including end-of-contract dates, equipment inventories, return of tools, and housing inspections) helps minimize surprises. Simple and consistent communication is also key: it’s better to send one short, clear, and timely message than a long series of scattered reminders.
Before any departure, administrative files must be up to date. Make sure every essential document (work permit, SIN, passport, insurance, and bank details) are scanned, organized, and shared with the relevant parties.
Autumn: a season of transition and adaptation
The arrival of the cold season often catches people off guard. Temperatures drop, daylight shortens, and workplace risks increase. Proper gear (waterproof gloves, windproof coats, non-slip boots) is necessary until the very last day. Adjusting work schedules and allowing for more frequent breaks in heated spaces helps to maintain both safety and motivation.
Travel also requires attention. The first icy rains slow down transportation and increase accident risks. Building in safety margins for commutes and clear protocols in case of delays is a simple but often overlooked precaution.
Preparing the return trips
One of the most sensitive aspects remains the organization of return flights. Buying last-minute tickets or ignoring visa restrictions can result in high costs. It’s always best to purchase tickets early, with luggage included and flexible conditions, especially since many workers travel back with tools, clothes, or gifts.
Employers should ensure that workers are aware of airline baggage policies and that any layovers comply with nationality-related visa requirements. A poorly planned transit can result in denied boarding. For flights departing from Montreal, it is strongly advised to arrive several hours early due to ongoing construction and heavy traffic
Documents, pay, and taxes: key obligations
A well-managed end of season also requires administrative rigor. All important documents (passport, SIN, work permit, proof of insurance) should be stored in secure digital copies.
Financially, the employer must ensure that all hours worked and accumulated vacation pay are settled before departure. Setting up a special “end-of-season” payroll helps avoid complex transfers once the worker is abroad. Bank transfers are recommended, as cheques can be blocked or difficult to cash overseas
Regarding taxes, preparation is key. T4 forms (and Relevé 1 in Quebec) must be issued before the end of February, but the information should be ready before the worker leaves. Deciding early whether workers will use a recommended accountant or external service simplifies communication and avoids last-minute stress.
It’s also important to remind workers to keep their Canadian bank accounts open until they receive all pending payments or tax refunds. Closing the account too soon can block these transactions and create complications.
Ending the season with peace of mind
The success of a season isn’t measured only by the number of contracts completed, but also by the peace of mind of those leaving and those employing them. A well-organized return ensures not only compliance with legal obligations but also the loyalty and trust of workers for future seasons.
There are also other aspects to consider when the season ends, such as logistical coordination, insurance management, and post-season communication. That’s why it’s essential to have the right support during this crucial period, for both your workers and your company. A successful end of the season is always the result of careful planning and attentive guidance.
