Open enrollment season is upon us, and as an HR professional or business owner, it’s important to make sure your employees are informed and prepared. One effective way to do this is by sending out a sample email to employees outlining the open enrollment process and what they need to know and do. With the right information and direction, your employees can make informed decisions about their healthcare benefits and ensure they are adequately covered for the upcoming year.
Luckily, there are many examples of open enrollment emails available online that you can use as a starting point and edit as needed to fit your company’s specific needs. Whether you’re looking for a straightforward, no-nonsense email or a more friendly, conversational tone, you’re sure to find something that works for you and your team.
By taking the time to provide clear and concise information about open enrollment, you not only help your employees but also reduce the likelihood of confusion and mistakes. So why wait? Start drafting your open enrollment email today and ensure your employees have all the tools they need to make the best healthcare choices for themselves and their families.
The Perfect Open Enrollment Email Structure for Employees
Open enrollment, the annual period when employees can make changes to their healthcare, benefits and insurance coverage, can be a complex and confusing process. To make it easier for your employees, you need to craft a well-structured email that not only makes the enrollment process simple and straightforward but also provides all the necessary information for employees to make educated decisions about their healthcare plans.
Here’s the best structure for creating a perfect open enrollment email to employees:
1. Start with a Personalized Greeting:
Start the email with a personalized greeting that addresses the recipients by their name, which often increases engagement and makes the message feel more tailored to the reader.
2. Introduce the Purpose of the Email:
Next, spend the first paragraph introducing the purpose of the email, which is to inform employees about the upcoming open enrollment period and communicate any essential updates or changes to the benefits program. Clarify the enrollment deadline and encourage employees to review their options before making any decisions.
3. Outline the Benefits Packages:
To make the enrollment process as simple as possible, provide an overview of the benefits packages available. This may include medical, dental, vision, life insurance, and disability plans, as well as retirement benefits like 401k and pension programs. Ensure that the email highlights the key differences between the various packages, such as deductibles, premiums, and co-pays, to help employees make an informed decision.
4. Provide Clear Instructions:
Alongside outlining the available packages, provide clear instructions, including how to enroll in these benefits. You can use bullet points, call-out boxes, or graphics, so employees can quickly find the information they need. Be sure to provide links to any necessary forms or portals and explain how the employees can submit their documents on time.
5. Encourage Employees to Ask Questions:
You can encourage employees further by reinforcing that you want them to make an informed decision and feel comfortable asking questions. Provide a contact email or phone number where employees can seek assistance in understanding their options. It will be instrumental in making participants feel valued and supported during open enrollment.
6. Close with a Call to Action:
Concluding the email with a call to action is a great way to encourage employees to enroll before the deadline. Ensure the call to action is clear, concise, and direct, and includes a timeline to remind employees of the enrollment deadline.
In conclusion, crafting a well-structured open enrollment email can turn a complicated process into a straightforward, stress-free experience for your employees. Use the above structure, and you’ll likely see a higher engagement rate and more informed enrollment decisions.
Open Enrollment Sample Emails to Employees
Annual Enrollment Period
This is to remind you that our annual enrollment period for employee benefits will start from the next month. This is your chance to review, change or elect new benefits that suit your needs.
Please take time to carefully review the options available and make a well-informed decision. Our HR team is always available to answer your questions and assist you in making your selections. Don’t miss out on this opportunity to protect your health, finances and future.
Thanks for your prompt attention to this matter.
Changes in Benefit Plans
We are pleased to announce that we have made some changes to our employee benefit plans for the upcoming year. We have added new benefits, improved the existing ones and made them more affordable for our employees.
Please take time to read the updated benefit summaries and assess which options align with your needs. We encourage you to make a wise decision as this will impact your overall well-being and satisfaction at work. Don’t forget to enroll during the open enrollment window to ensure uninterrupted coverage and access to services.
Thank you for your continued dedication to our organization.
Flexible Spending Accounts
We are pleased to offer flexible spending accounts (FSAs) as part of our employee benefit plans. FSAs can save you tax dollars by allowing you to pay for eligible healthcare and dependent care expenses with pre-tax dollars.
During the open enrollment period, you can enroll or re-enroll in either or both types of FSAs. To maximize your savings, it’s important to plan ahead and estimate your expenses for the upcoming year. We encourage you to use the online calculators and other resources available on our benefits portal to make an informed decision.
Thank you for being part of our team and taking advantage of this valuable benefit.
As a reminder, our company offers two retirement savings plans to help you plan for your future. These plans can help you save on taxes today while growing your nest egg for tomorrow.
The open enrollment period provides you with an opportunity to review your current allocations, increase or decrease your contributions, or switch between the plans if needed. We encourage you to take time to assess your retirement goals and consider your long-term financial needs and risks. The HR team is available to answer your questions and provide resources to guide you through the process.
Thank you for being a valuable employee and taking advantage of this important benefit.
Health Insurance Options
We understand that health care costs can be a significant burden for our employees and their families. That’s why we offer a variety of health insurance options to help you find the best coverage at an affordable price.
During the open enrollment period, you have the opportunity to enroll in or change your health insurance coverage. You can review the plan options, the deductibles, the copays, and the network of providers to make an informed decision. Don’t hesitate to ask our HR team for guidance or additional information. We are here to help you make the best decision for you and your family.
Thank you for choosing us as your employer and taking advantage of this important benefit.
As part of our continuous efforts to improve our employee benefit plans, we have added some voluntary benefits to complement our core offerings. These benefits allow you to customize your coverage and address some specific needs that may not be covered by the basic plans.
You can enroll in these benefits during the open enrollment period, even if you don’t elect the core benefits. The voluntary benefits include, but are not limited to: pet insurance, legal insurance, home and auto insurance, and identity theft protection. We urge you to explore these options and choose the ones that add value to your life.
Thank you for being a valuable member of our team and taking advantage of these exclusive benefits.
We care about your physical, mental and emotional well-being. That’s why we have launched a comprehensive wellness program that provides you with access to resources, activities, and incentives to improve your health and happiness.
The wellness program is available to all employees, regardless of whether you elect the core or voluntary benefits. You can join at any time and take advantage of the wellness coaching, the fitness challenges, the nutrition resources, and other offerings. You can also earn rewards for your participation and progress towards your health goals.
We encourage you to learn more about the wellness program and sign up during the open enrollment period. Let us support you on your wellness journey and help you achieve your full potential.
Tips for crafting an effective Open Enrollment email for employees
The annual open enrollment season is the perfect time to communicate important benefits information to your employees. Sending an informative email can help them understand the benefits they’re entitled to, the choices they have, and how to make the right ones. Here are some tips for crafting an effective open enrollment email.
– Be clear and concise: Keep your message simple and easy to understand. Use plain language and avoid technical jargon. Make sure your employees can understand what is being communicated without having to read through complex terms and conditions.
– Use a friendly tone: Address your employees by their first name and use a conversational style. Be empathetic and show that you understand their concerns. Make sure you highlight the benefits of the open enrollment process and how it can help them make the best choices for themselves and their families.
– Provide clear instructions: Provide step-by-step instructions on how employees can enroll in benefits, including deadlines, forms, and documentation requirements. Make sure you highlight any changes to policies, coverage, and premiums. Also, make sure to include contact information for any questions or concerns.
– Highlight value: Emphasize the value of the benefits package and the importance of enrolling during open enrollment. Let your employees know that they have the best deals and discounts at this time. Also, make sure to explain any incentives or rewards for those who enroll early.
– Make it visually appealing: Use graphics, images, and infographics to make your email visually appealing and easier to read. Make sure the email is well-structured and organized, with proper headings and subheadings. Also, make sure the email is readable on any device – mobile, tablet, or desktop.
– Follow-up: Make sure to follow up with your employees after sending the email. Send reminders, answer questions, and provide additional information as needed. You can also conduct webinars or town hall meetings to provide more in-depth information and allow employees to ask questions.
By following these tips, you can ensure that your open enrollment email is an effective tool for communicating benefits information to your employees. Keep your employees informed and engaged, and help them make the right choices for themselves and their families.
When is open enrollment?
Open enrollment takes place from [start date] to [end date].
What is open enrollment?
Open enrollment is the time of year when employees can make changes to their benefits coverage. This is also the time to enroll in new benefits.
What benefits are available during open enrollment?
During open enrollment, employees can enroll in health, dental, vision, life, and disability insurance. They can also enroll in flexible spending accounts and retirement plans.
Can I make changes to my current plan during open enrollment?
Yes, you can make changes to your current plan during open enrollment. This includes changing your plan to another option or adding or removing dependents from your coverage.
What happens if I don’t make changes during open enrollment?
If you don’t make changes during open enrollment, your current benefits coverage will roll over to the next year.
What if I miss the open enrollment deadline?
If you miss the open enrollment deadline, you will not be able to make any changes to your benefits coverage until the next open enrollment period.
How do I enroll in new benefits or make changes to my current plan?
You can enroll in new benefits or make changes to your current plan by logging onto [company benefits portal].
Do I need to submit any documents during open enrollment?
Depending on the change you are making, you may be required to submit documentation such as a marriage certificate or birth certificate. Please visit [company benefits portal] for more information.
Who can I contact with questions about open enrollment?
You can contact [company benefits representative] at [contact information] with any questions about open enrollment or your benefits coverage.
Wrap it up!
That’s all, folks! We hope that this open enrollment sample email to employees template can help you communicate effectively with your team. Remember, clear communication is key to ensuring everyone has the information they need to make the best decisions for their healthcare coverage. Thanks for reading and we hope you’ll visit us again soon for more helpful tips and tricks. Take care!