If you’re an HR professional, you probably already know that Open Enrollment season is quickly approaching. This is the time for employees to update their existing benefits or enroll in new ones, and it’s important to communicate this information effectively to them. That’s why I’ve put together a sample Open Enrollment email to employees that you can use as a template or edit to fit your company’s specific needs.
But before we dive into the sample email, let’s talk about why it’s important to get this communication right. According to a recent survey, only about half of employees fully understand their insurance benefits. This means that there’s a good chance that your employees aren’t taking advantage of all the options available to them. By providing clear and concise information, you can help your employees make informed decisions and ensure that they get the most out of their benefits.
Now, let’s take a look at the sample Open Enrollment email to employees. Remember, this is just a starting point – feel free to personalize it and make any necessary adjustments to make it specific to your company and its benefits package.
Dear [Employee],
It’s that time of year again! Open Enrollment for our company’s employee benefits is now open, and we want to make sure you have all the information you need to choose the options that are right for you.
To get started with your Open Enrollment, simply log in to the employee portal and follow the prompts to update your benefits. Here are a few things to keep in mind as you go through the process:
[Insert relevant details about enrollment process, deadlines, etc.]
Don’t forget to review all of the available options carefully to make sure that you’re getting the coverage you need. If you have any questions or need guidance selecting your benefits, our HR team is here to help.
Thank you for your attention to this important matter, and happy Open Enrollment!
Best,
[Your Name]
See how easy that was? With a little bit of tweaking, you can send a killer Open Enrollment email to your employees and make sure that they’re getting the most out of their benefits. Want more examples? Head to our website, where you can find even more templates, tips, and resources for making Open Enrollment a breeze.
The Best Structure for a Sample Open Enrollment Email to Employees
Open enrollment comes once a year and is one of the most important times for employees to evaluate their benefits options. As an employer, it’s essential to communicate everything clearly so that everyone understands and has the information needed to make informed decisions.
When drafting a sample open enrollment email to employees, the structure is just as important as the content. Here are some tips to help you create an effective email:
First, Start with a Clear Subject Line
The subject line is the first thing employees will see, so it should be clear and informative. Use language that emphasizes the importance of the information contained in the email, such as “Important: Open Enrollment is Now Open!” or “Your Guide to Open Enrollment Benefits.”
Next, Explain the Importance of Open Enrollment
Make sure employees know what open enrollment is, why it matters, and what they need to do during the open enrollment period. Explain any changes to the enrollment process from previous years and highlight any significant changes to benefits offerings.
Provide Clear and Comprehensive Benefits Information
This section should provide the necessary details of all the benefit plans offered, including medical and dental coverage, retirement plans, and any additional perks. Break down the specifics of each plan, including cost, coverage, and any changes from previous years. Include links to carrier websites, plan summaries, or any additional resources employees may need to better understand their options.
Include a Call to Action
The email should end with a clear and concise CTA, such as, “Don’t wait! Log in and complete your enrollment today.” Provide easy-to-follow instructions on where employees can go to enroll, and any deadlines that they need to keep in mind.
Personalize the Email
Finally, consider personalizing the email so that employees feel seen and heard. Use their names in the salutation and introduction and mention any significant milestones or changes that have happened within the company recently.
In conclusion, by following this structure, your open enrollment email can be both informative and engaging. Try to keep the email short and simple, while ensuring that you provide everything employees need to make informed decisions about their benefits.
Open Enrollment Email Samples for Employees
Reminder about Open Enrollment for Health Insurance
Dear Employees,
As a valued member of our team, we want to remind you about the open enrollment period for health insurance. This is the time of the year when you can make changes to your current health insurance plan or enroll in a new one. This year’s open enrollment will take place from November 1st to December 15th.
We encourage you to take the time to review your options and make the best decision for you and your family’s healthcare needs. Our benefits team will be available to answer any questions you may have and help you navigate the open enrollment process.
Thank you for your attention to this matter and for being a part of our team.
Best regards,
The HR Team
Open Enrollment for Retirement Plans
Dear Team Members,
We are pleased to inform you that the open enrollment for retirement plans is now open. This is the perfect opportunity to explore the different options available to you and make important decisions regarding your long-term retirement savings.
We encourage you to take advantage of this year’s open enrollment to select a retirement savings plan that best aligns with your goals and objectives. Our HR team will be happy to assist you with any questions you may have about the process or available options.
We hope you take the time to review this important provision benefit, plan wisely, and take advantage of our offerings.
Best regards,
Human Resources Department
Open Enrollment for Voluntary Benefits
Dear Employees,
We are pleased to announce that the open enrollment for voluntary benefits is now available. This is a great opportunity to review your current coverage and to consider enrolling in new benefits such as vision and dental coverage, life insurance, and additional disability coverage.
We encourage you to take advantage of this enrollment period to update or sign up for voluntary benefits which may provide additional safety nets where needed. You can discuss the different modalities and options with our HR team to ensure that you make informed decisions about your benefits and financial portfolio.
Thank you for your attention to this matter and for being a part of our team.
Sincerely,
The Benefits Team
Open Enrollment for Flexible Spending Accounts
Dear Team Members,
The open enrollment period for your flexible spending accounts is now open. This is an opportunity for you to enroll in an account or make changes to your current account to maximize your benefits.
We encourage you to take the time to review your financial needs and explore which plans will be more suitable for you and your family. The HR team will be happy to assist you with any questions or concerns you may have.
Thank you for your attention to this matter and for being an integral part of our team. We hope this initiative will help you maximize your benefits.
Best regards,
The Benefits Team
Open Enrollment for Covered Dependents
Dear Employees,
We want to remind you that the open enrollment period for dependents’ coverage under our health insurance plan is now available. This is a perfect opportunity to add or delete covered dependents on your plan, and to ensure that your beneficiaries are up to date with their requirements.
We encourage you to take advantage of this enrollment period to make any necessary changes to your dependent coverage and update your personal information. Our HR team is available to help you navigate through the enrollment process and answer any questions you may have.
As always, we appreciate your continued service and dedication to our organization.
Sincerely,
The HR Team
Open Enrollment for Transit and Parking Benefits
Dear Team Members,
We are excited to announce that the open enrollment period for transit and parking benefits is now open. This is an opportunity for you to make changes to your current benefits and consider enrolling in new transit/parking plans that may provide tax advantages.
We encourage you to take advantage of this time to review your benefits and stay informed about your options. The HR team is available to help you navigate through this process and answer any questions you may have.
Thank you for your continued service and dedication to our organization.
Best regards,
Human Resources Department
Open Enrollment for Legal Insurance Benefits
Dear Employees,
We are writing to inform you that the open enrollment period for legal insurance benefits is now open. This is a perfect opportunity to explore the different options available for legal aid insurance and make informed decisions on your coverage for unforeseen situations that may pose legal or financial expenses.
We encourage you to take advantage of this enrollment period to enroll in legal insurance and stay informed about your legal rights. Our HR team is available to answer any questions you may have and assist you throughout this process.
Thank you for your continued service and dedication to our organization.
Sincerely,
Human Resources Department
Tips for Crafting a Winning Open Enrollment Email for Your Employees
Open enrollment season can be a confusing and stressful time for employees. As an employer, it’s crucial to communicate important information clearly and concisely to ensure that your staff fully understand the benefits options and their enrollment deadlines. Here are some tips to help you write an effective open enrollment email:
- Start with a clear subject line: Your employees are bombarded with emails every day, so make sure your subject line stands out. Use a descriptive title that clearly communicates that this email is related to open enrollment and the deadline.
- Use simple and direct language: Don’t use technical terms or jargon that may confuse your employees. Write in an easy-to-understand language and avoid rambling. Clearly explain what needs to be done by the employees, what choices they have, when the deadline is, and encourage them to ask questions.
- Highlight essential information: It’s often best to put critical points in bullet points to make them stand out. Include information such as when open enrollment starts and ends, what benefits are available, what changes have been made, and how to access the enrollment system.
- Make it visually appealing and easy to read: Use formatting to break up long paragraphs and highlight essential points. Use headings and subheadings to create a logical structure. Add relevant images for clarity and impact.
- Provide guidance: Some employees may not be sure what options to choose or may need help navigating the enrollment process. Provide clear instructions on how to get in touch with HR or the insurance company for assistance.
- Keep it timely: Send your open enrollment email well in advance to ensure that your employees have enough time to review their options and make informed decisions.
By following these tips, you can craft an informative, engaging, and clearly communicated email that makes open enrollment season a more manageable experience for your employees.
FAQs on Sample Open Enrollment Email for Employees
What is open enrollment?
Open enrollment is the yearly period when employees can make changes to their health insurance or other benefits, or enroll in new benefits if they are eligible.
When is the open enrollment period?
The open enrollment period may vary based on the company’s policy. Generally, it takes place in the last quarter of the year and may last for around two to three weeks.
What are the benefits that I can enroll for?
You can enroll for various benefits such as health, dental, vision, life insurance, disability, and retirement plans.
What information do I need to provide during open enrollment?
You may be required to provide your personal information, dependents’ information, your preferred coverage level, and your beneficiaries’ details.
What happens if I miss the open enrollment period?
If you miss the open enrollment period, you won’t be able to make changes to your benefits or enroll in new benefits until the next open enrollment period. However, you may be eligible for special enrollment if you experience a qualifying life event such as marriage, the birth of a child, or a change in employment status.
What if I have questions or need help with my benefits?
If you have questions or need help with your benefits, you can contact the company’s HR department or the benefits provider for assistance.
Can I change my benefits after open enrollment?
You can only change your benefits after open enrollment if you experience a qualifying life event such as marriage or the birth of a child. Otherwise, you will have to wait for the next open enrollment period.
That’s all for now!
Thanks for taking the time to read this sample email for open enrollment. We hope it helps you create a clear, concise message to send out to your employees. Don’t forget to visit us again for more tips and tricks to make your workplace thrive. Have a great day!