Open Enrollment Announcements: How To Notify Employees of Open Enrollment

Most human resources professionals spend countless hours preparing for their annual open enrollment. From choosing the right benefits to ensuring that human resources information systems (HRIS) run smoothly, employers have a seemingly never-ending to-do list during open enrollment season.

However, with so much to accomplish in a short time, it's easy to overlook the basics, such as crafting an effective open enrollment announcement.

Communicating with your employees about open enrollment is essential to the success of your company's annual enrollment period for several reasons. Effective communication can increase understanding of benefits options and encourage employees to participate in benefits selection.

Read on to learn how to notify employees of open enrollment and why it's essential for open enrollment season.

What Is Open Enrollment?

Open enrollment is a critical time each year when employees can enroll or make changes to their employer-offered benefits, such as health, life, or disability insurance.

For most employers, open enrollment lasts 2 to 4 weeks in the fall.

Why Open Enrollment Communication to Employees Is Important

When thinking about benefits open enrollment announcements, some may feel that it simply ensures that your team knows when to enroll in benefits so they don't miss the deadline – causing them to wait another year to enroll.

However, a well-crafted open enrollment announcement allows employers to notify employees of new benefits and benefits changes.

For employees and employers, open enrollment communication can offer these benefits:

• Preparation: Gives employees time to prepare by reviewing the offered benefits and allowing them to make informed decisions for themselves and their families.
• Participation: Encourages employees to participate in this annual selection process. Employees "in the know" are more likely to take advantage of company-offered benefits.
• Mistake Prevention: Reduces errors during open enrollment, making the entire process smoother.
• Employee Satisfaction: Increases employees' satisfaction and loyalty by showing that you value and support them through the benefits you offer.
• Compliance: Helps you stay compliant by timely notifying your employees of benefits offered and any changes to your benefits package.

Effectively communicating with your team ensures a smoother enrollment process while promoting transparency and engaging your employees.

Are Employers Required To Notify Employees of Open Enrollment?

Employers are responsible for notifying employees of an upcoming open enrollment period. This includes communicating benefits options, updates, and deadlines.

For required benefits, you'll also need to include annual notices or disclosures in your open enrollment communication. Depending on the size of your business and the benefits you offer, you may need to include a summary of benefits and coverage, a HIPAA privacy notice, and a COBRA rights notice, to name a few.

Understanding your required communications during open enrollment is essential for ensuring your federal and state compliance.

The Open Enrollment Communication Timeline

With any employee communications strategy, it's best to plan ahead. You'll need time to review your open enrollment communications, ensuring you have checked all the boxes. Additionally, employees need access to these communications early and often, giving them ample time to review.

When creating your open-enrollment communication timeline, be sure to set up appropriate calendar dates for your employee notices.

For example, send employees the first open enrollment notice a few weeks before enrollment begins. If your open enrollment starts on November 1st, consider sending the notice to employees no later than October 1st.

After you send your initial employee communication, consider sending multiple reminders after the initial communication goes out (and before open enrollment begins), reminding employees of the start date and duration of open enrollment.

Once benefits enrollment opens, continue communicating with employees throughout the process, answering their questions and guiding them as they select or change their benefits.

Open Enrollment Communication Templates and Examples

Templates can often be an employer's best friend. We've included some templates for open enrollment announcements as you prepare for your next open enrollment season.

Pro Tip: Always tailor templates to your company, industry, employee population, benefits offered, and applicable laws.

1. Pre-Open Enrollment Notice

When to send: 1 month before open enrollment begins.

Subject Line: Open Enrollment Coming Soon!

Hi [NAME],

It's that time of year! Get ready for the [YEAR] benefits enrollment.

Open enrollment begins in one month, beginning [DATE] and continuing until [DATE].

We're excited to share our [YEAR] benefits package with you.

Don't forget to mark your calendars! More information is coming soon.

Respectfully,

[SIGNATURE]

2. Start of Open Enrollment Notice

When to send: The week before open enrollment begins.

Subject Line: Open Enrollment Starts Next Week!

Hi [NAME],

Open enrollment begins next week, starting on [DATE] and closing on [DATE].

During open enrollment, you can:

• Compare offerings among benefits, ensuring you choose the right plan for your needs.
• Select new benefits from our [YEAR] employee benefits package.
• Make changes to your current coverage, such as adding or dropping dependents or choosing other plan options.

Please understand that if you don't make any benefits selections or changes during this year's open enrollment period, you may be unable to change your current benefits until next year's open enrollment. Remember, some benefits or elections will not necessarily carry over from last year’s open enrollment.

Keep an eye out for an email in the next week giving you specific instructions on choosing or modifying your employee benefits for the upcoming year. [Note: You can include instructions in this notice if you prefer.]

[Include any other information here, such as additional resources.]

Please contact [ENTER CONTACT INFORMATION FOR YOUR BENEFITS OR HR DEPARTMENT] with any questions!

Respectfully,

[SIGNATURE]

3. One Day Before Notice

When to send: One day before open enrollment begins.

Subject Line: Open Enrollment Starts Tomorrow!

Hi [NAME],

Open enrollment starts tomorrow!

Here's what you need to do to get started: [PROVIDE DETAILED INSTRUCTIONS; SCREEN SHOTS OR STEP BY STEP INSTRUCTIONS ARE ALWAYS HELPFUL]

Please contact [ENTER CONTACT INFORMATION FOR YOUR BENEFITS OR HR DEPARTMENT] with any questions!

Respectfully,

[SIGNATURE]

4. Ends Tomorrow/Ends Today Notice

When to send: The day before and the day open enrollment closes for the year.

Subject Line: Open Enrollment Ends Tomorrow/Today!

Hi [NAME],

Open enrollment ends tomorrow/today!

If you haven't selected or changed your benefits, be sure to [REMIND THEM OF HOW TO ACCESS OPEN ENROLLMENT] before [DATE/TIME].

Here's what you need to do to get started: [PROVIDE DETAILED INSTRUCTIONS; SCREEN SHOTS OR STEP BY STEP INSTRUCTIONS ARE ALWAYS HELPFUL]

Please understand that if you don't make any benefits selections or changes during this year's open enrollment period, you may be unable to change your current benefits until next year's open enrollment. Remember, some benefits or elections will not necessarily carry over from last year’s open enrollment. Don't miss your chance!

Please contact [ENTER CONTACT INFORMATION FOR YOUR BENEFITS OR HR DEPARTMENT] with any questions!

Respectfully,

[SIGNATURE]

Ways To Notify Employees of Open Enrollment

Today, there is no shortage of communication channels. Because of this, employers should take advantage of the various ways employees can be notified – meeting them where they are.

For example, consider sending your open-enrollment communications through work emails, internal websites, employee portals, workplace flyers, or even text messages.

You can also send an open enrollment letter to employees through the U.S. mail.

Pro Tip: Some laws and regulations require that your employees opt out of certain communications, such as receiving information via text. Be sure to consult your employee benefits attorney or benefits consultant so you understand your responsibilities.

Also, host various in-person meetings (think brown bag lunches). And, of course, with teleconferencing being widely used, be sure to schedule various online meetings, giving employees opportunities to ask questions.

Feel free to get creative!

Tips To Improve Engagement With Open Enrollment Announcements

Open enrollment is undoubtedly one of the most significant times of the year for human resources professionals.

As you plan your open enrollment strategies, here are some tips to boost employee engagement with open enrollment employee communications while ensuring a smooth election process.

• Provide clear and concise information on the enrollment period, the benefits offered (benefit comparisons are always helpful), and directions on participating in the open enrollment process.
• Ensure that all dates and deadlines are clear. Highlight these crucial dates in bold text in an accessible color.
• Offer support, detailed information, and additional resources. Always provide contact information to your benefits or HR departments so employees can get answers or clarification when needed.
• Communicate, communicate, communicate. Frequent notices and communications ensure employees know and understand the open enrollment process.
• Use technology designed for open enrollment communication with your employees, helping to streamline the process further.
• Continue improving your open enrollment process. Seek feedback from employees after open enrollment closes. This will help you make continual improvements year over year.

Make Sure Your Employees Take Advantage of Benefit Offerings

In a competitive labor market, offering comprehensive employee benefits is not just an option — it's a necessity. Teaming up with Paychex® can help you rival benefits offered to the largest employers while boosting your employees' performance, loyalty, and well-being.

Don't tackle open enrollment without someone in your corner. With Paychex's comprehensive employee benefits services, you can simplify your benefits administration and management, including navigating your annual open enrollment, saving you time and money.