1. Enrollment announcement email — 6 weeks out
Subject: Open enrollment opens [Oct 15] — three things to know now
Hi [First name],
Open enrollment runs [Oct 15–29]. You'll need to make your elections in that window — if you do nothing, [you'll stay in your current plan / you'll lose coverage], so it's worth ten minutes.
Three things to know before then:
1. What's changing. [One sentence. Name it plainly, including cost changes.]
2. What's new. [One sentence about a program worth their attention.]
3. What you'll need. [Dependent Social Security numbers, your spouse's plan details — whatever applies.]
Everything is here, no login required: [link]
Questions? Reply to this email or [contact method]. We'd rather answer early than on deadline day.
— [Name], [Title]
Why it works: it states the consequence of inaction, limits itself to three points, and tells people what to gather. Most announcement emails do none of these and lead with the plan year instead.
2. Plan comparison email — 3 weeks out
Subject: Which plan fits your [year]? A plain-language comparison
Hi [First name],
Enrollment closes [date]. Here's the short version of your options, in real dollars.
If you rarely see a doctor: [Plan A] costs you [$X per paycheck] and the company adds [$Y] to your HSA.
If you have regular prescriptions or appointments: [Plan B] costs [$X per paycheck] with a lower deductible.
If you're covering a family: [Plan C] costs [$X per paycheck] for family coverage — [note the dependent detail people always ask about].
Not sure? [Link to comparison tool or the two questions that decide it for most people.]
Talk it over at home — most people find this easier with whoever shares the decision. Forward this or send them here: [link]
Why it works: it organizes by the employee's situation rather than by plan, and it explicitly invites the household in. Plan-name-first comparisons ask employees to do the translation themselves, and most won't.
3. Deadline text message — 3 days out
[Company] benefits: enrollment closes [Fri Oct 29]. If you haven't enrolled, [you'll keep your current plan / you'll have no coverage in January]. Takes about 10 min: [short link] Reply STOP to opt out.
Why it works: under 160 characters, one action, a real consequence, and a working link. Send it only to employees who haven't completed enrollment — blanketing everyone is how you teach people to ignore your texts. Include opt-out language and confirm your consent process before you send. Our guide to SMS for HR covers the compliance side.
4. Final-day text message
[Company]: today's the last day for benefits enrollment — closes at [11:59pm CT]. [short link] Need help? [phone/text number]
Why it works: it adds a help path. On the final day, the people who haven't enrolled are usually stuck, not unaware, and a phone number rescues more elections than another link.
5. Manager talking points — one page
What to tell your team this week
"Open enrollment closes [date]. If you don't act, [consequence]. Everything you need is at [link] — works on your phone, no login."
If they ask what changed: "[One sentence.] The details are on the site."
If they ask which plan to pick: "I can't advise on that, but the comparison at [link] is organized by situation, and [HR contact] can walk through it with you."
If they ask something you don't know: "Let me get you the right answer" — then send it to [HR contact]. Don't guess; a wrong answer from a manager is the hardest thing for us to undo.
Please do: mention it in your next two team huddles, and check that everyone on your shift has heard.
Why it works: managers stay silent about benefits mostly because they're afraid of being wrong. Giving them permitted phrasing, an explicit escalation path, and a specific ask converts that hesitation into reach you can't buy.
6. Break-room poster — for deskless and shift teams
BENEFITS ENROLLMENT ENDS [OCT 29]
Takes 10 minutes. On your phone. No company login.
[Large QR code] or text [KEYWORD] to [number]
Didn't enroll? [What happens.]
Questions: [name] · [phone] · [on-site hours]
Why it works: a QR code and an SMS keyword both work without an email address or a computer. Add a named human and a time they're on site — for frontline employees, that's often the difference between enrolling and not.
7. The family note
Subject: Something to review together before [date]
Hi [First name],
Benefits decisions usually involve more than one person. If someone else in your household helps make these calls, forward this to them.
Here's what's worth reviewing together: [what each plan costs per paycheck for family coverage], [what's covered for dependents], and [the programs your family can use — telehealth, mental health support, dependent care].
Everything opens on any phone, no company login: [link]
Why it works: dependents drive a large share of claims, and the person making the family's healthcare decisions usually doesn't work for you. Explicitly inviting them in — and providing a link that doesn't require your intranet — is one of the highest-return moves available.
8. Post-enrollment confirmation
Subject: You're enrolled — here's what happens next
Hi [First name],
You're set for [plan year]. Here's your summary:
Medical: [plan] · [$X per paycheck]
Also elected: [dental, vision, FSA/HSA amounts, voluntary benefits]
Coverage starts: [date] · Cards arrive: [when and how]
Two things worth doing now: [set up your carrier account / download the telehealth app], and [register your HSA].
Something wrong? [Contact] — corrections are possible until [date].
Why it works: the week after close is one of the highest-attention windows of the year and most employers go quiet through it. A confirmation that includes two setup actions converts an election into actual usage.
9. Year-round nudge — any month
Subject: The [$X] benefit most people forget they have
Hi [First name],
Quick one: [benefit] is included in your coverage and costs you [$0 / $X]. Most people don't know it's there.
Use it when: [specific, recognizable situation].
How to start: [one step, one link].
That's it. [Link]
Why it works: one benefit, one situation, one action, under 100 words. This is the format that carries a year-round program — and the reason employees discover benefits they've had for years.
Adapting these well
- Replace every bracketed placeholder with a real number or date — vagueness is what makes benefits copy forgettable.
- Keep one action per message, even when you're tempted to bundle.
- Send the deadline reminders only to people who haven't acted yet.
- Check that every link works without a corporate login before you send.
- Read each one on a phone before it goes out. If it needs pinch-zoom, rewrite it.