Open Enrollment Announcement Emails: Why They Matter More Than You Think

Published on 5/2/24 · Updated 7/9/25

Open enrollment isn’t just a time crunch—it’s a trust test. Employees are making high-stakes decisions, often with limited time and even less clarity. That first open enrollment announcement email you send? It sets the tone for everything that follows.

But here’s the problem: most open enrollment emails feel like a wall of noise. Overloaded with jargon. Vague on what matters. Easy to ignore.

It doesn’t have to be that way.

A strong open enrollment announcement email should do three things:

• Cut through the clutter
• Build confidence
• Drive action

Let’s walk through how to make that happen—with proven practices, an updated template, and the right tone to engage employees (not overwhelm them).

1. Talk to employees like humans

If your email sounds like it was ghostwritten by a plan doc… employees will treat it like one. Ditch the legalese and get real.

Instead of:
“All employees must complete their benefits elections via the enrollment portal by 10/31.”

Try:
“You have until October 31 to choose your benefits for next year. Here’s what to know and where to go.”

The more you sound like a real person with helpful info, the more likely people are to read—and act.

2. Use “you” early and often

Your announcement isn’t about HR. It’s about your employees. So center them.

Instead of:
“For those intending to add a dependent or increase HSA contributions, this is the appropriate time to take action.”

Try:
“If you’re planning to add a dependent, or you want to increase your HSA contributions, now’s the time.”

“You” makes it personal. And personal is what breaks through.

3. Make it skimmable

You’re not writing a novel. Format for the scroll.

Use:

• Bold headlines
• Short paragraphs
• Bullet points (sparingly, but strategically)
• Clear calls to action

Make it easy to spot the important to-dos and dates at a glance. See what we did with this blog?

4. Start with what’s new or changed

Don’t bury the lead. If there are major changes—new plans, higher premiums, new decision-support tools—say so right away.

Example:
“New this year: We’ve added a no-deductible health plan option. ALEX will help you compare your choices.”

Employees want to know what’s different and what they need to do about it. Help them out.

5. Link to clear, credible resources

Your email doesn’t need to explain everything (that’s a job for your employee benefits guide). It needs to point people to the right tools and info.

Helpful links might include:

• Your benefits guide
• Open enrollment FAQs
• How-to videos
• Access to benefits software or platforms (like ALEX!)

Bonus: If you’re using tools like Ask ALEX, mention that employees can now get instant answers, 24/7. That’s how you reduce the back-and-forth with HR—and build employee confidence.

6. Re-read. Then simplify again.

Once you write your announcement, schedule time to cut the fluff. Ask:

• Is this language plain and clear?
• Does every sentence help someone take action?
• Could a real person read this and know what to do next?

Better yet, ask someone outside HR to read it. If they get confused, rewrite it.

A Modern Open Enrollment Announcement Email Template

We just gave you six smart tips to help your open enrollment email hit the mark—now let’s put them into action. The template below is built to drive clarity, spark action, and keep things human. Feel free to adapt it to your voice and communications channel—but this structure works. Trust us.

Subject Line: It’s time: Open enrollment starts today

Body:

Hi [Employee Name],

Open enrollment is here! This is your chance to review your current benefits and make updates for next year. Whether your needs have changed or you’re just checking in, now’s the time to make sure your coverage still fits your life.

🗓 Deadline to enroll: [DATE]
If you don’t enroll by then, your current benefits may not carry over.

Here’s what’s new this year:

• We’ve added [PLAN TYPE OR CHANGE]
• There’s now a [NEW RESOURCE OR TOOL]
• [Other important announcement]

Need help deciding what’s right for you? ALEX is here to guide you—step by step. From understanding your options to comparing plans, ALEX makes it easy to feel confident in your choices.

📘 [Benefits guide link]
🧠 [ALEX platform link]
💻 [Enrollment portal link]
📩 Questions? Email [HR CONTACT]

Thanks,
[Your Name]

Beyond the Email: What Confidence Really Looks Like

An open enrollment announcement is just the beginning. The real win? Helping employees feel ready—not rushed.

That’s why ALEX supports your team with more than just a walkthrough. From smarter decision support to proactive communications and real-time claims insights, ALEX brings clarity to every stage of the benefits journey. New in 2025:

• Ask ALEX, our AI-powered chatbot, answers common questions 24/7—no more inbox overload
• Leave Management powered by Aidora helps employees plan for and understand LOA pay, with built-in guidance tailored to your policies
• Expanded support for new plan types, from Surest to SimplePay and beyond
• Real-world recommendations based on real claims data—not guesswork