Communicating your company's benefits package is a key part of building a strong team culture. Getting these emails right helps your employees understand and appreciate the value you provide.
Starting with a template can make all the difference. It gives you a solid foundation to build from, ensuring your message is clear, professional, and easy to digest.
Benefits information can be dense. Break it up with bold headings, short paragraphs, and bullet points. Your team should be able to glance at the email and get the gist in seconds. A clean layout respects their time and makes complex information feel manageable.
If it's open enrollment season, lead with the changes. Did the dental plan improve? Is there a new wellness stipend? Put a summary of what’s new or different right at the top. This helps long-term employees focus on what matters most to them this year.
Terms like "premium," "deductible," and "out-of-pocket maximum" can be confusing. Explain them simply or link to a glossary. The goal is clarity, not showing off your vocabulary. When your team understands their options, they can make better choices for themselves and their families.
End every benefits email with a clear, singular call to action. Is the next step to log into a portal, book a meeting, or watch a video? Spell it out and provide the necessary links. Don't leave them guessing what to do with all this new information.
<template>
Subject: Action Required: Choose Your [*Year*] Health Insurance Plan
Hi [*Employee Name*],
It's time for our annual health insurance open enrollment. This is your opportunity to select or update your health coverage for the upcoming year, ensuring you and your family have the support you need. Our open enrollment period runs from [*Start Date*] to [*End Date*].
This year, we are continuing our partnership with [*Insurance Provider*] to offer a selection of plans. You can review the full details, including premiums, deductibles, and co-pays for each option in our benefits portal. We encourage you to compare the plans to find the one that best fits your needs.
A key update for [*Year*] is [*mention a specific change, e.g., the addition of a new telehealth service or an improved dental benefit*]. You can find more information on what’s new in the [*Summary of Changes document*].
To enroll or make changes to your current plan, please log in to the benefits portal here: [*Link to Benefits Portal*]. All selections must be finalized by the end of the day on [*End Date*]. If you do not take action, your current selections will roll over.
If you have questions, the HR team is here to help. You can also schedule a session with our benefits advisor here: [*Link to Schedule Meeting*].
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Secure Your Future: Enroll in Our [*Year*] Retirement Plan
Hi [*Employee Name*],
Planning for your future is an important step, and we want to make it easier with our company's retirement plan. This is your opportunity to start saving for the long term and build financial security.
Our [*Plan Name, e.g., 401(k)*] plan includes a company match. We will match your contributions up to [*Percentage*] of your salary. We highly encourage you to contribute enough to receive the full match, as it's a key part of your total compensation package.
To enroll or adjust your contribution, log in to the retirement portal here: [*Link to Retirement Portal*]. You can choose your investment funds and set your contribution percentage directly on the platform. If you're already enrolled, now is a great time to review your selections and ensure they still align with your goals.
If you have any questions about how the plan works or need help getting started, please reach out to the HR team. We're here to support you.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: A Guide to Your Paid Time Off
Hi [*Employee Name*],
We believe that taking time to rest and recharge is essential for your well-being and creativity. This email outlines our Paid Time Off (PTO) policy to help you plan your time away from work.
You accrue [*Number of Hours/Days*] of PTO per [*Pay Period/Month/Year*]. We encourage you to use this time to pursue personal interests, travel, and relax. You can view your current balance and accrual rate at any time in [*HR System Name*].
To request time off, please submit your desired dates through [*Link to HR System*] at least [*Number of Weeks*] in advance. This helps us coordinate schedules and ensure smooth team operations. For complete details on our policy, including information on rollovers, please see our employee handbook: [*Link to PTO Policy Document*].
If you have any questions, please feel free to reach out to the HR team.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Focus on Your Well-being with Our New Wellness Program
Hi [*Employee Name*],
We're excited to introduce our company wellness program, designed to support your health and well-being. We believe that taking care of yourself is key to doing your best work, and we want to provide resources to help you do just that.
Our program includes [*mention specific benefits, e.g., a monthly fitness stipend, access to mental health resources, or a subscription to a mindfulness app*]. These benefits are available to all employees starting today.
To learn more and get started, visit our wellness portal here: [*Link to Wellness Portal*]. There, you can find full details on each offering and how to access them. We've designed it to be simple and straightforward.
If you have any questions, please don't hesitate to reach out to the HR team. We're here to help you make the most of these resources.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
<template>
Subject: Unlock Exclusive Discounts as a [*Company Name*] Team Member
Hi [*Employee Name*],
As part of our commitment to making [*Company Name*] a great place to work, we're happy to share our employee discount program with you. This program gives you access to special savings on a variety of products and services.
We've partnered with a range of brands to offer you exclusive deals. You can find discounts on everything from [*e.g., new tech and software*] to [*e.g., local restaurants and gym memberships*]. We're always working to add new partners to the program.
To see the full list of available discounts and learn how to redeem them, visit our perks portal here: [*Link to Discount Portal*]. The portal is regularly updated with the latest offers.
If you have any questions or suggestions for new partners, please let the HR team know.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
</template>
Once you have your employee benefits email templates ready, you need a way to send them. That's where Flodesk comes in. We offer intuitive email marketing tools that help small businesses manage and grow their email lists. You don't need coding or design skills to create, send, and automate emails that effectively engage your employees.
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Communicating benefits clearly is essential for building trust with your team. These templates provide a solid starting point for your internal announcements, ensuring your message is understood.
When you're ready to send emails that look as good as they read, you can get started with Flodesk.
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