5 Great New Hire Benefits Enrollment Email Templates To Copy & Paste

Getting a new team member set up with their benefits is a key part of onboarding. We're breaking down five email templates to help you guide them through the process.

Using a template takes the guesswork out of what to say, ensuring you cover all the essential details clearly and consistently every time.

Tips for Writing New Hire Benefits Enrollment Emails

• Put the deadline front and center. Your subject line and the first sentence should clearly state when enrollment closes. New hires are juggling a lot of new information, so make the most important action item impossible to miss.
• Translate the jargon. Benefits are full of confusing terms. Briefly explain concepts like 'deductible' or 'premium' in plain language, or link out to a simple glossary. The goal is to empower them to choose confidently, not overwhelm them.
• Provide direct links. Reduce friction by linking directly to the enrollment portal, plan summaries, and provider networks. Instead of telling them where to go, take them there in one click.
• Designate a clear point of contact. The process can feel personal and complex, so let them know exactly who to ask for help. Provide a name and contact info for your benefits specialist.
• Make it scannable. Use headings, bullet points, and bold text to break up information. A well-organized email helps new team members quickly find what they need and feel in control of the process.

Types of New Hire Benefits Enrollment Email Templates We Will Cover

1. Welcome Package Email Template
2. Health Benefits Email Template
3. Retirement Plan Email Template
4. Onboarding Schedule Email Template
5. Employee Discounts Email Template

5 New Hire Benefits Enrollment Email Templates

1) Welcome Package Email Template

<template>

Subject: Your Welcome Package & Benefits Information from [Company Name]

Hi [New Hire Name],

Welcome to the team! We're excited to have you join [Company Name]. To help you get settled, this email serves as your guide to our comprehensive benefits package.

Inside, you’ll find everything you need to get started, including details on our health and dental plans, retirement savings options, and other company perks. Please review the attached documents and make your selections through our benefits portal: [Link to Benefits Portal].

The deadline to enroll is [Enrollment Deadline Date]. It's important to complete your enrollment by this date to ensure your coverage starts on time.

We know this is a lot of information at once. If you have any questions, please don't hesitate to reach out to [Benefits Specialist Name] at [Benefits Specialist Email or Phone Number]. They are your dedicated resource for everything benefits-related.

Best,

[Your Name]

[Your Position]

[Company Name]

</template>

2) Health Benefits Email Template

<template>

Subject: Time to Choose Your Health Benefits at [Company Name]

Hi [New Hire Name],

Let's get your health coverage set up. This email walks you through selecting your medical, dental, and vision plans with [Company Name]. Choosing the right plan is an important decision, and we want to make it as straightforward as possible for you.

To get started, please review the plan summaries and use the provider directory to see which doctors are in-network. You can find everything you need at the links below:

• Medical Plan Options: [Link to Medical Plan Summaries]
• Dental & Vision Plans: [Link to Dental & Vision Plan Summaries]
• Find a Provider: [Link to Provider Directory]

Once you are ready to make your selections, log in to our benefits portal here: [Link to Benefits Portal]. The deadline to enroll is [Enrollment Deadline Date]. Completing this by the deadline ensures your coverage will start on [Coverage Start Date].

If you have any questions about plan details or the enrollment process, [Benefits Specialist Name] is your dedicated contact. You can reach them at [Benefits Specialist Email or Phone Number].

Best,

[Your Name]

[Your Position]

[Company Name]

</template>

3) Retirement Plan Email Template

<template>

Subject: Start Building Your Future: Enroll in [Company Name]'s Retirement Plan

Hi [New Hire Name],

Let's get you set up for your long-term financial goals. At [Company Name], we offer a [Retirement Plan Name, e.g., 401(k)] to help you invest in your future, and we encourage you to take full advantage of it.

To support your savings, we offer a company match. We will match [details of the company match, e.g., 100% of your contributions up to 4% of your salary]. This is a significant part of your total compensation, so we want to make sure you don't miss out. You can find more details about our matching program and investment options here: [Link to Plan Details].

When you’re ready, you can enroll and choose your contribution percentage through our retirement portal: [Link to Retirement Portal]. The deadline to enroll is [Enrollment Deadline Date].

If you have questions about how the plan works or your investment options, please reach out to [Benefits Specialist Name] at [Benefits Specialist Email or Phone Number].

Best,

[Your Name]

[Your Position]

[Company Name]

</template>

4) Onboarding Schedule Email Template

<template>

Subject: Your Onboarding Schedule at [Company Name]

Hi [New Hire Name],

We’re looking forward to you joining us! To help you get oriented, here is a schedule for your first few days. This guide outlines key meetings and sessions designed to get you acquainted with the team and your role.

Your first day is [Start Date]. Please plan to join us at [Start Time] for a team welcome meeting here: [Link to Meeting or Office Address]. Following that, you’ll have a one-on-one with your manager, [Manager's Name], to discuss your role and initial projects.

We have dedicated time on [Date of Benefits Session] at [Time of Benefits Session] for you to review and select your benefits. This is an important step, and we want to ensure you have the space to make your choices without feeling rushed. You can find all the necessary information in our benefits portal ahead of time: [Link to Benefits Portal].

If you have any questions about your schedule or what to expect, please feel free to reach out to me or your manager.

Best,

[Your Name]

[Your Position]

[Company Name]

</template>

5) Employee Discounts Email Template

<template>

Subject: A Few Extra Perks: Your Employee Discounts at [Company Name]

Hi [New Hire Name],

Beyond our standard benefits, we want to make sure you have access to the extra perks we offer. As part of the [Company Name] team, you get access to our employee discount program.

This program includes special pricing and offers from our partners on things like gym memberships, software, local restaurants, and more. We’ve gathered them all in one place to make them easy for you to explore.

You can view all the available discounts here: [Link to Employee Discount Portal]. The page is updated regularly as we add new partners.

If you have any questions about a specific discount, please reach out to [HR Contact Name] at [HR Contact Email].

Best,

[Your Name]

[Your Position]

[Company Name]

</template>

What About Using Flodesk?

Now that you have these five new hire benefits enrollment email templates, you need a way to send them. Flodesk provides intuitive email marketing tools designed for small businesses, helping you manage and monetize your email list. Without needing coding or design skills, you can build, send, and automate emails that effectively engage your new hires and support your onboarding process.

Trusted by thousands of businesses, our platform helps both beginners and experts send well-designed, high-converting emails in a straightforward way. With an intuitive email builder, powerful automations, and effective forms, Flodesk gives you everything you need for successful email marketing, minus the complexity.

Wrapping Up

Clear communication is foundational to a strong onboarding experience, and these templates provide the framework. They ensure you deliver crucial benefits information with consistency and clarity.

Now, put those templates into action with an email platform designed for impact and ease of use. Sign up for Flodesk to build and automate your onboarding emails.