Open Enrollment Email Templates

Why Open Enrollment Emails Matter

Benefits communications carry a lot of weight. They’re time-sensitive, compliance-driven and directly impact employees’ well-being. Missing the enrollment period can have serious consequences including gaps in healthcare, lost savings opportunities or default coverage that doesn’t meet personal needs.

That’s why clarity in enrollment emails is essential. Since most employees skim internal emails, the way information is structured and designed determines how well it lands. A well-crafted enrollment message can increase participation, reduce questions to HR and show employees that the organization values transparency and support.

From the first announcement to the final reminder, each email plays a role in guiding employees to complete their enrollment on time. Publicate ensures every communication is polished, clear and impossible to miss.

Key Components of an Effective Open Enrollment Email

Successful open enrollment emails follow a proven formula that encourages quick action:

• Subject line: Keep it specific and urgent. Example: “It’s time to choose your benefits for 2025.”
• Enrollment dates: Display the window clearly, ideally in a header or bold banner.
• Benefit highlights: Summarize what’s new or different this year.
• CTA button: Use a prominent, branded button like “Review and Enroll Now.”
• Support links: Add HR contact details, FAQs, or direct portal access.
• Reminders: Reinforce deadlines with countdowns or repeated mentions throughout the campaign.

These elements help employees move from awareness to action with less confusion and fewer delays.

Design Tips for Enrollment Campaigns

Open enrollment and recruitment emails need to be easy to read and visually engaging and this is especially true since most employees open them on their phones. Good design can reduce stress and make complex choices feel more manageable.

• Single-column layouts: Keep content digestible across all devices.
• Progress indicators: Show employees where they are in the enrollment process.
• Infographic-style highlights: Use icons to make plan updates easier to grasp.
• Consistent branding: Apply company colors and fonts for familiarity and trust.
• Responsive formatting: Ensure accessibility on both desktop and mobile.
• Dark mode compatibility: Improve readability and reduce eye strain.

Clarity and design go hand in hand and when emails are simple to scan, employees are more likely to act quickly and accurately.

Features of Publicate’s Open Enrollment Templates

Publicate’s templates are built with HR in mind, removing the need for design or IT support. Features include:

• Dynamic date merge-tags: Automatically insert deadlines without manual edits.
• Automated scheduling: Plan announcements and reminders in one session.
• Branded summary blocks: Highlight benefits with icons and clean layouts.
• Countdown timers: Build urgency as deadlines approach.
• FAQ accordions: Address common questions right in the email.
• Mobile-ready design: Optimized for every device and tested for dark mode.
• One-click export: Send directly from Gmail, Outlook, Mailchimp, HubSpot, and more.

With Publicate, HR teams get a full toolkit and range of features to deliver effective, stress-free enrollment campaigns.

Workflow Example: HR Open Enrollment Campaign

Launching a benefits campaign with Publicate can take just a few steps:

1. Select a pre-built open enrollment reminder template.
2. Add your enrollment period dates (e.g., Oct 1–Nov 15).
3. Highlight new benefits like expanded dental coverage or wellness stipends.
4. Insert a countdown timer leading up to the final deadline.
5. Preview the email in mobile and dark mode.
6. Schedule the HR newsletter and at least two reminders.

With reusable blocks and automation, HR spends less time building emails and more time supporting employees.

Best Practices for Open Enrollment Emails

A few proven tactics can maximize engagement and completion rates:

• Send the first announcement 30–45 days before enrollment closes.
• Use clear, urgent subject lines to boost open rates.
• Simplify updates with icons, checklists, or infographics.
• Always include a support channel—phone, email, or chatbot.
• Schedule at least two reminders: midway through and in the final week.
• Track engagement (opens, clicks, completions) to refine next year’s campaign.

Templates help ensure consistency across messages while reducing HR’s workload, making campaigns easier to manage and more effective.

Testimonial

“Open enrollment used to be one of the most stressful times of year for our HR team. We spent weeks formatting emails, chasing down reminders, and answering repetitive questions. With Publicate’s templates, everything feels organized and professional. It’s saved us time and made the whole process smoother for everyone.” — Karen L., HR Benefits Manager

Conclusion

Open enrollment is a critical time for employees and a major project for HR. Clear communication can make the difference between confusion and confidence, missed deadlines and timely action.

With Publicate’s open enrollment email templates, HR teams can deliver professional, branded, mobile-ready campaigns that guide employees through every step. From the first announcement to the final reminder, our templates keep employees informed, engaged, and ready to choose benefits with confidence.

Try Publicate today.