A clear communication strategy can make open enrollment easier for everyone. For small businesses, effective open enrollment communication doesn’t just improve participation. It helps employees better understand their health insurance options, make informed decisions, and appreciate the value of their benefits package.

Use this open enrollment communication checklist to help your team move through enrollment season with confidence.

Why Open Enrollment Communication Matters

Many employees spend only a few minutes reviewing benefits elections each year. As a result, they may miss important plan changes, overlook valuable benefits, or fail to enroll before the deadline. Consistent and easy-to-understand communication helps employees:

• Understand their health care coverage options
• Compare plans more effectively
• Avoid missed enrollment deadlines
• Learn how to use their benefits throughout the year
• Feel more confident about health care decisions

For employers, better communication often leads to fewer questions, fewer enrollment errors, and a smoother open enrollment process overall.

Your Open Enrollment Communication Checklist: 10 Tips for Employers

1. Start Early and Communicate Often

One of the biggest mistakes employers make is waiting until the last minute to talk about Open Enrollment. Employees need time to:

• Review plan options
• Compare costs and coverage
• Discuss decisions with spouses or dependents
• Ask questions
• Complete enrollment forms

A best practice is to create a communication schedule that begins several weeks before enrollment opens and continues through the final deadline. Consider sending:

• A “Coming Soon” announcement
• Enrollment launch communications
• Mid-enrollment reminders
• Final deadline alerts

Repetition helps ensure your message reaches employees regardless of their work schedule or location.

2. Highlight What’s Changing

Employees don’t necessarily need to re-learn every detail of their benefits package each year. They do need to understand what’s different. Clearly communicate:

• New health plan options
• Premium changes
• Deductible or copay adjustments
• Provider network updates
• Prescription drug coverage changes
• New voluntary benefits
• Wellness program enhancements

Consider using a simple “What’s New This Year” summary that allows employees to quickly identify changes affecting them.

3. Clearly Explain Enrollment Requirements

One of the most common causes of enrollment issues is uncertainty about what employees need to do. Your communications should clearly answer questions such as:

• Is enrollment required?
• Will current elections automatically roll over?
• Do employees need to actively re-enroll?
• Are Flexible Spending Accounts (FSAs) subject to annual re-enrollment?
• What happens if no action is taken? Is there an auto-default?

Employees should never have to guess.

Important Reminders to Include

Many employees are surprised to learn that some benefit accounts require annual action. Remind employees whether they need to:

• Re-elect Flexible Spending Account (FSA) contributions
• Update Health Savings Account (HSA) elections
• Review dependent information
• Verify beneficiary designations

These small details can have a significant impact on employees’ benefits and finances throughout the year.

4. Use Plain Language, Not Benefits Jargon

Health care terminology can be confusing, even for seasoned professionals. Instead of using technical language, explain terms in a way employees can easily understand. For example, define:

• Deductible
• Copay
• Coinsurance
• Out-of-pocket maximum
• HSA
• FSA
• HRA (Health Reimbursement Arrangement)

The simpler your communication, the more likely employees are to engage with it.

5. Show Real-Life Examples

One of the best ways to improve employee understanding is through practical examples. Instead of listing plan features, demonstrate how benefits work in everyday situations. Consider examples such as:

“It’s 10 p.m. and my child has an ear infection. Where should I go?”

Explain the difference between:

• Virtual care
• Primary care
• Urgent care
• Emergency rooms

“I have a prescription I take every month.”

Show how employees can check prescription coverage and compare costs.

“I’m planning a surgery next year.”

Help employees understand why plan comparisons matter based on anticipated health care needs. Real-world scenarios make benefits feel relevant and easier to understand.

6. Use Multiple Communication Channels

Employees receive information in different ways. The most successful open enrollment campaigns use a mix of communication channels, including:

• Email
• Printed flyers
• Employee newsletters
• Intranet announcements
• Team meetings
• Digital signage
• Video messages
• Home mailers

For small businesses with remote or hybrid employees, a multi-channel approach helps ensure everyone receives the same information.

Don’t Forget Family Members

Health care decisions are often household decisions. Sending enrollment materials to employees’ homes can help engage spouses and dependents who may influence benefit selections.

7. Provide Helpful Resources

Employees shouldn’t have to navigate Open Enrollment alone. Make it easy for them to access:

• Benefits guides
• Plan comparison tools
• Enrollment instructions
• Provider search tools
• Summary of Benefits and Coverage (SBC) documents
• FAQs
• Contact information for questions

The easier information is to find, the less stressful enrollment becomes.

8. Personalize the Experience When Possible

Benefits become much easier to understand when employees can see how they apply personally. If available, provide:

• Personalized enrollment worksheets
• Estimated payroll deductions
• Current election summaries
• Benefit comparison tools

Helping employees understand costs and coverage specific to their situation leads to more confident decisions and increased understanding.

9. Make Deadlines Impossible to Miss

Open enrollment deadlines should be visible in every communication. Consider creating a simple countdown campaign:

30 Days Remaining

• Review your options
• Attend enrollment meetings
• Gather dependent information

7 Days Remaining

• Complete your elections
• Verify selections
• Submit required documentation

Final Day

• Last opportunity to enroll or make changes
• Reminder of default enrollment rules
• Contact information for immediate assistance

A final day reminder can significantly improve employee participation rates.

10. Educate Employees Beyond Enrollment

Open Enrollment communications shouldn’t focus solely on enrollment tasks. Use the opportunity to educate employees on how to maximize their health benefits year-round. Topics might include:

• Preventive care benefits
• Telehealth services
• Mental health resources
• Wellness programs
• Prescription savings opportunities
• Health Savings Accounts
• Employee assistance programs (EAPs)

When employees understand how to use their benefits, they’re more likely to value them.

Common Open Enrollment Mistakes to Avoid

Even well-intentioned employers can make enrollment more difficult by:

• Waiting too long to communicate
• Sending too much information at once
• Using confusing benefits terminology
• Assuming employees understand plan changes
• Forgetting (or under-communicating to) remote workers
• Failing to send deadline reminders
• Not providing resources for questions

Keeping communications simple, frequent, and employee-focused can help avoid these pitfalls.

Strong Benefits Start With Strong Communication

Offering quality health insurance is only part of the equation. Employees need clear guidance to understand, select, and confidently use the benefits available to them. A thoughtful Open Enrollment communication strategy can help reduce confusion, increase participation, and ensure employees get the most value from their health coverage.

For small businesses, that means a smoother enrollment season, a better employee experience, and a workforce that feels informed, supported, and cared for.

Looking for Affordable Health Insurance for Your Small Business?

The right health plan can help you attract and retain employees while supporting their physical and financial well-being. Explore flexible small business health insurance options like CaliforniaChoice and resources designed to help employers simplify benefits administration and support a healthier workforce. Start by consulting your broker. If you’re not currently working with a broker, you can connect with one here.