Build your open enrollment communication plan with free templates
Enter your enrollment dates, and the planner gives every email, text, voicemail and call a date, from the announcement two weeks ahead to the survey afterwards. Download the whole plan as a Word file.
Enter your dates to get every email, text and voicemail with a date on it
Change any detail and the messages update. Square brackets mark what only you can fill in, like what's changing this year.
9 steps and 12 messages for a 12-day window
No step lands on a weekend or on Veterans Day (Wed, Nov 11).
Mon, Oct 19
Announce the dates and what's changing
Two weeks ahead, so people can decide who to cover and gather what they need before the window opens.
EmailOpen enrollment for 2027 runs Nov 2 to Nov 13
Subject: Open enrollment for 2027 runs Nov 2 to Nov 13
Hi [First name], Open enrollment for your 2027 benefits runs from Monday, November 2 to Friday, November 13. It's your chance to change your medical, dental and vision plans and to add or remove family members for 2027. What's changing for 2027: - [The biggest change, for example a new plan or a new premium] - [Anything people must choose again, for example an FSA] Before November 2: - Decide who you want to cover in 2027. - If you're adding someone, have their date of birth and Social Security number ready. We'll send you the enrollment link on November 2. Questions? Just reply to this email. Dana Harbor Benefits
Mon, Oct 26
Brief your managers
People ask their manager first, so give managers the dates, the main change and where to send questions.
EmailFor managers: open enrollment runs Nov 2 to Nov 13
Subject: For managers: open enrollment runs Nov 2 to Nov 13
Hi [Manager's first name], Open enrollment for 2027 runs from Monday, November 2 to Friday, November 13. Your team will get the link by email, text and voicemail on November 2. Three things that help: - Mention the deadline in your next team meeting. - Give people a few minutes to enroll during work hours. - Send benefits questions to [benefits contact] instead of answering them yourself. What's changing for 2027: [one line on the biggest change]. Thanks, Dana Harbor Benefits
Mon, Nov 25 p.m., their time
Email the link and leave everyone a voicemail
The voicemail is in your voice, with each person's first name, and lands in their voicemail box without ringing the phone.
EmailOpen enrollment is open until November 13
Subject: Open enrollment is open until November 13
Hi [First name], Open enrollment is open. Choose your 2027 benefits by Friday, November 13: harborbenefits.com/enroll If you don't change anything, [say what happens, for example your medical plan carries over but your FSA does not]. Questions? Reply to this email, or join [the benefits Q&A, with the date and time]. Dana Harbor Benefits
VoicemailHi [First name], it's Dana from Harbor benefits. Open enrollment is open now and closes Friday, November 13. The link is in your email. If you have any questions about your options, just call me back.
Hi [First name], it's Dana from Harbor benefits. Open enrollment is open now and closes Friday, November 13. The link is in your email. If you have any questions about your options, just call me back.
36 words
Wed, Nov 4
Text the enrollment link
People can reply with a question, and your team answers from a two-way inbox.
TextHi [First name], Dana from Harbor benefits here. Open enrollment closes Nov 13. Enroll here: harborbenefits.com/enroll Questions? Just reply.
Hi [First name], Dana from Harbor benefits here. Open enrollment closes Nov 13. Enroll here: harborbenefits.com/enroll Questions? Just reply.
Fits in one text: 143 of 160 characters
Fri, Nov 65 p.m., their time
Remind everyone who hasn't enrolled
Upload a fresh export from your benefits system first, so these skip everyone who's done.
Email7 days left to choose your 2027 benefits
Subject: 7 days left to choose your 2027 benefits
Hi [First name], You haven't made your 2027 benefits choices yet. Open enrollment closes Friday, November 13: harborbenefits.com/enroll [One line on the change that matters most, for example: the PPO premium is going up, and the new HSA plan costs less.] Questions? Just reply to this email. Dana Harbor Benefits
VoicemailHi [First name], it's Dana from Harbor benefits. Open enrollment closes Friday, November 13, and I don't see your choices yet. It only takes a few minutes. Call me back if anything's unclear.
Hi [First name], it's Dana from Harbor benefits. Open enrollment closes Friday, November 13, and I don't see your choices yet. It only takes a few minutes. Call me back if anything's unclear.
33 words
Tue, Nov 10 to Thu, Nov 12
Call everyone still missing
Your team calls from the browser with your own numbers, and every connected call is recorded.
Call scriptHi [First name], it's Dana from Harbor benefits. Open enrollment closes Friday, November 13, and I don't see your 2027 choices yet. Do you have a minute? I can answer any questions, or stay on the line while you enroll.
Hi [First name], it's Dana from Harbor benefits. Open enrollment closes Friday, November 13, and I don't see your 2027 choices yet. Do you have a minute? I can answer any questions, or stay on the line while you enroll.
40 words
Fri, Nov 13
Send a last-day email and text
Only to the people who still haven't enrolled.
TextHi [First name], today is the last day to choose your 2027 benefits: harborbenefits.com/enroll Questions? Just reply. Dana, Harbor benefits
Hi [First name], today is the last day to choose your 2027 benefits: harborbenefits.com/enroll Questions? Just reply. Dana, Harbor benefits
Fits in one text: 141 of 160 characters
EmailToday is the last day to choose your 2027 benefits
Subject: Today is the last day to choose your 2027 benefits
Hi [First name], Today is the last day of open enrollment. Choose your 2027 benefits here: harborbenefits.com/enroll After today, you can change your benefits only if you have a qualifying life event, such as getting married or having a baby. [Edit this to match your plan.] Dana Harbor Benefits
Mon, Nov 16
Ask everyone to check their choices
Give people a date to report a mistake, while there's still time to fix it before the plan year starts.
EmailPlease check your 2027 benefits choices
Subject: Please check your 2027 benefits choices
Hi [First name], Open enrollment is closed. Please check your 2027 choices at harborbenefits.com/enroll and tell us by [date] if anything looks wrong. Your new benefits start on January 1. [If new ID cards are coming, say when.] Dana Harbor Benefits
Mon, Nov 23
Ask how enrollment went
Three questions while it's fresh, so next year's plan fixes what confused people this year.
EmailThree quick questions about open enrollment
Subject: Three quick questions about open enrollment
Hi [First name], Thanks for choosing your 2027 benefits. Could you answer three quick questions? It takes about a minute: [survey link] 1. How easy was it to enroll, from 1 (hard) to 5 (easy)? 2. Did you get the information you needed in time to decide? 3. What one thing should we do differently next year? Dana Harbor Benefits
The download is a Word file that also opens in Google Docs.
Two notices have deadlines tied to open enrollment
Add them to your plan so they go out on time.
01
Send the Medicare Part D notice before October 15
Everyone on your plan who is eligible for Medicare Part D must be told whether your drug coverage is creditable before Medicare's Annual Enrollment starts on October 15. If your open enrollment opens later, send this notice on its own first.
Source: 42 CFR 423.56(c) and (f)(3)
02
Send the Summary of Benefits and Coverage with your enrollment materials
If people have to re-enroll, the SBC goes out no later than the enrollment materials. If coverage renews automatically, send it at least 30 days before the new plan year starts.
Source: 29 CFR 2590.715-2715(a)(1)(ii)(E)
Half of all callbacks come within 8 minutes of the voicemail
So leave each voicemail on a day your benefits team can pick up the phone. Leave the last one at least two days before the deadline, because 7% of callbacks come a day or more later.
Share of callbacks that had come in, by time since the voicemail landed
Show the numbersHide the numbers
| Time since the voicemail landed | Callbacks by then |
|---|---|
| 1 minute | 35.6% |
| 2 minutes | 39.8% |
| 3 minutes | 42.5% |
| 5 minutes | 46.3% |
| 8 minutes | 50.3% |
| 10 minutes | 52.3% |
| 15 minutes | 56.3% |
| 20 minutes | 59.4% |
| 30 minutes | 63.7% |
| 45 minutes | 68.2% |
| 1 hour | 71.4% |
| 1.5 hours | 75.7% |
| 2 hours | 78.7% |
| 3 hours | 82.5% |
| 4 hours | 84.9% |
| 6 hours | 87.8% |
| 8 hours | 89.3% |
| 12 hours | 90.3% |
| 18 hours | 91.2% |
| 1 day | 93.4% |
| 2 days | 96.3% |
| 3 days | 97.8% |
| 7 days | 100.0% |
Voicemails that land at 5 p.m. get the most callbacks
In VoiceDrop's callback study, which compares each sender only with itself, voicemails that landed at 5 p.m. in each person's time zone brought 24% more callbacks than the average hour, as people finish work. Tuesday to Thursday brought 14% more than Monday or Friday. So every voicemail in the plan above is set for 5 p.m..
Callbacks, by the hour the voicemail landed in their time zone
5 p.m.: +24% against the sender's average
The dashed line is each sender's own average. Tap a bar to see its number.
By weekday
Mon
−8%
Tue
+5%
Wed
+6%
Thu
+5%
Fri
−8%
Show the numbersHide the numbers
| Hour the voicemail landed | Callbacks, against the sender's average |
|---|---|
| 8 a.m. | −13% |
| 9 a.m. | +4% |
| 10 a.m. | +8% |
| 11 a.m. | −3% |
| 12 p.m. | −3% |
| 1 p.m. | −4% |
| 2 p.m. | +1% |
| 3 p.m. | −2% |
| 4 p.m. | +6% |
| 5 p.m. | +24% |
| 6 p.m. | +1% |
| 7 p.m. | −1% |
| 8 p.m. | −5% |
VoiceDrop sends the voicemails and texts in this plan, and your team makes the calls from it
Send the emails from your own inbox as usual. Everything else runs from one VoiceDrop account.
Upload your employee file as it is
Use the CSV export from your HR or benefits system. Mobile, work and home number columns are combined, and duplicates removed.
Every voicemail is in your voice, with each person's name
Record a short sample once, and VoiceDrop reads each voicemail in that voice with the first name and deadline from your file. It lands without ringing the phone.
Voicemails go out in each person's time zone
Pick your sending hours once, and each voicemail goes out during those hours where the person lives.
Texts carry the link, and replies land in one inbox
You see the exact message and how many people will get it before it sends. Our team files your texting registration with the carriers.
Your team calls from the browser
With your own numbers. Every connected call is recorded, and each person on your team gets their own login.
VoiceDrop passed an independent SOC 2 Type II audit
The audit covers security, availability and confidentiality. A security review usually asks about it first.
Here are answers to common questions about open enrollment communication
Book a demo and get a price for your open enrollment
Pick a time below, and bring the size of your employee list and your enrollment dates.
- See how a voicemail goes from your file to an employee's phone
- See the texts and the dialer your team would use
- Ask anything about security, integrations or time zones