If it's time for your company's group health plan to renew, it's advisable to notify your employees about the new plan options in writing. It's ideal to share this information in advance of the open enrollment period so that they have time to consider their options and make an informed decision about what plan best meets their needs.
Group Health Insurance Renewal Letter
If you need some guidance to draft a health insurance renewal letter for your employees, consider using the sample letter provided here as a starting point. You will, of course, need to adjust it so the information is specific to your organization's situation, but it's a good example of how to word and format this type of letter.
Simply click the image below to access the letter. It will open as a PDF document that you can edit, save and print. See this guide to printables if you need assistance with the template.
Be sure to include details of each plan option and clearly explain what amount the company will contribute toward health insurance premiums. Define any key terms that employees may not be familiar with. For example, if one of your plans is a high deductible health plan (HDHP) or physician provider organization (PPO) plan, be sure that you use the complete term rather than the acronym the first time it is mentioned.
If you distribute paper paychecks to your employees, you may want to place each worker's letter in his or her payroll envelope a few weeks prior to the open enrollment period. Alternately, you could mail a letter to each employee's home, distribute letters via on-site employee mailboxes or email the letter directly to each worker. Another option would be to give letters to each supervisor for distribution to his or her direct reports. You could also post a copy of the letter (minus the inside address and personal greeting) on the company intranet.
Be Prepared to Answer Questions
Any time there is a change in available group health insurance options, it is only natural for employees to have questions. For that reason, the letter should be sent from and signed by the company representative that employees should reach out to with their concerns. If additional individuals can field these types of questions, they should be named in the concluding paragraph of the letter along with their contact information. The key is to make it as easy as possible for team members who need additional information to get to a staff member who can address their concerns.