Year-Round Engagement Templates

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New Hire Onboarding Communications

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Day 1 — Benefits Overview Email

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Subject: Your benefits are ready. Here's how to enroll.

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[FIRST NAME],

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Welcome to [COMPANY]. Part of what we offer every employee is a benefits package worth knowing about — and the best time to start is now.

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Here's what you have access to starting today:

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• Medical, dental, vision: Covered under [PLAN NAME]. [One-sentence summary of coverage level.]
• [FAMILY HEALTH BENEFIT — e.g., Maven]: [One sentence — e.g., "Full fertility, maternity, parenting, and menopause support — no referral needed."]
• [FSA/HSA]: [One sentence on how it works and how to activate.]
• [ANY OTHER KEY BENEFITS]: [One sentence each.]

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You have [X DAYS] from your start date to make your enrollment elections. After that window closes, you'll wait until the next open enrollment period.

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Next step: Log in at [PORTAL LINK] and complete your elections.

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Questions? [HR CONTACT NAME] is your go-to: [EMAIL].

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[SIGNATURE]

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Week 2 — Follow-Up with Enrollment Link

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Subject: Reminder: benefits enrollment closes [DATE]

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[FIRST NAME],

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Quick reminder — your window to enroll in benefits closes [DATE].

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If you've already completed your elections, you're all set. If not, log in at [PORTAL LINK] now — it takes about 15 minutes.

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After [DATE], you won't be able to make changes until open enrollment or a qualifying life event.

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[SIGNATURE]

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30-Day Benefits Check-In (HR or Manager Send)

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Subject: 30 days in — a quick check on your benefits

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[FIRST NAME],

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You've been with us for a month. Just checking in to make sure you've had a chance to activate the benefits available to you.

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A few things worth noting if you haven't explored them yet:

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• [BENEFIT NAME]: [One sentence on how to access.]
• [BENEFIT NAME]: [One sentence.]
• [MAVEN / FAMILY HEALTH BENEFIT]: Available for fertility, pregnancy, parenting, and menopause support. Register at [LINK] — takes two minutes.

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If anything came up in your first month that made you wish you had better coverage, this is a good time to flag it to [HR CONTACT].

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[SIGNATURE]

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Benefits Awareness Moments Calendar

For each moment: a suggested Slack message and one-paragraph intranet post. Use as-is or adapt to your voice.

January — New Year Benefits Reminder

Slack: 🎉 New year, fresh start — and a good time to make sure you're using your benefits. If you signed up during open enrollment and haven't activated [BENEFIT NAME] yet, now's the time. → [LINK]

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Intranet post: The new year is a natural moment to take stock of what you've signed up for and whether you're actually using it. If you enrolled in [BENEFIT NAME] during open enrollment, activation is simple: [one-sentence instructions + link]. Benefits only work when you use them.

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April — National Infertility Awareness Week

Slack: 💙 This week is National Infertility Awareness Week. If you or someone you know is navigating fertility challenges, your benefits include [MAVEN / BENEFIT NAME] — confidential, clinical support available from day one. More at [LINK].

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Intranet post: One in eight couples faces infertility. During National Infertility Awareness Week, we want to make sure every employee knows what's available to them: [BENEFIT NAME] covers [description]. No referral is needed, and your use is confidential. Learn more at [LINK].

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May — Mental Health Awareness Month & Mother’s Day 

Slack — Mental Health Awareness Month 💚 May is Mental Health Awareness Month — a reminder that your benefits include [MENTAL HEALTH BENEFIT / MAVEN / EAP]. Whether you're navigating stress, burnout, or something heavier, support is available. [LINK]

Slack — Mother's Day: 🌸 Mother's Day is this Sunday. Whether you're celebrating, navigating a complicated relationship with the day, or somewhere in between — your benefits include support for wherever you are in your family journey. [MAVEN / BENEFIT NAME] is available whenever you need it. [LINK]

Intranet post — Mental health awareness: This month, we're highlighting the mental health and women's health resources available through your benefits. [BENEFIT NAME] covers [description]. [EAP NAME] offers [description]. You don't have to be in crisis to use them — they're designed for everyday support too. [LINK]

Intranet post — Mother’s Day: Mother's Day means something different to everyone. For some, it's a celebration. For others, it's a complicated day — navigating fertility challenges, loss, a difficult relationship, or a family journey that doesn't fit a greeting card.

Whatever this time of year brings up for you, your benefits include support that meets you where you are. [MAVEN / BENEFIT NAME] provides confidential access to [fertility / maternity / parenting / mental health support — edit to fit]. No referral needed, no explanation required. [LINK]

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October — Pregnancy and Infant Loss Awareness Month

Slack — Pregnancy and Infant Loss Awareness Month: 🕯️ October is Pregnancy and Infant Loss Awareness Month. If you're navigating a loss — or supporting someone who is — your benefits include [MAVEN / BENEFIT NAME], which provides confidential clinical and emotional support. [LINK]

Slack — Menopause Awareness Month: 🧡 October is Menopause Awareness Month. If you're navigating perimenopause or menopause — or supporting someone who is — your benefits include [MAVEN / BENEFIT NAME], with confidential access to specialists who actually understand what you're going through. [LINK]

Intranet post — Pregnancy and Infant Loss Awareness Month: Pregnancy and infant loss affects more families than most people realize — and it often goes unsupported in the workplace. Your benefits include [MAVEN / BENEFIT NAME], which provides confidential access to [description of support]. If you're navigating this, you don't have to do it alone. [LINK]

Intranet post — Menopause Awareness Month:
Menopause affects every woman, yet it remains one of the most under-supported transitions in the workplace. Symptoms can affect sleep, concentration, mood, and day-to-day performance — and most people navigate it without ever mentioning it to their employer.

Your benefits include [MAVEN / BENEFIT NAME], which provides confidential access to menopause specialists, personalized care plans, and ongoing support through every stage of the transition. You don't have to manage this alone, and you don't have to bring it up with anyone at work to get help. [LINK]

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Quarterly Utilization Nudges

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Q1 (January) — "You have these benefits. Here's how to use them."

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Subject: You signed up. Here's how to actually use your benefits.

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[FIRST NAME],

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You enrolled in [COMPANY]'s benefits package during open enrollment. Now's a good time to make sure you've activated the things you signed up for.

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Three things worth checking this month:

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1. [BENEFIT NAME]: Have you registered yet? [One sentence on how.] [LINK]
2. [BENEFIT NAME]: [One sentence on how to use + link.]
3. [FSA/HSA, if applicable]: If you haven't set up your account, you may be leaving money on the table. [LINK]

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Benefits don't do anything until you use them. Ten minutes now can save you hundreds later.

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[SIGNATURE]

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Q2 (April) — Social proof nudge

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Subject: Most employees with [benefit] haven't activated it yet. Have you?

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[FIRST NAME],

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[X]% of employees who enrolled in [BENEFIT NAME] haven't activated it yet. If you're in that group, here's what you're missing: [one sentence on the value].

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It takes less than [X MINUTES] to get started: [LINK]

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[SIGNATURE]

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Q3 (July) — Mid-year check-in

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Subject: Get the most out of your 2027 benefits

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[FIRST NAME],

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Six months into the year — a good moment to check in on your benefits.

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A few things to note:

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• New this year: [Any benefit added mid-year — or remove this bullet if N/A]
• Underused: [BENEFIT NAME] has lower activation rates than we'd expect. If you enrolled and haven't tried it yet: [LINK]
• Planning ahead: Open enrollment reopens in [MONTH]. If your coverage isn't quite right, now's the time to start thinking about what to change.

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[SIGNATURE]

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Q4 (October) — Pre-OE awareness build

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Subject: Open enrollment is coming. Here's how to prepare.

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[FIRST NAME],

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Open enrollment opens in [X WEEKS]. Before you get there, it's worth spending a few minutes thinking about what's working and what isn't in your current coverage.

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Questions worth asking yourself:

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• Did you use your medical, dental, or vision benefit this year?
• Did you or your family have any health events that weren't well-covered?
• Is there a benefit you enrolled in and never activated?
• Did anything change in your life this year — new child, marriage, change in health needs — that should affect your coverage?

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More details on what's changing for next year coming soon.

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[SIGNATURE]

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Life Event Trigger Templates

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Pregnancy Announcement — Maven / Maternity Benefit Callout

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Subject: Congratulations — here's your maternity benefit overview

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[FIRST NAME],

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Congratulations on your news! We want to make sure you know what your benefits include during this time.

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Your maternity benefit: [BENEFIT NAME] covers [description]. To get started: [LINK]

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[If Maven is the benefit:] Maven is available to you now — before, during, and after pregnancy. You can connect with OB-GYNs, midwives, lactation consultants, mental health providers, and more. Register at [LINK] — it takes two minutes, and your first appointment is available within 24 hours.

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Your leave policy is documented at [LINK]. [HR CONTACT] is available to walk you through your options.

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[SIGNATURE]

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New Parent Returning from Leave

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Subject: Welcome back — benefits reminder for your return

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[FIRST NAME],

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Welcome back. We hope your leave gave you the time you needed with your little one. We know this transition can be hard, and want to help support you.

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A few benefits worth knowing about as you return:

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• [LACTATION SUPPORT / MAVEN]: [One sentence — e.g., "Maven's lactation consultants are available on-demand if you're nursing."] [LINK]
• [CHILDCARE / DEPENDENT CARE FSA]: [One sentence + link, if applicable.]
• [MENTAL HEALTH / POSTPARTUM SUPPORT]: [One sentence — e.g., "Maven's postpartum mental health support is available if you're navigating the adjustment."] [LINK]
• How to book a lactation room: If you’re breastfeeding, we have dedicated space for you to pump while at work. [Add your company’s details about where lactation rooms can be found, how to reserve one, and any processes or policies to be aware of]

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Your manager knows you're back and is ready to support your transition. Don't hesitate to flag anything that would make your return easier.

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[SIGNATURE]

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Employee Announces Adoption or Surrogacy

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Subject: Congratulations — here's what your benefits cover

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[FIRST NAME],

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Congratulations on your exciting news! Your benefits extend to adoption and surrogacy support — here's what to know.

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[ADOPTION / SURROGACY BENEFIT]: [Description + link]

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[If Maven:] Maven covers the full family-forming journey, including adoption and surrogacy pathways. Connect with a care advocate who can walk you through what's covered and how to access it: [LINK]

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Your leave entitlement: [One sentence on leave policy + link to full policy.]

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[SIGNATURE]

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Manager Enablement Cadence

A quarterly touchpoint system to keep managers fluent in available benefits without requiring research. Distribute via email or Slack from HR.

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Quarterly Manager One-Pager — [Q1 / Q2 / Q3 / Q4] [YEAR]

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This takes 5 minutes to read and will help you answer the questions your team is most likely to ask this quarter.

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What's current this quarter

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• [Any new benefit launched, change made, or awareness moment HR wants managers to reference]
• [Anything changing in the next 60 days managers should know about]

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Benefit to highlight this quarter: [BENEFIT NAME]

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• What it covers: [1–2 sentences]
• Who it's for: [employees / families / specific life stage]
• How to access it: [1 sentence + link]
• Common employee question: [One Q&A HR wants managers to be able to answer]

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Dates to have on your radar

[AWARENESS MONTH / CAMPAIGN]: [DATE]

[BENEFITS FAIR / WEBINAR]: [DATE]

[OPEN ENROLLMENT WINDOW, if upcoming]: [DATE]

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Where to send employees

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• Benefits portal: [LINK]
• Intranet FAQ: [LINK]
• HR contact: [NAME, EMAIL, SLACK]

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