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2025 Open Enrollment Season

The Complete Open Enrollment Checklist

Never miss a deadline with this comprehensive open enrollment checklist. Designed for benefits brokers and HR teams managing employee benefits enrollment.

Open Enrollment Timeline

90-120 Days Before

Planning & Strategy

  • Review current plan performance and claims data
  • Gather renewal quotes from carriers
  • Analyze market alternatives
  • Set contribution strategy goals
  • Draft preliminary plan recommendations
60-90 Days Before

Plan Design & Approval

  • Finalize plan selections with client
  • Confirm contribution amounts
  • Negotiate final rates with carriers
  • Update plan documents and SPDs
  • Prepare employee communication materials
30-60 Days Before

Communication Prep

  • Create enrollment guides and FAQs
  • Schedule employee meetings
  • Set up enrollment system/portal
  • Train HR on plan changes
  • Send initial announcement to employees
0-30 Days Before

Pre-Enrollment

  • Distribute enrollment materials
  • Host benefits fairs or webinars
  • Open enrollment portal for preview
  • Send reminder communications
  • Prepare for employee questions
Enrollment Period

Active Enrollment

  • Monitor enrollment participation
  • Send mid-period reminders
  • Assist employees with questions
  • Track completion rates by department
  • Final deadline communications
Post-Enrollment

Finalization

  • Audit enrollment elections
  • Submit enrollment files to carriers
  • Confirm coverage effective dates
  • Distribute ID cards and welcome kits
  • Schedule post-enrollment review

Open Enrollment Benchmarks

85%+
Target participation rate
3-4
Reminder touchpoints
2-3 Weeks
Ideal enrollment window
48 Hours
Carrier file submission

Employee Communication Templates

📧

Announcement Email

Initial communication 2-3 weeks before OE opens. Highlights key changes and dates.

Best sent: 14-21 days before
📋

Benefits Guide

Comprehensive plan comparison with costs, coverage details, and decision support.

Distribute: At OE start

Reminder Emails

Mid-period and final deadline reminders. Target non-completers specifically.

Send: Day 7 and Day 14

Confirmation

Post-enrollment confirmation with elected benefits summary and next steps.

Send: Within 48 hours of election

Common Open Enrollment Mistakes

Starting Too Late

Rushing leads to poor plan selection, missed negotiations, and stressed employees.

Poor Communication

Single email announcements result in low engagement and confused employees.

Ignoring Dependent Verification

Ineligible dependents cost employers thousands. Verify annually.

Skipping Post-Enrollment Audit

Enrollment errors create year-long headaches. Always audit before submitting.

Make Open Enrollment Effortless

BART automates plan comparisons, contribution modeling, and proposal generation—so you can focus on your clients, not spreadsheets.