Handled well, benefits plan renewal communication builds trust, drives retention, and increases benefits appreciation. Handled poorly, it can turn into confusion, resentment, and a spike in HR complaints.

You can’t treat benefits communication as just another item on your to-do list; you need to embrace it as an opportunity to maximize ROI on your group benefits. It’s your chance to:

• Reduce costs. 
• Build trust and transparency with staff.
• Increase appreciation and understanding of the total compensation package.
• Boost employee engagement and retention by helping staff use their benefits to the fullest.

When Benefits Communication Goes Wrong: A Cautionary Tale

Imagine this: You’ve spent weeks working with your broker on the employee benefits renewal. It’s late Friday afternoon, you’re tired, and you send out an all-staff email with the subject line “Important Benefits Update.”

By Monday morning, your inbox is exploding. Employees skimmed the first line, saw “increased premiums,” and jumped straight to panic. Slack is buzzing with rumours: “Dental coverage is gone. Vision is cut. The company’s slashing benefits.” 

None of it is true, but the damage has been done.

Now you’re stuck in firefighting mode:

• HR is swamped with angry calls and walk-ins.
• Supervisors are frustrated, losing hours answering the same questions.
• Employees feel blindsided, questioning whether leadership really has their back.

And the worst part is that you know it’s a strong, competitive benefits plan. The coverage includes better dental, vision, and paramedical services. You added new mental health resources that staff said they wanted. On paper, it’s a plan that should increase satisfaction, improve wellness, and help retain top talent.

But because the communication wasn’t clear, everyone is upset. Instead of feeling supported, employees feel shortchanged. Instead of celebrating a successful renewal, you’re stuck putting out fires.

Your Playbook for Effective Employee Benefits Renewal Communication

The good news is that benefit plan communication disasters are completely preventable. With the right strategy, you can flip renewal season from a source of stress into one of the best opportunities you’ll have all year to boost engagement, build trust, and highlight the true value of your benefits plan.

1. Start with Your Benefits Advisor

Arm yourself with the facts.

• Get a clear breakdown of cost drivers (e.g., rising mental health claims or expensive new prescriptions).
• Understand what’s negotiable and what’s mandatory.
• Benchmark against similar Alberta organizations.

2. Spell Out What’s Changing and What’s Not

Employees want straight answers. 

• Outline what is new, for example, HSAs or WSAs, wellness programs, or digital tools.
• Explain what is different, like contribution levels, deductibles, or coverage maximums.
• List what is staying the same.
  
  

Tip: A simple side-by-side chart (old vs. new) can stop misinformation before it starts.

3. Talk Costs Honestly

Don’t sugarcoat premium increases. Be truthful and transparent. 

• Show both the employer’s and employee’s share.
• Link increases to real-world drivers (“Canada’s patent drug costs are climbing”).
• Highlight strategies you’ve used to keep increases manageable.

4. Focus on How to Use Benefits

Renewal season is the best time to re-educate staff on how to use their benefits. 

• Downloading digital benefit cards
• Submitting claims through mobile apps
• Confirming reimbursement and maximum claim amounts
• Accessing EAP services for mental health or caregiving

5. Show the Value

Benefits are part of the total compensation package, and staff should have access to the numbers that help them understand their true value. 

• Share your total annual employer contribution.
• Translate coverage into real savings by highlighting that employees often receive hundreds to thousands of dollars each year in reimbursements.
• Highlight options for preventive and wellness services.
• Remind employees that HSAs and WSAs are tax-advantaged tools.

6. Use Plain Language and Smart Formats

“Stop-loss pooling” means nothing to most employees. Please never include that in your communication! Instead:

• Replace jargon with plain language.
• Use visuals like FAQs, infographics, and side-by-sides.
• Keep emails short and link to resources for additional details.

7. Deliver Through Multiple Channels

Different people absorb information in different ways. Combine:

• Email (short summary + link to details)
• Town halls or webinars for Q&A
• Intranet hubs with all resources in one place
• One-page handouts for quick reference
• Posters and pamphlets in common areas

8. Make It a Two-Way Conversation

Benefits affect real lives, and you need to treat communication as a conversation, not a broadcast. This is one of the most overlooked steps that can have the greatest impact. Use tools like: 

• Anonymous surveys for feedback
• Drop-in HR office hours
• Slack/Teams channels for ongoing questions

9. Provide Support Beyond Renewal Season

Your communication shouldn’t vanish after one week in November. I can’t stress this enough! Benefits communication needs to happen year-round. Use: 

• Ongoing reminders about underused benefits
• Regular education on cost-saving options
• A clear “who to contact” channel for claims issues

Using an Advisor to Improve Benefits Renewal Communication and Plan Usage

A benefits advisor makes renewal communication easier by using their expertise to simplify complex plan details, prepare clear employee-ready resources, and anticipate questions that would otherwise overwhelm HR.



• Reduces HR workload: Advisors summarize plan changes, prepare resources, and handle questions so that you can focus on higher-value priorities.
• Delivers expert-level clarity: Advisors translate complex insurance terms into plain, relatable language that employees understand and trust.
• Provides a confidential contact option: Employees may feel uncomfortable bringing questions related to personal health or family concerns to HR, so advisors offer a safe, private option for guidance.
• Boosts plan usage and appreciation: Clear, consistent communication helps employees use their coverage, which results in a better ROI for the organization.

Turn Your Benefits Plan Renewal Into Employee Engagement 

With the right approach, employee benefits renewal communication can become a powerful way to build trust, strengthen retention, and show employees how valued they are. 

By being transparent, using plain language, and offering multiple ways for employees to ask questions and get support, you prevent costly communication breakdowns and make sure your employees feel excited about their benefits plan. 

And when you partner with a benefits advisor, you take the pressure off HR while giving employees a trusted contact to help them understand and use their coverage.

At CG Hylton Inc., we help Alberta employers simplify renewals and communicate them effectively. Our goal is to take the stress out of the process while ensuring your team fully appreciates the benefits you work so hard to provide.

Book your free benefits renewal consultation today. There’s no obligation, and we’ll share lots of expert insights.