Benefits, leave, and time off email templates
Open enrollment, leave requests, PTO decisions, and returning from leave. 11 free templates, each with two versions, subject lines, compliance notes, and a branded PDF.
Benefits and leave emails touch people at important moments: choosing health coverage for their family, taking leave for a new baby or a serious illness, or grieving a loss. Accuracy matters, and so does tone.
Some of these messages also sit next to legal requirements. FMLA leave, for example, has formal eligibility and designation notices with five-business-day deadlines, which our FMLA guide for employers explains. These templates are the human cover note that goes with those notices, not a replacement for them. For plan design and enrollment, see our employee benefits guide and PTO policy guide.
11 benefits, leave, and time off templates
Open enrollment announcement
Kick off benefits open enrollment with dates, what's changing, costs, and how to enroll.
Open enrollment reminder
A short final reminder before the open enrollment window closes.
New hire benefits enrollment
Tell a new employee when their benefits start, how long they have to enroll, and where to get help.
Leave request acknowledgment
Acknowledge a request for medical or family leave and explain the next steps and notices.
Leave approval
Confirm approved leave with dates, pay, benefits, and how to stay in touch while away.
Return from leave
Welcome an employee back from extended leave with a plan for the first days and any support they need.
PTO request approval
Approve a time-off request clearly and remind the employee of coverage and handoff.
PTO request denial
Decline a time-off request with a clear reason and an alternative, without damaging trust.
Condolence and bereavement leave
Offer sympathy to a grieving employee and explain bereavement leave without making them ask.
Flexible work request response
Respond to a request for remote work, a compressed schedule, or reduced hours, with a decision and a trial plan.
Jury duty leave response
Confirm time off for jury duty, explain pay, and ask for the summons and attendance record.
Before you send any benefits, leave, and time off email
These checks apply to every template in this category. They take a minute and prevent the mistakes we see most often.
- Dates, deadlines, and costs match the plan documents and carrier materials.
- Medical details stay between the employee and HR, not the manager or team.
- Required notices, such as FMLA forms or the Summary of Benefits and Coverage, are attached or scheduled.
- The employee knows exactly who to call, with a phone number.
- State leave programs and paid sick leave rules were checked for the employee's work location.
A to Z: benefits, leave, and time off
Condolence and bereavement leave Flexible work request response Jury duty leave response Leave approval Leave request acknowledgment New hire benefits enrollment Open enrollment announcement Open enrollment reminder PTO request approval PTO request denial Return from leave
Benefits, leave, and time off email FAQ
When does the FMLA clock start for HR?
Can managers handle leave requests on their own?
How should we reach employees who don't read email about benefits?
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