Information Memo: Benefit Enrollment Time

Your boss, Pauline M. Wu, Human Resources, asks you to draft a memo for her signature. It announces the open enrollment period for employees to change their benefit coverage. This is an important announcement because employees may make changes to their benefits only during this period. The cutoff date is November 29; all applications must be in by that time.

Ms. Wu is very concerned about the attitude of employees in the past. They don't seem to realize that changes to health, dental, and life insurance programs can be made only once a year, during the month of November. She wants you to get this announcement out by September 15. Emphasize that the decisions employees make are important-to themselves and to their families. You will want to caution employees that voluntary changes can be made only in November, although qualified changes in family status, of course, may be made during the year.

She wants you to tell employees that most of the benefit program is unchanged. However, dental coverage is a little different; two carriers now offer dental coverage. Family members are also eligible for increased coverage in life insurance, and medical coverage now offers a basic plan plus a prudent buyer plan. You don't have to describe these improvements; just encourage employees to read about them in the enrollment package you will enclose.

She asks you to select times on three days when representatives from Human Resources will be available to answer employee questions. When you push her for more details, she says that you will be one of the representatives. Therefore, consult with another representative to work out a schedule. But do choose two-hour blocks of time. She suggests that these question-and-answer sessions be held in the East Lounge.

Your Task. Prepare a hard-copy memo to all employees that will serve as a cover memo for a benefit enrollment package. Address your memo for the signature of Pauline Wu, Director, Human Resources. You know that Ms. Wu appreciates concise, straightforward expression.