A benefit is worth as much as the team understands of it. Announcing the group insurance is therefore not an HR formality but the programme's first and most important communication moment. Copy the text below, replace the [SQUARE-BRACKETED] parts with your own details – and the announcement is ready.
The full version – for email or the intranet
Subject: New benefit: group life and accident insurance from [START DATE]
Dear Team,
We are glad to announce that from [START DATE], [COMPANY NAME] has taken out group life, accident and fixed-sum health insurance for [ELIGIBLE GROUP, e.g. all colleagues in employment]. The premium is paid in full by the company – there is nothing you need to do about the premium. One thing, however, is down to you: for the death benefit, please designate your beneficiary by completing the [FORM] – without a designation, payment will wait for the heirs and the probate procedure. Where the insurer requires it, signing the insured person's declaration is also necessary.
What does this mean in practice?
– On defined events – for example [SHORT LIST OF COVERS, e.g. bone fracture, hospital stay, surgery, a more serious accident] – the insurer pays a pre-agreed, fixed amount to the person entitled to it.
– The amount can be used freely: it does not reimburse invoices, it provides money when it is needed most.
– The exact amounts, waiting periods and exclusions are set out in the insurer's conditions; you will find the short summary here: [INTRANET PAGE / LOCATION OF THE SUMMARY].
What to do if something happens?
A claim is always filed by the colleague concerned (or the beneficiary), directly with the insurer – that is the fastest route. The insurer's contact details and the list of documents needed are here: [LOCATION OF THE CONTACT SHEET]. If you have questions, [HR CONTACT NAME] will help you find your way.
Important: the cover is tied to your employment and applies under the insurer's current policy conditions. Your health data never reaches the company – that stays strictly between you and the insurer.
Best regards,
[NAME AND TITLE OF SIGNATORY]
The short version – for the noticeboard or a shift meeting
NEW BENEFIT: GROUP INSURANCE
From [START DATE], [ELIGIBLE GROUP] are covered by group life, accident and fixed-sum health insurance. The premium is paid by the company. In case of an accident, a hospital stay or surgery, the insurer pays a fixed amount – the claim is filed by the person concerned, directly with the insurer. Details and contacts: [HR CONTACT / INTRANET PAGE].
Customisation tips – and what not to promise
Beyond the square-bracketed parts, two things are worth thinking through. One is the tone: the text above is deliberately warm and direct – if a more formal register is the norm at your company, the rewrite takes five minutes. The other is the boundaries: the announcement should contain no payout-deadline promises and no legal detail – the amounts and conditions belong to the insurer's documentation, while the internal text owns the essence and the signposting. For the questions that come after the announcement, the internal FAQ template gives ready answers, and for the version aimed at new joiners the onboarding pack template is the right starting point. For assembling the insurer contact sheet, the aids on the Resources page offer reference points.
A question about your own team? Book a free 20-minute consultation →
