Checklist for Keeping Participants Informed
October 28, 2025 •
How can you have fewer questions from your employees and better outcomes during plan changes? By starting with clear communication.
When your retirement plan changes, knowing how and when to communicate is essential. A clear and detailed Participant Communication Checklist helps plan sponsors share plan updates clearly, confidently, and importantly, in a timely way.
From legal notices to plain-language updates, there’s a lot to manage. We’ve made this handy checklist to get you started. It’s a strategic way to bring your internal communications team and HR team up to speed and able to effectively communicate the changes and updates to your staff.
What it covers:
- Identifying what’s changing and who it impacts
- Coordinating messaging with your providers
- Choosing the right delivery methods
- Creating clear, participant-friendly messages
- Tracking follow-up and questions after rollout
We all know that good communication builds trust and helps employees stay engaged with their retirement benefits. But you may not know, it also supports your fiduciary responsibilities.
If your plan has updates coming soon, or you want to strengthen your communication process, this checklist is a simple, valuable place to start. The next best step? Set up a call with your HFM 401k advisor. We’re here to help at every step of your plan and roll out.
Download the Participant Communication Checklist now!
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