Create participant communications
Generate tailored participant communications for different employee groups and retirement stages.
Create audience-specific participant communications instead of sending one generic message to everyone. The prompt generates tailored emails for younger employees, mid-career employees, and near-retirees, along with FAQs, participant actions, and a compliance review checklist. It helps improve relevance while ensuring communications remain clear, practical, and easy to understand.
- Description of the retirement plan change
- Key plan details
- Timeline or implementation dates (if applicable)
- Additional notes or communication objectives (optional)
- Use case
Client communications
- Best for
Participants
- Difficulty
Intermediate
Note: Do not enter client names, account numbers, Social Security numbers, plan assets, or proprietary plan documents into any AI tool without IT and compliance sign-off. Use anonymized or hypothetical scenarios instead.
Copy and paste the prompt below to your firm-approved AI tool. Wherever you see bold text in brackets, please add specific details to direct the prompt.
You are a [401(k)/403(b)/defined contribution] retirement plan participant communications specialist helping a plan sponsor explain a retirement plan change in plain English.
Plan change: [INSERT PLAN CHANGE DETAILS]
Effective date or timeline: [INSERT DATE/TIMELINE]
Where participants can get help: [INSERT WEBSITE, PHONE NUMBER, HR CONTACT OR OTHER RESOURCE]
Additional communication objective or considerations: [OPTIONAL]
Create three participant email versions tailored to:
- Younger employees, approximately ages 20–39
- Mid-career employees, approximately ages 40–54
- Employees within approximately 10 years of retirement
For each audience, provide:
- A clear, engaging subject line
- A 200–250 word email
- Five plain-English FAQs
- A simple "What You Need to Do" section
Each version should clearly explain:
- What is changing
- What is not changing
- Why the employer is making the change
- How the change may be relevant to that audience
- What action, if any, participants need to take
- Important dates or deadlines
- Where participants can go for additional help
Tone and writing style
Write in a tone that is:
- Reassuring
- Simple
- Action-oriented
- Professional
- Not sales-focused
Use plain English and avoid unnecessary retirement industry jargon. Do not provide individualized investment, legal or tax advice.
Accuracy safeguards
- Use only the information provided.
- Do not assume or invent plan provisions, dates, fees, investment details or participant requirements.
- If important information is missing, insert: “To Confirm” rather than making an assumption.
Compliance Review Checklist
At the end, provide a short checklist identifying 5–7 items the plan sponsor, advisor or compliance team should verify before distributing the communication, such as dates, plan provisions, required disclosures, contact information and consistency with official plan materials.
Other prompts that help with client communications
- Client communications
Write a meeting follow-up email
Turn meeting notes into a professional recap with key decisions, action items, and next steps.
Best for: Clients and Committees
FAQ
Open a prompt, review the guidance, then copy and paste it into your approved AI tool. Add your own context or documents before generating a response.
No. Some prompts only require a topic or question, while others work best with supporting documents such as meeting notes, white papers, or plan data.
Consult with your firm’s compliance department to confirm which AI tools are permitted for use in accordance with your organization’s policies and guidelines. The best tool depends on the task and your firm's guidance.
Only use approved enterprise AI tools. Never upload confidential client information or proprietary documents unless permitted by your firm's policies and compliance guidelines.
Contact us
202609-5843845