AEP Text and Email Templates for Medicare Agents
Six ready-to-use AEP text and email templates for Medicare agents, with the TPMO disclaimer timing and TCPA opt-out language CMS and the FCC require on each one.
AEP text and email templates for Medicare agents A compliant AEP message is short, personalized, carries the right disclaimer at the right moment, and gives the client an easy way to opt out. Below are six templates you can use as-is for the stages of the Annual Enrollment Period (AEP), plus the specific language CMS and the FCC require you to include and when. When AEP outreach actually starts Medicare's Annual Enrollment Period runs October 15 through December 7 every year, with plan changes taking effect January 1. 1 Marketing and communications for Contract Year 2027 plans is allowed starting October 1, 2026 — two weeks before AEP enrollment itself opens. CMS's final rule for CY2027 also changed several things that affect what your templates should say: The Notice of Availability of language-assistance services is no longer required in plan marketing (HHS already requires a similar notice). Plans and agents must now give the Third-Party Marketing Organization (TPMO) disclaimer verbally before benefits are discussed , not just within the first minute of the call as the prior rule required. Scope of Appointment (SOA) forms can now be collected at educational events, and a personal marketing appointment can be scheduled for any time after the SOA is signed. Sales and marketing call recordings now only need to be retained for 6 years (down from 10), with transcripts allowed for years 4–6. All of this takes effect with CY2027 marketing, i.e., this AEP. 2 For the full disclaimer text and where it has to appear, see our TPMO disclaimer guide . Six templates for the AEP calendar Each template below includes merge fields (shown as {{first name}} ) so one message works across your whole book, and each is written to the character limits of a single SMS segment where it's meant to go out as a text. 1. Pre-AEP heads-up (send the first week of October) Text: "Hi {{first name}}, it's {{agent name}} with {{agency name}}. Medicare's Annual Enrollment Period starts Oct 15 — if your plan, drugs, or doctors changed this year, let's review before you lock in 2027 coverage. Reply or call {{agent phone}} to schedule. Reply STOP to opt out." This is educational, not a plan recommendation, so it can go out before the October 1 marketing window opens if you keep it limited to "let's schedule a review" rather than naming specific plans. 2. AEP opening-day message (October 15) Email subject: "{{first name}}, Medicare's Annual Enrollment Period is open" Body: "Hi {{first name}}, AEP is open through December 7. I've already started looking at what's changed for your plan next year — book a time this week and I'll walk you through it: {{scheduling link}}. TPMO disclaimer " The bracketed disclaimer placeholder matters here: because this message can lead into a benefits discussion, the verbal-disclaimer-before-benefits rule means your follow-up call needs the disclaimer read before you discuss plan details — the written message itself should still carry the standard TPMO disclaimer text your agency has on file. 3. Mid-AEP reminder for clients who haven't responded (mid-November) Text: "Hi {{first name}}, just a reminder — AEP closes Dec 7. If we haven't reviewed your 2027 options yet, reply here or call {{agent phone}} and I'll get you on the calendar this week. Reply STOP to opt out." 4. Deadline-week text (December 1–5) Text: "Hi {{first name}}, AEP ends Dec 7 — after that, changes aren't guaranteed until next year's enrollment period. If you still want a quick review, text or call {{agent phone}} today. Reply STOP to opt out." 5. Plan-change confirmation (after enrollment) Text: "Hi {{first name}}, your enrollment into {{plan name}} is confirmed, effective Jan 1. Your new ID card should arrive by late December — call {{agent phone}} if it doesn't or if anything looks off. Reply STOP to opt out." 6. Post-AEP thank-you and ANOC follow-up (January) Email: "Hi {{first name}}, thanks for trusting me with your Medicare review this AEP. Your plan's Annual Notice of Change (ANOC) covers what's different for 2027 — if anything in it is unclear, reply here and I'll walk through it with you." The two lines CMS and the FCC require, and where they go Two compliance requirements apply across all six templates above: TCPA opt-out language. Under FCC rule, a text message sent under consent you're relying on must tell the recipient they can reply STOP to opt out, and STOP must be honored as the message's opt-out method. 3 Once a client replies STOP (or QUIT, CANCEL, END, UNSUBSCRIBE, or anything a reasonable person would read as a revocation), you have to stop texting that number — a single opt-out confirmation is the only message you can send after that. The TPMO disclaimer. For CY2027, the disclaimer has to be given verbally before benefits are discussed on a call, and it still needs to appear on written/electronic marketing materials per your agency's standard language. See the full disclaimer requirements for the required content. Segment before you send The same six templates read differently depending on who receives them. A client whose plan is being discontinued needs the opening-day message sooner and worded more urgently than a client who's happy with their current coverage. At minimum, split your AEP list into three groups before you send anything: clients whose plan is non-renewing or changing materially, clients due for a routine annual review, and prospects who asked about Medicare but aren't enrolled with you yet. The pre-AEP heads-up and opening-day templates work for all three; the deadline-week template should go first, and more urgently, to the non-renewing group. A before-you-hit-send checklist Does this contact have a documented Scope of Appointment or existing consent to be texted/emailed about Medicare? Does the message include the STOP opt-out line if it's a text? Is the TPMO disclaimer attached to the message (or, if it's a call script, scheduled to be read before benefits are discussed)? Are you naming a specific plan? If so, confirm it's on/after October 1 for CY2027 materials. Is the client's name and plan filled in correctly by the merge field — not left as literal {{first name}} text? Is there a real phone number or scheduling link the client can act on immediately? Building these once and sending them to your whole book Typing a template by hand for every contact doesn't scale past a handful of clients. AgencyView's bulk text campaigns let you write a message once with merge fields like {{first name}} and {{full name}} , attach an opt-out line, and send it to a filtered group of contacts in one pass — and recurring campaigns (built the same way as the platform's birthday-text automation) can run the mid-AEP and deadline-week reminders above without you re-sending them by hand each week. For documents rather than messages — like a plan comparison you hand a client — the AEP review tool carries your agency's TPMO disclaimer automatically on every client-facing review you share, so you're not retyping it each time. None of this replaces reading the disclaimer verbally before you get into benefits on a call — that part is still on you. For the rest of your AEP calendar, including what to send before you even get to templates, see our turning-65 outreach calendar , and clean up your contact list before you send anything with the CRM data hygiene checklist — a duplicate contact record means the same client gets the same text twice. FAQ Can I text Medicare clients before AEP officially starts? You can send educational, non-plan-specific messages (like the pre-AEP heads-up template above) at any time, provided you have consent to text the number. Once you name a specific plan, you're in marketing territory, and for CY2027 materials that starts October 1. Do I need written consent to text a Medicare client? You need a basis for contacting that number under the FCC's consent rules, and a documented Scope of Appointment for the specific products you'll discuss if the…
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