This Exit Interview Template sets a good foundation for company best practices on employee feedback. It should be adapted to your company’s specific needs and circumstances.
The Principle
Employees who are leaving a company may be more comfortable giving candid feedback about their experience than they were while employed. An exit interview is a structured way to collect those insights and use them to improve management and the employee experience.
Exit interviews can help you understand:
- Why the employee chose to leave.
- Where they are going next.
- How the new position differs from the current one.
- What the employee liked or disliked most.
- Whether the official job description matched the actual work.
- What advice the employee would give to a successor.
- What the company could do to improve working conditions for remaining staff.
The policy described here applies to employees who leave the company voluntarily.
Best Practices Highlights
Definitions
An exit interview is a discussion with an employee who has resigned. The goal is to receive an honest opinion about the employee’s work experience, reasons for leaving, and ideas for improvement.
In-person interviews are often preferred, but questionnaires, phone interviews, or video calls can be used depending on the employee’s preference.
Exit interviews are typically coordinated by HR. An immediate supervisor should generally not conduct the interview, because that may reduce candor. Some organizations also use external consultants.
Exit Interviews Are Voluntary
Exit interviews should be voluntary, and declining to participate should not create repercussions. HR should make clear that participation is optional while emphasizing that the company values the employee’s feedback.
Some organizations offer a small token of appreciation, such as a gift card, to employees who agree to participate.
Conducting Exit Interviews
The discussion should focus on collecting information and understanding the company from the employee’s point of view. Interviewers should not:
- Attempt to persuade the employee to rescind the resignation.
- Become defensive in response to negative feedback.
- Focus only on negative feedback.
- Exaggerate comments or quote employees out of context.
Standard Format
Interview length can vary depending on the person and format, but a standard session might last about 60 minutes. HR should close on a positive note, thanking the employee for their service and honest feedback.
Sample Questions
Questions can vary by role, seniority, and length of service. Common examples include:
- How would you summarize your overall experience working here, and what prompted your resignation?
- What is the best thing about working here?
- If you could change one thing about the workplace, what would it be?
- How would you rate the guidance and training opportunities available to you?
- Did the company recognize you appropriately for your work?
- What were the main constraints on your efficiency or productivity?
These questions should open a broader discussion and make it easier for employees to provide honest feedback on related issues.
In Case of an Important Disclosure
An exit interview may uncover an issue that requires immediate follow-up, such as harassment, discrimination, fraud, or other serious misconduct. HR should document those issues and follow the company’s policies and legal obligations.
The departing employee should also be told when a disclosure is serious enough that it cannot remain entirely within the normal confidentiality process.
Confidentiality
Exit-interview content should be handled confidentially. HR should explain how the feedback will be used and, where appropriate, present findings to management without directly attributing them to an individual employee.
Procedure
Once HR receives a notice of resignation, it may invite the employee to participate in an exit interview. The request should generally be made in writing, and the employee should be free to choose the format or decline participation.
The preferred timing is often before the employee’s final week rather than on the final day. Another option is to conduct the interview within a month after departure.
HR should compile and analyze themes from exit interviews and share meaningful findings and recommendations with senior management on an appropriate cadence.
Follow-Up Survey
For some employees, a follow-up survey several months after departure may help confirm initial feedback or surface issues the employee was reluctant to discuss immediately. HR should seek consent before sending a follow-up survey.
Manage the Full Employee Lifecycle
Exit interviews are one part of a larger employee lifecycle that includes onboarding, training, engagement, performance management, and retention.
Disclaimer: This information provides general guidelines only. It may not account for all relevant local, state, or federal laws and is not legal advice. Organizations should adapt any exit-interview process to their own policies and legal requirements.
