Exit Interview Format for Effective Feedback

Exit interview formats ensure consistency, guide productive conversations, and streamline data collection for actionable employee feedback. Structured templates help organizations improve retention, identify trends, and enhance offboarding experiences.

By Brad Nakase, Attorney

Email | Call (800) 484-4610

Have a quick question? We answered nearly 2000 FAQs.

Table of Contents

1. Why is it good to have an exit interview format?

2. Why do you need an exit interview?

3. Why should you use a template exit interview?

4. Sample questions for an exit interview

5. Form template for exit interviews

6. Sample email for an exit interview

7. How to do exit interviews that get results

8. In conclusion

Why is it good to have an exit interview format?

If you want your exit interviews to be consistent and comprehensive, you need an exit interview template. Without one, your process will be incomplete. The comments can help you figure out how to make working for your company more enjoyable for your employees.

Harvard Business Review reported that one-quarter of organizations do not perform exit interviews. There are other companies that do this as well, but they don’t use the data they get to make changes or even evaluate it. Your employees are your most significant resource, so finding out why they leave can help you make changes for the better, increase engagement and retention, and demonstrate to your staff that they value their perspectives.

Why do you need an exit interview?

An employee’s boss or an HR representative will conduct an exit interview with them before they leave the company. But it’s suggested that an HR person do the exit interviews since they are a neutral third party who will keep the information private.

In a typical exit interview, a human resources representative will sit down with the departing employee, either in person or virtually, and ask them a series of questions, taking notes as they go. Exit interviews can take the form of in-person meetings, online surveys that employees can access whenever it is convenient for them, or a mix of the two.

During an exit interview, employees who are leaving the firm have the opportunity to openly discuss their reasons for leaving, any problems they encountered during their time here, and any suggestions they may have for making the company better. They provide a rare chance to pinpoint issues because they are more likely to be honest and open about their thoughts and feelings than an employee who is staying put.

Exit interviews can help you make better decisions and guide your future actions. Improving the onboarding process or providing managers with coaching are two ways to boost employee happiness and decrease attrition.

People can also find some peace of mind through exit interviews. After leaving their job, they feel validated and relieved because they were able to convey their previously unspoken thoughts and sentiments.

Leaving on a good note encourages former employees to hold the company in high regard and promote positive word of mouth, which elevates your employer status. It is critical to ensure that employees depart on a favorable note, and a careful exit interview can make a major impact, because as many as 28% of employees have boomeranged—returned to work for their previous company after leaving.

Why should you use a template exit interview?

To get the most out of an exit interview, use a template. An organized system for documenting the employee’s helpful feedback allows for more strategic data collecting and comparison.

The following are some of the many reasons why it is crucial to have an employee exit interview form on hand:

1. Including every relevant subject

Every worker brings something special to the table in terms of expertise, perspective, and background information. After you’ve determined what information is truly necessary, you can create an exit interview guide that covers all the bases with pertinent questions.

When doing your exit interview, it may be useful to touch on any issues you may have had with internal communication, for instance.

2. Keeping things consistent

By consistently using the same employee exit interview template, you can establish a benchmark for your policy and guarantee that every employee is given the same set of questions. This simplifies data collection and analysis over time and promotes objectivity.

Gathered feedback helps the organization spot trends, repeating problems, or improvement opportunities.

3. Discussions stay fruitful

To keep everyone on the same page, consider using an exit interview template for employees. There will be interviewees who are very emotional and verbose, which could divert the conversation away from important subjects. Rather than letting off steam or going off on a tangent, a template keeps the interview on track.

4. Workers are ready

Prior to the in-person meeting, the interviewee might review the questions on an exit interview template. They will be well-prepared, know what to expect, and have time to consider their answers because of this. Having the employee prepare ahead of time allows for more insightful feedback than when they are forced to answer spontaneously.

5. Efficiency in using time

To make the process more effective and streamlined, it is helpful to have a template of questions to ask during an exit interview. Because both the interviewer and the interviewee are aware of what to expect, neither will have to spend time planning the questions or the order of discussion. This helps keep the interview on track and considerate of everyone’s time.

6. Considering all relevant legal factors

Ensuring that the interviewer does not inadvertently ask any sensitive or unlawful questions is another benefit of using a structured exit interview template. By sticking to a set of standard questions, you can lessen the likelihood of legal trouble stemming from improper questioning.

7. Different kinds of exit interview forms

There are two approaches to using exit interview templates. Two methods exist for conducting exit interviews: one uses spoken questions and the other uses a written form that the employee fills out.

You may also mix the two approaches by having workers fill out a survey and then having an interview to go over their answers.

Include the following five types of questions in your exit interview template:

Explanation for leaving
Job circumstances
Technology
Work environment
Company culture

Adapting the exit interview format to your company’s specific requirements is important, but in the meanwhile, here are two approaches, along with some questions to think about:

Sample questions for an exit interview

Human resources will use an exit interview questions template when they meet with the departing employee in person. It typically takes the form of conversation-starting open-ended questions.

In order to help you create your own template, we have included some example questions for each of the five categories.

A. Concerns regarding the departing worker and the business

What made you decide to start seeking employment elsewhere?

Everyone goes on the hunt for a new job for their own special combination of reasons and experiences. It can be for a more favorable work environment, a higher income, a less time-consuming commute, a more exciting opportunity, or something else entirely.

But eventually, patterns will emerge in your data, such as employees departing for higher pay or a lack of internal promotion chances. This is a great starting point for thinking about how your company may grow in the area of employee benefits.

Is your manager someone you get along with?

There’s some truth to the cliché, “People don’t leave their job; they leave their boss.” It can be difficult for employees to communicate openly and honestly when they have difficulties with their supervisors. One advantage of conducting exit interviews is that employees are more likely to open up about any problems they’ve had with certain supervisors or your hiring process in general.

Additionally, you could hear great things about certain bosses, who could serve as role models for other employees.

When you look back on your time with the team or firm, what are the particular things you wish had been different?

This offers you a clear picture of what employees think needs change from their point of view and gives them greater leeway to be honest about why they’re leaving without being too dramatic.

The employee may express a desire to work on a new team if, for instance, they have problems getting along with certain teammates.

The HR business partner at the recruiting platform Revelo, Lucas Diegues, has three suggestions regarding how to go about doing exit interviews:

Show warmth and friendliness. Be receptive to compliments, criticisms, and ideas for improvement. Building rapport and trust with an employee should take precedence over trying to change their point of view at the moment.
Show compassion. Keep in mind that the departing employee has their own set of goals, concerns, and reasons for leaving.
Use strategy. While maintaining an overarching perspective on the company, listen to the employee’s feedback. Learn more about the problems so you can fix them and make the company’s teams, services, and culture better.

B. Issues related to employment

How well did the work meet your expectations?

Asking this question will help you understand how you’re hiring and whether or not you’re painting a realistic picture of the job and the firm for prospects. When asked about candidate expectations versus job requirements, a “no” response from an employee suggests that there may be a disconnect.

Since you were hired, do you think your job description has changed? If so, how?

As an added bonus, this inquiry helps keep candidates from having inflated expectations. If workers complain that their responsibilities have grown substantially since hiring, it’s time to revise the job description to make sure nothing similar happens in the future.

Which characteristics must we make sure your successor has?

When it comes to understanding the most crucial knowledge, abilities, and character traits for their position, the departing employee is a master. They are well-versed in the ins and outs of the work because they have done it day in and day out for whatever long.

C. Concerns regarding the work environment

What words best capture the essence of our work environment?

Asking this question will help you understand your company’s culture from multiple angles. The experiences of each employee will be unique. A marketing manager in corporate headquarters may have one opinion of company culture and an entry-level sales associate on the factory floor another.

If you want to handle cultural differences that may exist between places and jobs, this is a good way to do so.

Tell me what you love best about our business culture.

When you think about the corporate culture you’ve built, what do your workers like the most? Is it creativity, honesty, or a combination of these and other qualities? When you start to notice patterns, you’ll have a much easier time selling the organization to potential employees.

In your opinion, what part of our corporate culture may use some tweaking or improvement?

There is always an opportunity for development, and it is not uncommon for upper-level management to be oblivious to the ways in which the present culture is harmful or ineffective. However, HR can begin investigating the matter and implementing adjustments if exit interviews consistently reveal that employees feel the culture is toxic on some level.

D. Concerns regarding the office setting

Give me an idea of what it’s like to work there.

If you want to know what your employees think about the physical aspects of their workplace, such as the lighting, comfort, sense of safety, and amount of space they have, this is a great question to ask in an exit interview.

You can use this to see if your present workplace promotes employee happiness, safety, and productivity.

Please tell me the thing(s) that you like best about where you work.

You may use the answer to this question in your employer branding and recruitment campaigns by highlighting the aspects of the workplace that are most appealing to potential employees.

Specifically, what is it about your workplace that you dislike the most?

Even though everyone has their own unique set of dislikes, you might start to notice trends in your data after a while. For instance, it’s possible that staff members are unhappy about not having a dedicated workstation, or that there just aren’t enough desks to go around.

Resolving these minor issues can greatly improve the work environment for all employees.

E. Concerns regarding the infrastructure

Were you able to complete the job using the resources you needed? What was lacking, if not?

Lack of proper resources has a direct impact on worker satisfaction and productivity. Therefore, by asking this question, you can make sure that your staff are starting off with the correct tools.

How difficult was it to learn how to use all of the company’s software when you first started?

You can learn about your workers’ first impressions of the company by asking them this question in an exit interview. In order to enhance the user experience and the overall impression that new employees acquire of the organization in their first few weeks, it is important to address any recurring technical issues.

You should also make sure that your staff onboarding process includes a strong emphasis on learning how to use various systems and apps.

When you were working remotely, how happy were you with the tools that allowed you to communicate with your coworkers and clients?

If your company has adopted a remote or hybrid work model, it’s crucial to assess how well it’s benefiting your staff, as this type of work arrangement is becoming more common. Efficient and productive work can’t happen without the tools your staff use to communicate and work together, both internally and with clients. Video conferencing, chat, and file sharing software all fall under this category.

Form template for exit interviews

Workers are often asked to fill out surveys or questionnaires as part of an exit interview. Some questions may be open-ended, while others use a rating scale or multiple-choice format to collect responses.

This strategy yields more tangible and measurable data than exit interview questions.

1. Evaluation questions using a multiple-choice format

The closed-ended questions in rating scale and multiple-choice surveys seek responses according to established standards. When asked for their feedback, workers can either provide a number rating or provide an opinion. Additionally, there might be a space for people to provide more detailed explanations using their own words.

2. Template that combines closed-and open-ended features

Another option is to employ a sample exit interview form that includes both closed- and open-ended questions. It gives you the freedom to choose the best approach for collecting the specific type of feedback you need.

Sample email for an exit interview

If you want to send an email invitation to a departing employee for an exit interview, you can use a template for that. If you want the employee to feel comfortable and not caught off guard during the interview, it’s crucial to give them plenty of notice about the interview’s objective, who will be there, and the location.

The following is a sample exit interview email:

Hello (Employee’s name),

I hope you’re doing well!

We would like to invite you to participate in an exit interview since you are departing the company on (Date).

We are doing this interview in the hopes of gathering insightful comments about your time while working for (Company) that will guide our efforts to grow and develop going forward.

We’ve attached the survey questions to this email for your convenience. To give yourself plenty of time to think about your answers, we suggest reading this ahead of time. Keep in mind that we will keep all of your information private.

The exit interview details are as follows:

– (Date)

– (Time)

– (Location)

– Conducted by (name/s)

Feel free to contact me at any time with questions.

Warm regards,

(Name)

(Role)

How to do exit interviews that get results

To make sure your departing employees have a good offboarding experience and to get useful feedback on how your business can improve, there are a few things you can do to execute exit interviews effectively.

1. Ensure that your offboarding procedure includes exit interviews.

The best way to get useful input from a diverse group of departing employees is to incorporate exit interviews into your formal offboarding process. This way, you can be sure that every employee fills out an exit interview.

Employees are more likely to depart on a high note, which increases the likelihood that they will return or at least continue to represent the company in a positive light after they leave.

Vault Consulting’s Managing Director of Human Resources, Kendra Janevski, claims that the offboarding process is a chance to make the former employee an evangelist for the company.

In an exit interview, the recent employee ought to have left as much burden as possible with the company. Janevski suggests that, in due time, former employees can either be a part of the company’s recruiting efforts or come back as “boomerang” workers.

2. Make use of an appropriate question template.

In order to conduct exit interviews that are productive, targeted, and informative, it is helpful to employ an organized template with relevant questions. The ability to compare replies across topics, departments, and more speeds up and improves the productivity of your exit interview data analysis.

Using a template simplifies maintaining uniformity throughout exit interviews and allows the employee to preview the questions in advance, allowing for a more deliberate and considerate response.

3. Give people more than one way to provide feedback.

Because we are all unique, everyone has a preferred way of expressing themselves. This is why it’s crucial to provide exit interviews with many feedback channels.

Some possible options include having them fill out a questionnaire, interviewing them online, or meeting with you in person. In this setting, workers will feel safe enough to speak their minds and offer suggestions.

4. Evaluate the results of the exit interviews

After collecting data, the following stage is to analyze it so it doesn’t sit idle. Look over the comments to see if there are any trends, commonalities, or suggestions for how the company may improve.

In addition, HR experts who are in charge of conducting exit interviews can take a page out of Amira Kohler’s playbook:

When employees talk about the company’s culture, management, or any other topic, don’t get defensive and try to “filter” their replies. Rather, collect the data, analyze it, and then make some serious changes, advises Kohler.

5. Make a strategy

Making a strategy to fix the problems you found after reviewing your data and finding places to improve is the last stage. You can improve the work environment for both present and future employees by doing this.

While some adjustments will be simple and quick to implement, others will necessitate more planning and resources. Think about how your actions will affect the most people and prioritize those things accordingly.

Take criticism well and don’t ignore it. Transform possible blind spots into drivers of development and progress by soliciting honest feedback from departing employees.

In conclusion

Some problems in your company might go undetected unless you conduct exit interviews. Using a well-thought-out exit interview form may keep you on track, ensure that you gather the necessary data, and offer a consistently good offboarding experience for employees who are leaving.

Insights like this will allow you to implement changes that will make the workplace a better place for everyone.

Have a quick question? We answered nearly 2000 FAQs.

See all blogs: Business | Corporate | Employment

Most recent blogs:

What Is a Pay Stub and Why It Matters for Employees and Employers

Pay stubs detail wages, deductions, and taxes, helping employees track earnings and employers comply with state payroll regulations. They support loan applications, reduce payroll disputes, and are required or regulated in many states across the U.S.

What Are the Proper Steps to Fire Someone in California?

Terminating an employee in California requires following legal guidelines, maintaining professionalism, and ensuring proper documentation. This guide outlines lawful termination reasons, key procedural steps, and best practices to reduce legal and financial risks.

How Long Does a Misdemeanor Stay on Your Record in California?

A misdemeanor conviction in California stays on public record indefinitely but may be eligible for expungement under specific conditions. Background checks typically show misdemeanor convictions for seven years, but expungement can remove them from most employment screenings.

How Do I Prepare a Script for Firing Someone?

Learn the professional steps for firing an employee, from preparing a script to handling emotional reactions. Understand the proper procedures, reasons, and communication techniques to ensure a smooth and respectful termination.

What Is Involved in a PAGA Lawsuit?

PAGA lawsuits allow employees to file claims for labor code violations on behalf of themselves and others in California. Employers can face significant penalties, prompting many to settle to avoid costly judgments.

What Are the Rules for 10-Minute Breaks?

California law mandates two paid 10-minute breaks and a 30-minute unpaid meal break for an eight-hour shift. Employers who fail to provide required breaks may face penalties, and employees can seek legal action for compensation.

Can I Work Six Hours Without a Lunch Break?

California law requires a 30-minute meal break for shifts over five hours, but employees can waive it if working exactly six hours. Employers must comply with strict labor laws, ensuring uninterrupted meal breaks and legal protections for workers.

What Can I Do If My Employer Didn’t Pay Me on Payday?

Employers in California must pay workers on time, or they may face penalties of up to 30 days' wages for delays. Employees can file wage claims, seek legal assistance, or report violations to the California Labor Commissioner's Office for unpaid wages.

What Qualifies as a Hostile Work Environment in California?

Employees in California facing severe or persistent harassment based on protected traits may have legal options under state and federal laws. Filing a complaint with the California Civil Rights Department or consulting an employment attorney can help protect workplace rights and seek compensation.

When Is a Doctor’s Note for Work Required in California?

California employers generally cannot demand a doctor's note for sick leave, but exceptions exist under specific laws and circumstances. Legal conflicts persist, and employers may require medical documentation for disability accommodations, FMLA leave, or other valid reasons.

What Does California Law Say About Final Paycheck Rules?

California law mandates that final paychecks be provided promptly, with termination pay due immediately and resignation pay within 72 hours. Employers must include all owed wages, expenses, and accrued benefits, with penalties for late or incomplete payments.

Can an Employer Deny a Doctor’s Note?

An employer may deny a doctor's note if the absence does not qualify for legal protections under disability or family leave laws. Employers must evaluate medical documentation, employee statements, and applicable laws before considering disciplinary action.

How Much Can You Sue an Employer for Misclassification?

An employer's misclassification tactics can deny you fair wages, benefits, and legal protections. You may be entitled to compensation, including back pay, retirement contributions, and potential punitive damages, by pursuing legal action.

How Serious Is an EEOC Complaint?

An EEOC complaint can lead to costly legal battles, reputational damage, and mandatory policy changes for businesses. Employers may face financial penalties, investigations, and compliance requirements, impacting operations and workforce morale.

Do You Have Sample Letters for Termination of a Contract?

A contract termination letter formally ends a business agreement while protecting interests. This guide outlines key steps, considerations, and sample letters.

What Is a WARN Notice in California?

The California WARN Act requires businesses with 75 or more employees to provide 60 days' notice before mass layoffs, plant closures, or relocations. Noncompliance can lead to fines, back pay, and healthcare costs, making adherence essential for legal and financial stability.

What Is FICA and How Does It Impact Payroll Taxes?

FICA is a payroll tax that funds Social Security and Medicare, requiring contributions from both employers and employees. Employers must withhold, match, and submit FICA taxes while following IRS guidelines on deposit schedules, wage bases, and additional Medicare tax requirements.

What Is At-Will Employment and How Does It Impact Employee Rights?

At-will employment allows employers and employees to end their working relationship at any time without cause, impacting job security and flexibility. While it provides businesses with staffing flexibility, employees face fewer legal protections and potential job instability.

Employers Should Exercise Caution When Terminating Employees After Disability Leave

Employers should exercise great caution when considering whether to terminate an employee who is on leave. Employers are cautioned not to automatically terminate employment solely because an employee has used or exhausted their disability leave entitlement.

What Is FUTA? 2025 Rates and How to Calculate FUTA Tax

The Federal Unemployment Tax Act (FUTA) imposes a payroll tax on businesses that have employees, collecting revenue that funds unemployment benefits.

What Is the Difference Between a 1099 Contractor and an Employee?

A 1099 contractor operates independently, covering their own taxes and expenses, while a W-2 employee receives benefits and employer tax contributions. Misclassifying workers can result in fines, making it essential to assess control, financial arrangement, and job nature before classification.

How Do Contractors Typically Get Paid? Payment Methods and Legal Guidelines

Contractors receive payments through direct deposits, checks, payroll services, or online transfers, following legal and tax regulations. Proper classification, documented agreements, and compliance with IRS reporting ensure smooth transactions and avoid penalties.

What Is the Definition of a Non-Exempt Employee?

Non-exempt employees are entitled to overtime pay and must earn at least the federal minimum wage under FLSA regulations. Unlike exempt workers, they are typically paid hourly and receive 1.5 times their wage for extra hours.

Can Union Representatives Be Present at Disciplinary Meetings?

Employees have the right to request a union representative during investigative interviews that may lead to disciplinary action. Employers must comply or face potential labor law violations under the National Labor Relations Act.

What Is an FTE (Full-Time Equivalent)?

A full-time equivalent (FTE) measures employee work hours, combining part-time and full-time schedules into a standardized metric. Businesses use FTE calculations for staffing, budgeting, and compliance with regulations like the Affordable Care Act.

What Are the Signs of Unfair Treatment at Work?

Unfair treatment at work includes discrimination, pay gaps, and biased promotions, impacting employees' well-being and career growth. Recognizing signs like harassment, favoritism, and wrongful termination helps employees take action against workplace discrimination.

What Is a Statutory Employee on a W-2 Form?

A statutory employee is a self-employed worker classified as an employee for tax withholding purposes, receiving a W-2 instead of a 1099-MISC. These workers can deduct business expenses on Schedule C but typically do not receive traditional employee benefits like health insurance or retirement plans.

What Laws Protect Employees From Workplace Bullying

316