Exit Interview Form

As an employer, your goal is to retain top talent as long as possible. However, turnover is expected as some employees will leave to pursue other endeavors. By conducting an employee exit interview prior to their departure, you’ll have an opportunity to get honest feedback about positive and negative experiences, identify potential areas of opportunity for increasing employee retention and get valuable insight to help hire their replacement.

 

To ensure conversations are meaningful and productive, use an exit interview form or exit interview template to effectively guide and structure the meeting so you don’t miss any critical information.

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What is an exit interview form?

An exit interview form is a document that employers give employees who are voluntarily departing the company. The sections of the form can include the following:

  • Reasons for leaving
  • Job descriptions and how employees feel about them now versus when they started
  • Perspectives of the company culture 
  • Views of the work environment
  • Feedback about the available technology tools and resources offered 

What is the purpose of an exit interview questionnaire?

The purpose of the exit interview process is two-fold. First, it’s a cost-effective way to get a candid assessment of the environment. Exit interviews allow employees to freely share their experiences within the organization and their views about the overall culture, processes and management structure during their tenure.

 

Second, these questionnaires help employers identify and address areas for improvement. By gathering valuable insights, exit interview questionnaires provide opportunities for enhancing development, recruitment and retention. 

 

Why do I need an exit interview form?

An exit interview form achieves three primary objectives:

  1. Ensures you cover the most important topics
    An exiting employee may have many thoughts and feelings to share during the interview, and, without a guide to follow, it can be easy for tangents to derail the conversation. Following an exit interview template keeps the discussion constructive for the organization and beneficial for the exiting employee.
  2. Documents employer strengths, weaknesses and areas of opportunity
    Even if you’re listening intently, you may miss or forget important remarks if you’re not keeping a careful record. An exit interview form gives you a place to make notes and capture critical feedback you may want to share with leadership.
  3. Creates a plan for future improvements
    Employees may feel more comfortable giving honest feedback, criticism and suggestions when they are exiting because there’s no chance of the information affecting their job standing. The answers provided in the exit interview form can act as a roadmap for decreasing turnover and increasing workplace satisfaction.

Who should fill out the exit interview form?

Employers usually handle exit interviews in two ways. In some cases, the HR manager asks questions and records the employee’s answers during the meeting. In other cases, employees will complete the form before the interview and then discuss their responses with the HR manager during the meeting.

 

No matter which method you choose, it’s crucial this exercise stays within the HR department. If employees are interviewed by their direct supervisor or a member of the leadership team, they may feel less comfortable sharing criticism of their department, their role or the organization as a whole.

 

What should I include in an exit interview form?

Here are a few areas you’ll want to cover

  • Feedback about the relationship with the direct manager
    During the exit interview, you’ll want to include questions that address the employee-manager relationship. Responses to these questions will help you determine whether the manager provided employees with the feedback, guidance and training they needed to excel in their role.
  • Triggers that made the employee want to leave
    One of the most critical pieces of information you can glean from an exit interview is why the employee decided to leave the organization. This will help you uncover whether the company is providing its workforce enough opportunity to grow, if there are weak points in the culture or if there are personnel concerns you need to address.
  • Missing perks, benefits, and opportunities
    Sometimes employees accept an offer with another company because of perks or opportunities that align better with their lifestyle. For example, employees who want to spend more time with their families may decide to leave your organization to work for a company that offers more flexible hours and work-from-home opportunities. Answers to these questions could expose opportunities for improvements to benefits packages and workplace policies.
  • Guidance for creating a more accurate job description
    If employees are leaving because they’re no longer satisfied with their role or they feel the position is no longer a good fit, this is an excellent opportunity to make adjustments to the job description. The exiting employee’s feedback can help make sure future job postings accurately reflect the role and appeal to professionals who will be a better fit.
  • Overall satisfaction with the company
    How do employees feel about the organization as they leave? Would they refer a friend? Would they consider coming back to the company in the future? The answers to these questions can help you identify whether the company is providing an enjoyable workplace and will highlight opportunities to improve further.

When conducted properly, exit interviews help employers uncover a great deal of honest feedback from an experienced inside source. By using an exit interview form, you can compile the most important questions, organize answers, make sure you’re effectively addressing everything the employee wants to share, and prepare a useful roadmap to improve your workplace.

 

What does the exit interview process look like?

When conducting an exit interview, it’s important to view it as a data collection opportunity, but you must also ensure that employees know the information they share is private. In that context, ask a lot of questions and pay attention to what is and isn’t said, especially when you ask them the critical question of why they are leaving. Understand how the positive aspects of their tenure can help you improve your organization’s effort to be a desirable workplace, and drill down on the unpleasant ones.

 

Exit interview template

We appreciate your taking a few minutes to answer the following questions. Please be as honest as possible. While we may share some of this information with management, individual responses will remain confidential to HR and will not be held against you. 

 

[Employee Name]  // [Date]

[Date of hire] // [Last date of employment]

[Job title] //  [Department]  

 

01 Please rate your direct supervisor on the following 

Excellent

Good 

Fair 

Poor

Clearly communicated expectations 

Held weekly or biweekly 1:1 meetings to discuss my projects and work 

Provided consistent and regular feedback about my work 

Provided leadership, guidance and motivation to the entire team

 

02 Please rate the company’s benefits, perks and workplace experience 

Excellent

Good

Fair

Poor

Healthcare, dental and vision insurance coverage

Life insurance

401(k) plan

Flexibility and work-life balance

PTO policy (including vacation, sick days and paid holidays)

Workspace and equipment

Company-sponsored events

 

For any items not marked “Excellent,” please explain why: 

_________________________________________________________

 

03 Please rate the company’s benefits, perks and workplace experience 

Agree

Agree Somewhat

Disagree

The job description provided an accurate representation of the duties your role entailed

I feel I was well-trained and set up for success

I feel my compensation was fair for my role and responsibilities

I was provided opportunities for advancement throughout my employment

My role and responsibilities changed dramatically throughout my employment

My role allowed me to apply my best skills and use of my greatest strengths

 

For any items not marked “Agree,” please explain why: 

___________________________________________

 

04 Please rate the company on the following 

Excellent 

Good

Fair

Poor

Communication with employees regarding updates and changes

Communication with employees regarding internal opportunities

Communication of company mission, vision and objectives

Cross-department communication, collaboration and cooperation

PTO policy (including vacation, sick days and paid holidays)

Communicating and upholding company culture

 

For any items not marked “Agree,” please explain why: 

___________________________________________

 

05 Please rate the following statements as true or false 

True

False

I would consider returning to the organization in the future

I would feel comfortable referring someone else to work here 

 

06 Why are you choosing to leave the company? 

_____________________________________________

 

07 Is there anything we could have done that would have changed your decision to leave? 

 

08 Other feedback (optional) 

 

Thank you for your time! We wish you the best of luck in your future endeavors.

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