How to conduct an exit interview (10 FREE templates inside)

When an employee decides to leave your organization, it's not the end of the story—it's an opportunity to gain valuable insights. 

Conducting a well-structured exit interview helps you learn more about the employee's experiences, understand what’s working in your workplace, and identify areas for improvement. 

In this guide, we'll cover 6er everything from setting up an exit interview to providing 10 structured templates that will help you gather meaningful feedback.

Why are exit interviews important?

Before we dive into the nitty-gritty of how to conduct an exit interview, it’s essential to understand the "why" behind this process. Exit interviews allow employers to:

• Gain insight into the employee’s reasons for leaving.
• Identify trends that may suggest larger organizational issues.
• Improve retention by addressing recurring concerns.
• Provide closure to the departing employee, making their transition smoother.

Essentially, exit interviews are your chance to spot potential problems and proactively address them, reducing future turnover.

Structuring an effective exit interview

A successful exit interview is all about structure, planning, and intentionality. Without a clear framework, you might miss out on crucial insights. Below are the key steps in setting up and conducting a smooth exit interview:

1. Choose the correct format

Exit interviews can be conducted in various formats, including in-person meetings, phone calls, or digital surveys. 

The format you choose will depend on the level of detail you aim to gather and the employee’s comfort level. In-person or phone interviews often allow for more in-depth conversations, while digital surveys provide quantitative data for larger organizations.

2. Timing is everything

The best time to conduct an exit interview is during the employee’s notice period—preferably toward the end but before their final day. This ensures they’re still invested enough to provide detailed feedback and far enough along in their transition to speak freely.

3. Set the right tone

Exit interviews shouldn’t feel like interrogations. Create a welcoming, non-confrontational environment where employees feel comfortable sharing their thoughts. The more candid they are, the more valuable their insights will be.

4. Ask the right questions

Your exit interview questions should be open-ended and designed to encourage honest feedback. Rather than asking leading or yes/no questions, dive deeper into the employee's experiences. This will yield more detailed and actionable insights.

5. Assure confidentiality

One of the employees' most common fears about exit interviews is that their feedback will be used against them. To avoid this, make it clear that their responses will remain confidential and will be used to improve the company, not to criticize their performance.

6. Analyze and act on feedback

The insights gained from exit interviews should never be ignored. Analyze the trends from multiple exit interviews and use that data to improve the work environment. Whether it’s adjusting management styles or refining workplace policies, taking action is the ultimate goal of the process.

Also read: How to improve your recruiting process 

Key exit interview questions to ask

The foundation of a successful exit interview lies in the questions you ask. Here’s a breakdown of essential categories of questions that should be covered:

1. Reasons for leaving

This is the crux of the interview. You want to understand why the employee is choosing to leave and whether it’s due to any preventable factors within the company.

Example questions:

• What prompted your decision to leave the company?
• Was there a specific event that led to your resignation?
• What could the company have done differently to keep you?

2. Job satisfaction

Gauge employees' satisfaction with their roles, responsibilities, and work environment.

Example questions:

• How satisfied were you with your job responsibilities?
• Did you feel that your skills were utilized effectively?
• Were there enough growth opportunities available to you?

3. Management and leadership

Managers often play a pivotal role in employee retention, so understanding the employee’s relationship with their direct supervisors can be telling.

Example questions:

• How would you describe your relationship with your manager?
• Did you feel supported by your manager and other leaders in the company?
• What could leadership have done to enhance your experience?

4. Company culture

Understanding how employees perceive the company culture is essential for creating a positive workplace environment.

Example questions:

• How would you describe the company culture during your time here?
• Did you feel that the culture aligned with your values?
• Were there any aspects of the company culture that you found challenging?

5. Compensation and benefits

Although salary isn’t always the top reason employees leave, it’s still a key factor in job satisfaction.

Example questions:

• Were you satisfied with your compensation and benefits package?
• Did you feel your work was adequately recognized and rewarded?
• Were there additional perks or benefits that would have increased your job satisfaction?

6. Recommendations for improvement

This is your chance to get actionable suggestions for making your company a better workplace.

Example questions:

• What improvements would you recommend for the company?
• Is there any advice you would give to your successor?
• What changes could make this company a better place to work?

7. Future considerations

Knowing what the employee plans next is helpful, as this can provide insight into what competitors or industries might be drawing your talent.

Example questions:

• What are your plans after leaving this company?
• Is there anything about your new role that you’re particularly excited about?
• Would you consider returning to the company if changes were made?

10 structured templates for conducting exit interviews

To help streamline the exit interview process, here are 10 structured templates, each designed for different situations.

1. Standard exit interview (in-person)

Understand the reasons for the employee's departure and collect detailed feedback on their overall experience.

Sample questions:

1. Why have you decided to leave the company?
2. Were there specific factors or events that contributed to your decision?
3. How would you rate your overall job satisfaction on a scale of 1-10?
4. Did you feel that your skills were utilized effectively in your role?
5. How would you describe the company culture?
6. Were there any resources or support systems you felt were lacking?
7. What changes, if any, would have influenced you to stay?
8. Did you have enough opportunities for career growth and advancement?
9. Would you consider rejoining the company if improvements were made?
10. What part of your job did you find most rewarding?

2. Phone interview for remote employees

Capture feedback from remote employees, focusing on the unique aspects of remote work and support.

Sample questions:

1. How would you describe your experience working remotely with the company?
2. Did you feel adequately supported as a remote employee?
3. What challenges did you face that were specific to remote work?
4. Were there any tools or resources that could have made your remote work experience better?
5. Did you feel connected to your team despite working remotely?
6. How would you rate communication from management and peers?
7. What aspects of remote work contributed to your decision to leave?
8. Did you feel you had opportunities for growth as a remote employee?
9. How did the company’s remote culture align with your expectations?
10. What could we improve for remote employees in the future?

3. Digital survey for large organizations

Gather quantitative and scalable feedback from departing employees.

Sample questions:

1. On a scale of 1-5, how would you rate your overall job satisfaction?
2. Was your decision to leave primarily influenced by compensation, work environment, or management? (Select all that apply)
3. How would you describe the company's leadership?
4. Did you feel recognized for your work? (Yes/No)
5. How satisfied were you with opportunities for career advancement? (Scale of 1-5)
6. How would you rate your work-life balance? (Scale of 1-5)
7. Did you find the company’s communication channels effective? (Scale of 1-5)
8. Would you recommend the company to others? (Yes/No)
9. What changes would have improved your experience?
10. Did you feel valued as an employee? (Yes/No)

4. Exit interview for managers and senior leaders

Collect insights from leadership-level employees to understand their challenges and experiences.

Sample questions:

1. What were the main challenges you faced in your role as a leader?
2. Did you receive sufficient support from upper management?
3. Were there specific resources or tools that would have helped you manage your team more effectively?
4. How did your responsibilities align with the company’s strategic goals?
5. What were the most rewarding aspects of your leadership position?
6. Were there any obstacles that consistently hindered your team’s success?
7. What feedback would you offer to improve leadership support?
8. How would you rate the mentorship and training provided for leaders?
9. What changes would have encouraged you to stay longer?
10. Would you consider returning to the company in a future leadership role?

5. Exit interview for personal reasons

Understand situations where personal reasons, rather than work-related factors, led to the employee’s departure.

Sample questions:

1. Can you share the primary reason for your departure, if comfortable?
2. Did the company provide adequate support during any personal challenges?
3. Were there specific policies that helped or hindered your work-life balance?
4. Would you have stayed if certain accommodations were made?
5. Did any work-related factors contribute to your decision alongside personal reasons?
6. How did your overall experience impact your decision?
7. Would you be open to returning to the company once your situation changes?
8. What could we do to better support employees facing similar situations?
9. Did you feel comfortable discussing personal challenges with your manager?
10. How can the company enhance its approach to work-life balance?

6. Exit interview for long-term employees

Gather insights from employees who have been with the company for an extended period and understand their perspective.

Sample questions:

1. What made you stay with the company for as long as you did?
2. How has the company changed since you first joined?
3. What prompted your decision to leave after so many years?
4. Were there particular moments when you considered leaving earlier?
5. How would you describe the evolution of your job role over time?
6. What aspects of the company culture did you appreciate most?
7. What changes would you recommend to improve employee retention?
8. How satisfied were you with the professional development opportunities?
9. What advice would you give to new employees joining the company?
10. Would you consider rejoining the company under different circumstances?

7. Exit interview for employees leaving for a competitor

Understand what aspects attracted employees to competitors and gather insights on remaining competitive.

Sample questions:

1. What aspects of your new employer attracted you the most?
2. Were there opportunities or benefits that influenced your decision?
3. What were the key differences between us and your new employer?
4. Did compensation or growth opportunities play a major role in your decision?
5. How could we improve our offerings to better compete?
6. Were there any frustrations here that pushed you toward another company?
7. Would you have stayed if those issues were resolved?
8. What feedback would you give to help us retain talent in the future?
9. How did the company’s reputation compare to competitors’?
10. Would you recommend our company despite your decision to leave?

8. Exit interview for high-potential employees

Identify why high-potential employees decide to leave and gather feedback on how to better support their growth.

Sample questions:

1. What aspects contributed most to your success here?
2. Were there opportunities for professional development that you felt were missed?
3. Did you feel adequately challenged in your role?
4. How could we have better supported your career ambitions?
5. What factors influenced your decision to pursue opportunities elsewhere?
6. Were there specific moments when you felt undervalued or unsupported?
7. How effective were the mentorship and training programs?
8. Would you stay if changes were made to support your growth?
9. How would you rate the leadership’s role in fostering talent?
10. What advice would you give to better retain high-potential employees?

9. Exit interview for employees leaving after a short tenure

Understand why employees leave after a brief period to address potential issues in onboarding and culture fit.

Sample questions:

1. What were your initial expectations when you joined, and were they met?
2. What led to your decision to leave after a short tenure?
3. How would you rate your onboarding experience?
4. Did you feel adequately supported during your initial period?
5. What aspects of the job or culture were different from your expectations?
6. Were there any challenges that stood out during your onboarding?
7. What improvements could make the first few months more engaging?
8. How did your early interactions with your team influence your decision?
9. Would changes in the onboarding process have impacted your decision to stay?
10. What advice would you give to improve the experience for new employees?

10. Exit interview for employees citing workplace issues

Identify any serious workplace concerns, such as harassment or unresolved conflicts, to prevent future problems.

Sample questions:

1. Were there specific incidents that influenced your decision to leave?
2. Did you feel safe and supported when raising concerns?
3. How effective did you find the company’s response to reported issues?
4. Did you trust the conflict resolution processes in place?
5. What could we do to prevent similar issues from occurring?
6. How did workplace dynamics impact your experience?
7. Were there any aspects of the company’s policies you found insufficient?
8. Did management provide enough support during challenging situations?
9. Would you advise current employees to use the existing support structures?
10. What suggestions would you make for creating a safer work environment?

Best practices for remote exit interviews

Success in the virtual format of exit interview requires careful preparation, enhanced communication skills, and thoughtful attention to technical details.

1. Technical preparation 

This serves as the foundation of a successful remote exit interview. 

Always test your video conferencing platform at least 15 minutes before the scheduled time to ensure everything runs smoothly. 

A backup plan, such as phone numbers or alternative platform options, can save precious time if technical issues arise. It's essential to send calendar invites well in advance, with clear joining instructions and any documents the departing employee might need to reference during the conversation.

2. Creating the right virtual environment 

This is crucial in maintaining professionalism and ensuring clear communication. 

Choose a quiet space with good lighting and a clean, distraction-free background. 

Using headphones not only improves audio quality but also ensures the confidentiality of the conversation. 

Position your camera at eye level to create a more natural conversation flow – this minor adjustment can significantly impact how connected the employee feels during the discussion.

3. Building rapport 

Building rapport in a virtual setting requires more deliberate effort than in-person meetings. 

Begin with a casual conversation to help the employee feel at ease, just as you would in a physical meeting room. 

Since body language is limited in virtual settings, use more obvious nodding and verbal acknowledgments to show you're actively listening. 

Maintain eye contact by looking directly at your camera when speaking, and remember that virtual conversations often benefit from slightly longer pauses to account for potential lag time.

4. Managing the flow 

A remote exit interview requires careful attention to timing and structure. 

While in-person exit interviews might run longer, keep virtual sessions between 45-60 minutes to maintain engagement and prevent screen fatigue. 

Share an agenda beforehand so the employee knows what to expect, and use screen sharing effectively when reviewing documents together. 

Some organizations successfully send certain questions ahead of time, allowing the employee to reflect and provide more thoughtful responses.

5. Documentation and follow-up 

Always obtain permission first if you're taking notes, informing the employee, or recording the session. 

After the interview, send a follow-up email summarizing key points and providing any relevant digital resources for the offboarding process. 

Include your contact information for future questions or concerns arising after the employee's departure.

Also read: How to create a hiring process flowchart

Common exit interview mistakes to avoid

Conducting effective exit interviews requires skill, patience, and emotional intelligence. 

Understanding common pitfalls can help you navigate these important conversations more successfully. 

Let's explore the most significant mistakes to avoid and why they matter.

1. Getting defensive 

One of the most damaging mistakes is becoming defensive or argumentative during the interview. 

When an employee shares criticism about the company or their experience, it's natural to want to explain or justify certain decisions. 

However, remember that the goal is to gather honest feedback, not to defend company policies or convince the departing employee to change their mind. 

Listen actively and acknowledge their perspective, even if you disagree with it.

2. Building pressure on the employee 

Creating an interrogation-like atmosphere can quickly shut down open communication. 

The best exit interviews feel like natural conversations, not formal investigations. 

Take time to build rapport and show genuine interest in the employee's experience. 

Allow for comfortable silences and give them space to think through their responses. 

When employees seem hesitant to share certain information, respect their boundaries rather than push for more details.

3. Timing is everything 

Scheduling mistakes can significantly impact the quality of feedback you receive. 

Scheduling an exit interview on an employee's last day rarely yields valuable insights, as they're often preoccupied with wrapping up projects and saying goodbye to colleagues. 

Similarly, avoid Monday mornings when people are settling into their week or Friday afternoons when they're mentally checking out. 

Choose a time when you and the employee can focus entirely on the conversation without feeling rushed.

4. Not keeping it private 

Breaking confidentiality is perhaps the most serious mistake, as it can damage trust and potentially create legal issues. 

Treat all information shared during exit interviews with the utmost discretion. 

While sharing general trends and patterns with leadership is appropriate, avoid attributing specific comments to individuals without their explicit permission. 

Be particularly careful with written documentation and email communications about exit interview feedback.

5. Avoiding feedback 

Another critical error is failing to take action on the feedback received. 

Exit interviews lose value if the insights gathered disappear into a folder and are never reviewed again. 

Establish a clear process for analyzing feedback, identifying patterns, and implementing necessary changes. 

While not every suggestion will be actionable, consistently ignoring feedback patterns can lead to continued turnover and workplace issues.

6. Getting too personal 

Making the conversation too personal can blur professional boundaries and lead to uncomfortable situations. 

While it's natural to be curious about an employee's next role, avoid pressing for specific details about their new employer. 

If you were their manager, maintain professional boundaries rather than trying to shift into a friendship. 

Keep the focus on their experience with your organization and the insights they can share to help improve workplace conditions for others.

When done right, exit interviews can be a goldmine of insights that help shape a better workplace for everyone. 

While treating them as just another HR checkbox might be tempting, genuinely listening and learning from departing employees can spark meaningful organizational changes.