Every HR Team Needs Exit Interview Questions and Answers Template

An effective exit interview process is key to understanding why employees leave and identifying areas for improvement. Research by Harvard Business Review shows that 1 in 4 companies skip exit interviews, while others fail to analyse the valuable data collected. A simple solution? An exit interview template that keeps feedback consistent and thorough. With this tool, you can capture critical insights and strategically improve your organisation’s employee experience.

What Is an Exit Interview?

An exit interview is a discussion between a departing employee and an HR representative. Often done face-to-face or online, it’s designed to encourage employees to share candid feedback. Some companies also use surveys as an alternative or in combination with an interview. When conducted by HR—a neutral, confidential party—employees are more likely to feel comfortable sharing honest insights.

The goal of the exit interview is to capture honest reflections, from reasons for leaving to constructive suggestions. These insights provide a unique opportunity to spot problem areas and prevent turnover in the future. Acting on these findings, such as enhancing training or improving management practices, can foster higher retention and satisfaction.

Why Do You Need an Exit Interview Template?

An exit interview template takes your process from casual to strategic. It not only documents valuable feedback but allows HR to analyze and compare responses more effectively.

1. Ensures All Key Topics Are Covered

Each employee brings unique experiences and perspectives. A well-structured template ensures you don’t miss any important topics. For instance, if communication issues have surfaced, the template can include targeted questions on this topic, ensuring consistency and relevance.

2. Creates Consistency Across Interviews

Using the same template standardises the process, promoting impartiality. This consistency makes it easier to track trends and patterns, helping you make informed decisions to address common issues.

3. Keeps Conversations Focused

A template helps guide the conversation, preventing unrelated tangents. This ensures interviews remain productive and focused on actionable insights rather than emotional discussions.

4. Prepares Employees in Advance

Sharing the template ahead of time allows employees to prepare thoughtful answers. When employees know what to expect, they’re more likely to provide well-considered feedback.

5. Saves Time

A structured set of questions streamlines the interview, making it more efficient for everyone involved. Both interviewer and interviewee benefit from a focused, timely discussion.

6. Reduces Legal Risks

A template minimises the chances of accidentally asking inappropriate or legally sensitive questions, protecting both the interviewer and the company.

Types of Exit Interview Templates

Exit interview templates come in two main formats. One option is to conduct a verbal interview where the HR representative asks questions directly. Alternatively, a written form can be provided for employees to complete independently. A third approach combines both methods: employees first fill out a form, and then HR follows up with an in-depth discussion based on their responses.

To gain well-rounded insights, an exit interview template should cover questions across five key areas:

1. Reasons for Leaving
2. Job Circumstances
3. Company Culture
4. Work Environment
5. Technology

Key Takeaways: Tips for Conducting Exit Interviews

With a friendly, empathetic, and strategic approach, exit interviews become a source of valuable insights and leave a positive impression.

1. Keep It Open and Welcoming: Create a comfortable space where employees feel at ease sharing thoughts. This isn’t about changing their mind—it's about listening and fostering trust.
2. Show Empathy: Understand that departing employees have their own reasons and emotions. A little empathy can make them feel valued and heard.
3. Think Strategically: Use feedback as a tool for improvement. Listen with a focus on how insights can benefit teams, services, and company culture.

"The offboarding process is an opportunity to turn a departing employee into an alum who advocates for the organisation," says Kendra Janevski, Managing Director of HR at Vault Consulting.

How to Conduct Effective Exit Interviews?

1. Standardise Exit Interviews in Offboarding: Making exit interviews a required part of offboarding ensures every departing employee’s feedback is captured, creating positive final impressions and leaving doors open for future advocacy.
2. Use a Structured Template: A set template keeps interviews focused, makes it easier to analyse responses across themes, and allows employees to prepare more thoughtful answers.
3. Offer Flexible Feedback Options: Provide different ways to give feedback, like forms, online meetings, or in-person interviews, so employees feel comfortable sharing openly.
4. Review and Analyze Feedback: Look for patterns and recurring themes in the data to identify areas of improvement. Avoid filtering feedback and use it to make positive changes.
5. Implement an Action Plan: Prioritise changes based on the feedback, addressing quick wins first and planning for longer-term adjustments that improve the workplace for everyone.

To Wrap It Up

Exit interviews are a goldmine of insights that can uncover hidden issues within your organisation. A well-crafted exit interview template keeps the conversation focused, gathers the right data, and ensures a smooth, positive offboarding experience for departing employees.

By acting on this feedback, you can fine-tune your workplace culture, address potential roadblocks, and create a happier, more engaged environment for your current and future teams.

“Train people well enough so they can leave. Treat them well enough so they don’t want to.” – Sir Richard Branson