How To Design an Effective Exit Interview Template

An exit interview template ensures your exit interview process is consistent and provides valuable information from employees as they leave the company. You can use the feedback to discover areas for improving your organization’s employee experience. This article explores what an effective exit interview template looks like and provides you with two downloadable templates.

Employee Exit Interview Questions Template

How to design an exit interview template that serves your company

You can use the same exit interview template for any employees who leave your company. Review the following steps to ensure that your template serves your organizations best interests:

1. Gather the basics

The beginning of your exit interview template should ask for basic information about the employee and their role in the company. Knowing these details can help you locate specific departments or supervisors who may need some development. Include the following at the top of your form:

If your company has multiple locations, one location may be running more smoothly than another. Asking exiting employees for their reporting location helps you receive accurate data.

2. Assess training and onboarding experience

Proper training and access to needed equipment are crucial in the development of confident and proficient employees. Assessing the training and onboarding process is vital for increasing productivity for current and future employees.

If an exiting employee reports that they felt like their job description was clear and their training was impactful, the company is in an excellent position to yield high retention rates. Your employer can also use reports of frustration with technology or inadequate preparation for the job to make impactful changes at the organizational level.

3. Evaluate workplace culture and climate

4. Ask about the employees decision to leave

Sometimes an employee must leave their position for circumstances outside of the companys control. Maybe their spouse needs to relocate for a job, or perhaps they need to care for a sick family member. If the employees reason for departure points to work-related problems, their feedback can help the company make specific improvements. The following questions may help point out a need for improvement on behalf of the organization:

5. Find communication gaps

If the exiting employees responses show that their decision to leave the company was not due to extenuating life circumstances, the chances are that something was lacking at work. Maybe they werent feeling challenged, or maybe there wasnt a sufficient sense of job security.

Be sure to ask if they ever spoke to anyone about these concerns. It is important to note if that person was a peer or a superior. If they never expressed their concerns, be sure to find out why. Knowing that someone felt too uncomfortable to voice their concerns—or that no action was taken when they did—helps your employer build a more communicative work environment for the future.

6. Ask for personal opinions

Make sure that the exit interview form directly asks what can be improved upon within the company. Ask if management could have done anything that would have encouraged the employee to stay. It is also important to ask if that person would ever consider working for the organization in the future. If exiting employees regularly report that they would not consider returning—even under different circumstances—there may be a need for fundamental change.

7. Ask for honesty

Feedback is only helpful if it is honest. If the exiting employee feels pressure to reflect only positivity in their responses, then the exit interview wont aid in the organizations overall growth. For this reason, it is important to convey certain points to the employee before they complete the exit interview form. For example, you should:

It is essential to let the exiting employee know about the chain of communication. Explain that the feedback that they offer will be organized by a computer program that compiles data from all exiting employees within a given time frame.

Reassure the employee that their name will not be shared and that the feedback will be given to supervisors in the form of charts and statistics at the end of the month or quarter. This detail will encourage an honest evaluation.

What is an exit interview template?

An exit interview template or form is a confidential survey conducted as a last step for an employee whose time at a company has come to an end. Their exit interview is held in the human resource department, and the employees manager should not be present.

In the exit interview, you should give the employee the exit interview form to gather information about their experience working with your organization. The questions should help gauge work culture and the companys ability to ready its employees for required duties.

When the employee fills out the exit interview template with honest answers, it can help the company raise employee retention and result in a more positive workplace culture.

Example exit interview template

If you are trying to design an exit interview template for your organization, use the sample below as a guide:

Confidential employee exit feedback form

Basic Information
Employee name:
Position:
Department:
Direct supervisor or supervisors:
Amount of time in the company:
Office location:

Preparedness
Help us understand how prepared you felt to complete your assigned duties with proficiency. Review the following questions and rate your experience on a scale of 1 to 10, with 10 being the highest level:

Culture and Community
The following are YES or NO answers. Feel free to elaborate to help us better understand your experience.

Reason for Departure
Part 1: What led to your departure from the company? Please check all that apply.
______ Lack of connectedness
______ Work duties were unmanageable
______ Work duties were not challenging
______ Relationship with supervisor
______ Lack of work-life balance
______ Length of commute
______ Insufficient salary
______ Lack of promotion or advancement
______ Job offer elsewhere
______ Relationship with a peer or team member
______ Relocating for reasons unrelated to work
______ Personal reasons

Part 2: Please read the following questions and respond with as much detail as possible.

FAQ

What should an exit interview include?

An exit interview form is a survey given to an employee leaving a company. It is used to gather feedback on how the employee feels about their time at your company, why they’re leaving, and how your company can improve the workplace for employees.

What are 5 typical questions asked during an exit interview?

Exit Interviews should focus on the company, and the information you gather should be helpful, constructive feedback that you can use to move the company, employees and processes forward. These conversations also give employees an opportunity to provide their opinions and share what led to their decision to leave.

How do you conduct a good exit interview?

The Best Exit Interview Questions To Improve Your Business
  • 1) Why Did You Start Looking For Another Job?
  • 2) Why Are You Leaving?
  • 3) What Does Your New Position Offer That Influenced Your Decision To Leave?
  • 4) What Could We Have Done Better?
  • 5) Would You Ever Consider Returning To This Company?

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