Employee Exit Interview Policy Template

When an employee leaves a company, their departure presents an opportunity — to learn, reflect, and improve. Exit interviews help organizations understand what’s working, what isn’t, and why employees are choosing to move on.

A clearly defined Employee Exit Interview Policy ensures that every departing team member is given a respectful, consistent offboarding experience — and that the company collects meaningful feedback to inform retention strategies, culture, and process improvements.

What the Employee Exit Interview Policy Should Include

To be effective, an exit interview policy should cover:

• Purpose and scope: Why exit interviews are conducted and who they apply to.
• Timing and process: When the interview takes place and how it's scheduled.
• Format options: In-person, virtual, written questionnaire, or combination.
• Who conducts the interview: Typically HR or a neutral third party, not the employee’s direct manager.
• Topics covered: Common exit interview questions and areas of focus.
• Confidentiality: How information is used and what is (or isn’t) shared.
• Voluntary participation: Acknowledgment that interviews are not mandatory.
• Use of data: How insights are reported and applied across the organization.

Purpose of the Exit Interview Policy

The purpose of this policy is to:

• Provide a structured and respectful process for collecting feedback from departing employees.
• Identify trends, challenges, and opportunities to improve the employee experience.
• Reinforce the company’s commitment to transparency, learning, and continuous improvement.
• Ensure consistent practices in how exit interviews are conducted and documented.

Exit interviews aren’t just about closing the door — they’re about understanding what’s behind it.

Sample Employee Exit Interview Policy

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Effective Date: [Insert Date]
Policy Owner: People Team / HR Department
Last Reviewed: [Insert Date]

1. Policy Overview

At [Company Name], we conduct voluntary exit interviews as part of our offboarding process for employees leaving the company. These interviews are a key part of how we listen, learn, and improve the employee experience.

Whether someone is leaving for a new opportunity, pursuing a career change, or relocating for personal reasons, we aim to ensure a smooth and respectful transition — and learn from their experience along the way.

2. Who Is Eligible

Exit interviews are offered to:

• Full-time and part-time employees leaving voluntarily
• Employees leaving due to a layoff or mutual agreement (at the company’s discretion)
• Interns, contractors, or temporary workers may be invited to participate depending on tenure or feedback relevance

Exit interviews are not typically conducted for employees who are involuntarily terminated for performance or conduct reasons.

3. Timing and Scheduling

Exit interviews are generally conducted during the employee’s final week, ideally within the last 2–5 business days of their employment. In some cases, the interview may occur shortly after the last day, especially for remote employees or if schedules don’t align.

The People Team will coordinate the interview and provide instructions in the offboarding checklist or final HR meeting.

4. Format and Options

Employees may choose the format that’s most comfortable for them:

• Live interview (in-person or virtual) with a member of the People Team
• Written questionnaire completed via email or internal HR platform
• Hybrid: A short written form followed by a conversation

Participation is completely voluntary, and employees may decline to answer any question.

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5. Who Conducts the Interview

Exit interviews are typically conducted by:

• A member of the People Team or HR Business Partner
• A neutral party trained in exit interview facilitation

To encourage honesty and reduce bias, the interview is not conducted by the employee’s direct manager or department head.

6. Topics Covered

While every conversation may be different, the exit interview typically covers:

• Overall experience at [Company Name]
• Reasons for leaving
• Relationship with manager and team
• Role clarity, workload, and growth opportunities
• Culture, communication, and feedback practices
• Compensation and benefits satisfaction
• Suggestions for improvement

Employees are encouraged to share constructive feedback, positive experiences, and anything they feel would help the company improve.

7. Confidentiality and Use of Feedback

Exit interviews are confidential to the extent possible. While specific concerns may be escalated if they involve legal, ethical, or safety issues, individual responses are never shared with managers or teams in a way that identifies the employee unless consent is given.

Feedback is aggregated and reviewed by the People Team to identify trends or areas of opportunity. Themes may be shared with leadership and used to inform decisions about engagement, retention, or workplace culture.

8. Participation Is Voluntary

Employees are not required to participate in an exit interview, and there are no negative consequences for opting out. If an employee declines, we will still provide an opportunity to share written feedback or schedule a future conversation if desired.

9. Data Storage and Reporting

Exit interview responses are:

• Logged and stored securely in the company’s HRIS or feedback tracking system
• Used to generate quarterly or biannual reports for senior leadership
• Kept for internal HR use to help inform training, hiring, and employee engagement efforts

All reports anonymize individual responses unless explicitly requested or authorized by the departing employee.

Frequently Asked Questions

1. Do I have to participate in an exit interview?
No. Exit interviews are entirely optional. You're encouraged to share your feedback, but there’s no requirement.

2. Will my manager see what I said?
Only in summary form — and without identifying you by name. If a specific issue needs to be escalated, we’ll ask for your permission first.

3. Can I do the exit interview after I leave?
Yes. If your schedule doesn't allow for it during your final week, we can schedule a call or send a form after your departure.

4. What happens with my feedback?
Your feedback is reviewed by HR, aggregated with others’ responses, and used to improve company practices and culture.

5. Can I report a serious issue during the exit interview?
Absolutely. If you experienced misconduct or believe an issue needs immediate attention, please let us know — and we’ll escalate it appropriately.

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