Exit Interview Template
A structured template for conducting exit interviews with departing employees. Captures valuable feedback about the employee experience, reasons for leaving, and suggestions for improvement to help reduce future turnover.
What to Include
Departure Details
Employee name, role, department, length of service, last working day, and reason for leaving (resignation, redundancy, retirement, end of contract).
Role and Responsibilities
Questions about whether the role matched the job description, workload manageability, and whether the employee felt adequately supported and resourced.
Management and Leadership
Feedback on the quality of line management, communication, support, and whether the employee felt valued and recognised for their contributions.
Company Culture
Questions about the working environment, team dynamics, diversity and inclusion, and whether company values were reflected in day-to-day operations.
Development and Growth
Whether the employee had access to training, felt there were career progression opportunities, and received regular and constructive performance feedback.
Recommendations
Open-ended questions about what the company does well, what could be improved, and whether the employee would recommend the company to others.
Key Points
- Conduct exit interviews consistently for all departing employees
- Keep the conversation confidential to encourage honest feedback
- Use the feedback to identify patterns and drive organisational improvements
- Consider offering an anonymous written option as well as a face-to-face interview
- Analyse exit interview data regularly to spot trends across departments
- Share anonymised findings with senior leadership to inform retention strategies
UK Compliance
There is no legal requirement to conduct exit interviews in the UK. However, the data collected is subject to UK GDPR, so employees must be informed about how their responses will be stored and used. Any personal data should be retained only as long as necessary. If exit interview feedback reveals potential discrimination or harassment, the employer may have a duty to investigate.
Practical Tips
- Schedule the interview for the last week of employment when the employee has less to lose
- Have someone other than the direct line manager conduct the interview for more candid feedback
- Use a mix of structured questions and open-ended discussion
- Follow up on serious concerns raised, such as bullying or discrimination
- Track and report on exit interview themes quarterly
Frequently Asked Questions
Are exit interviews compulsory?
No, exit interviews are not a legal requirement and employees cannot be compelled to participate. However, they are widely considered best practice. Employees who decline may be offered an anonymous survey as an alternative.
Who should conduct the exit interview?
Ideally someone from HR or a senior manager other than the employee's direct line manager. This encourages more honest and candid feedback. Some companies use external providers for sensitive situations.
When should the exit interview take place?
Most companies conduct exit interviews during the employee's last week. Some organisations also send a follow-up survey 3-6 months after departure, when the former employee may feel more comfortable sharing honest feedback.
How should exit interview data be used?
Responses should be aggregated and anonymised to identify trends. Common themes should be reported to senior leadership with recommended actions. Individual responses should be kept confidential unless they reveal serious concerns requiring investigation.
Related Examples
Related HR Terms
Automate with Grove HR
Stop managing HR documents manually. Grove HR automates your processes with built-in UK compliance, from leave management to onboarding.
Try Grove HR with our 30-day money-back guarantee
Purpose-built for UK employment law. Bradford Factor, statutory leave, and everything your growing team needs, from just £2.40 per employee per month.
30-day money-back guarantee. Cancel anytime.