Exit Interview Form
An Exit Interview Form for capturing offboarding feedback, rehire eligibility, and follow-up consent in one structured record. Use it to spot turnover patterns, preserve useful context, and keep the process consistent.
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Overview
This Exit Interview Form template is a structured offboarding form for collecting employee feedback when someone leaves the organization. It covers employee information, reason for leaving, work experience, improvement suggestions, and rehire eligibility, so HR can capture the same core data point-by-point instead of relying on an unstructured conversation.
Use it when you want a repeatable record of why employees depart, what parts of the role worked well, and what should change. The template is especially useful for voluntary resignations, but it can also be adapted for contractor offboarding or department-specific exit reviews. The fields support clear validation and consistent reporting: departure type can be selected from a controlled list, last working day should use a date picker, and rehire eligibility can be captured as a simple choice rather than a long note.
Do not use this form as a catch-all HR intake document. If you need legal separation paperwork, benefits termination steps, or a disciplinary record, those belong in separate workflows. Keep the exit interview focused on feedback, consent, and follow-up. If you collect PII such as employee name or ID, explain why it is needed and limit access to the people who actually use the data. For sensitive workplaces, consider anonymous submission for the feedback sections while keeping only the minimum identifying fields needed for routing and audit trail.
Standards & compliance context
- If you collect employee name, ID, or manager details, limit the fields to what is necessary for offboarding and access control in line with data minimization principles.
- If the form includes follow-up consent, make the consent language explicit and separate it from the feedback questions.
- For accessibility, ensure labels, validation messages, and keyboard navigation support WCAG 2.1 AA so departing employees can complete the form without barriers.
- If the template is used in a regulated HR workflow, keep an audit trail of submission time, reviewer access, and any follow-up action taken.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Employee Information
This section identifies the departing employee and anchors the record to the correct offboarding case.
- Employee Name
-
Employee ID
Optional if your HR team uses an internal employee identifier for audit trail and record matching.
- Department
- Manager Name
- Last Working Day
Reason for Leaving
This section captures the main departure driver so HR can separate personal reasons from workplace issues and spot patterns.
- Type of Departure
- Primary Reason for Leaving
-
Please share any additional context about your decision
Avoid including confidential medical or family details unless you want HR to know them for accommodation or support purposes.
- If Other, please specify
Work Experience
This section shows how the employee experienced the role, manager support, workload, and clarity of expectations.
- Overall, how satisfied were you with your experience at the company?
- My role and responsibilities were clear
- My manager supported my success
- My workload was manageable
- What was the most positive part of working here?
Improvement Suggestions
This section turns feedback into actionable ideas by asking what should change, what should stay, and where to focus next.
- What should the company improve first?
- What should the company continue doing?
- Which area needs the most attention?
Rehire Eligibility and Follow-Up
This section records whether the employee may return and whether HR has consent to contact them after submission.
- Would you be eligible for rehire?
- Would you consider returning to the company in the future?
-
May HR contact you for follow-up questions?
Selecting this option means HR may contact you using the information on file. Do not include personal contact details unless you want to be contacted.
- Additional comments
How to use this template
- 1. Add the employee information fields and decide which identifiers are required for routing versus optional for reporting.
- 2. Configure the reason-for-leaving section with controlled choices for departure type and a short free-text field for context.
- 3. Set up conditional logic so follow-up questions appear only when the employee wants contact or when a specific departure type needs more detail.
- 4. Assign the form to HR or People Ops to send during offboarding and confirm the last working day before the final interview.
- 5. Review the responses for patterns in workload, manager support, role clarity, and improvement suggestions, then route any action items to the right owner.
Best practices
- Keep the form short enough to finish in one sitting, and use progressive disclosure so only relevant follow-up fields appear.
- Mark required fields clearly and make optional fields truly optional, especially for sensitive feedback sections.
- Use a date picker for last working day, single-select fields for departure type and rehire eligibility, and multi-select only where multiple reasons are genuinely possible.
- Add a clear line that explains what happens after submission, including who will review the form and whether the employee may be contacted.
- Offer anonymous submission for feedback-only versions when your process does not require direct identification.
- Separate factual fields from opinion fields so reporting stays clean and employees can speak candidly without overexplaining.
- Review the form periodically to remove fields you do not act on, because unused fields create friction and weaken trust.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What is this Exit Interview Form template used for?
This template is used to collect structured feedback when an employee leaves, so HR can understand why they are departing and what could improve. It also records rehire eligibility and whether the employee consents to follow-up. The form is designed to replace an unstructured conversation with a consistent record you can review later.
Who should complete the exit interview form?
Usually HR, People Ops, or an assigned manager completes it during or after the exit interview, based on the employee’s responses. In some organizations, the departing employee fills out the form directly as a self-service survey, then HR reviews it. If you use both, keep the employee-facing fields separate from internal notes.
How often should an exit interview be run?
It should be used for each voluntary departure, and optionally for some involuntary exits if your process allows it. The key is consistency: use the same core fields every time so trends are easier to compare. If you only run it occasionally, the data will be too uneven to be useful.
What should be included in the reason-for-leaving section?
Keep it focused on the main departure type, the primary reason, and a short details field for context. A separate other-reason field is useful when the standard options do not fit. Avoid collecting unnecessary personal details; the goal is to understand the workplace reason, not the employee’s private life.
How does this template support privacy and data minimization?
This form is built to collect only the fields needed for offboarding analysis and follow-up, which aligns with data minimization principles. If you collect PII such as employee name or ID, make sure the form explains why it is needed and who can access it. If the form is anonymous in your process, remove identifying fields and use anonymous submission instead.
Can this template be customized for different departments or exit types?
Yes. You can add conditional logic so certain questions appear only for managers, remote workers, contractors, or specific departments. You can also tailor the improvement suggestions section to ask about onboarding, workload, tools, leadership, or scheduling depending on the role. Keep the core structure stable so reporting stays comparable.
What are the most common mistakes when using an exit interview form?
A common mistake is making every field required, which can reduce honest feedback and create form fatigue. Another is using free-text fields for data that should be structured, such as departure type or rehire eligibility. Teams also sometimes forget to include a clear note about what happens after submission, which can make employees hesitant to respond.
How should the form be integrated into the offboarding process?
It works best when it is triggered after resignation notice is received and before the final working day, with a clear owner assigned to review responses. Many teams connect it to HRIS or workflow tools so the form is routed automatically and the audit trail is preserved. If follow-up is requested, route that consent to the appropriate HR contact rather than the employee’s manager by default.
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