Exit Interview Form
Use this exit interview form to capture why an employee is leaving, what worked, what did not, and whether they are eligible for rehire. It gives HR a consistent record for follow-up, trend analysis, and offboarding decisions.
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Overview
This exit interview form template is built to capture structured feedback when an employee leaves the company. It includes employee information, reason for leaving, workplace experience, suggestions for improvement, and rehire eligibility, so HR can document the conversation in a consistent way.
Use it when you want more than a free-form conversation and need responses that can be compared across exits. The form works well for voluntary resignations, planned departures, and written follow-up after a live interview. It is especially useful when you want to identify patterns in manager support, workload, role clarity, or workplace challenges, and when you need a clear record of whether the employee consents to follow-up.
Do not use this template as a catch-all offboarding packet. It is not meant for collecting payroll, benefits, or legal release information, and it should not ask for unnecessary PII. If the departure is involuntary or sensitive, keep the questions narrow, use neutral wording, and rely on conditional logic so only relevant fields appear. The goal is to collect usable feedback without over-collecting or making the employee feel pressured to answer every question.
Standards & compliance context
- Limit data collection to what HR will actually use, in line with GDPR data minimization and the minimum-necessary principle.
- If the form is public-facing or employee-accessible, keep it usable with WCAG 2.1 AA-friendly labels, validation, and keyboard navigation.
- If you collect follow-up consent or contact details, make the consent/disclosure language explicit and separate from the feedback questions.
- When the form is used for HR intake, avoid unnecessary medical, disability, or protected-class questions and include reasonable-accommodation prompts only if they are truly needed.
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 ties the feedback to the correct employee record and offboarding timeline without collecting more personal data than needed.
- Employee Name
-
Employee ID
Optional if HR already has your offboarding record linked.
- Department
-
Manager Name
Optional. Used only to route feedback for internal review.
- Exit Interview Date
Reason for Leaving
This section captures the main departure driver and any contributing factors so HR can separate one-off cases from recurring patterns.
- Type of Departure
- Primary Reason for Leaving
- Please specify the primary reason
- Were there any other factors in your decision?
- When did you first start considering leaving?
Workplace Experience
This section shows how the employee experienced the role, manager, and workload, which is often where actionable retention signals appear.
- Overall, how satisfied were you with your experience at the company?
- My role and expectations were clear
- I received the support I needed from my manager
- My workload was manageable
- What did the company do well?
- What were the biggest challenges in your role or work environment?
Suggestions for Improvement
This section turns exit feedback into specific ideas the organization can review, prioritize, and track over time.
- Which areas should the company improve?
- Please specify other improvement areas
- What could the company have done to retain you?
- Would you recommend this company as a place to work?
Rehire Eligibility and Follow-Up
This section records future hiring eligibility, return interest, and consent for later contact so HR has a clear next step.
- Would you be eligible for rehire?
- Would you consider returning to the company in the future?
- What would need to change for you to return?
-
May HR contact you for follow-up questions?
By selecting this, you consent to HR using your contact details only for exit interview follow-up.
- Preferred Contact Email
How to use this template
- 1. Add the employee’s basic information, interview date, and department so the form is tied to the correct offboarding record.
- 2. Set conditional logic for departure type so voluntary exits can show retention and decision-timing questions while involuntary exits stay limited and neutral.
- 3. Assign the form to HR or the designated interviewer and confirm whether the employee will complete it live, in writing, or through a follow-up link.
- 4. Review the workplace experience and suggestions sections with required fields kept to a minimum so the employee can skip questions they cannot answer.
- 5. Record rehire eligibility, return conditions, and follow-up consent, then route any action items to the right owner before the employee’s access is fully closed.
Best practices
- Keep required fields limited to the minimum needed for identification and follow-up, and leave opinion fields optional.
- Use a date picker for the interview date and short text fields for names and IDs instead of free-text paragraphs.
- Add conditional logic for departure type so the form does not show irrelevant questions to every employee.
- Include a clear note explaining what happens after submission, who will see the responses, and whether follow-up is optional.
- Ask for only the contact email needed for follow-up and avoid collecting unnecessary PII or sensitive personal details.
- Use neutral language in the reason-for-leaving section so employees can answer honestly without feeling judged.
- Separate workplace strengths from workplace challenges so HR can identify both retention drivers and pain points.
- Review responses promptly and convert repeated themes into action items, not just a stored record.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What does this exit interview form collect?
This template collects employee information, the reason for leaving, feedback on workplace experience, suggestions for improvement, and rehire eligibility. It also includes follow-up consent and a preferred contact email so HR can continue the conversation after the interview if the employee agrees. The structure is designed to keep the interview focused and consistent across departures.
Who should use this form?
HR, People Ops, or an employee’s manager can use it, but HR usually owns the process because it may include PII and sensitive feedback. If managers conduct the interview, HR should still review the completed form for consistency and follow-up actions. The template works best when one person is assigned to collect and store the responses in a controlled system.
When should an exit interview be conducted?
Use it near the employee’s last working day, after the resignation or termination decision is final but before access is removed if you need to capture final feedback. If the employee is leaving under stressful circumstances, you may want to delay the interview slightly to improve response quality. The form also works as a written follow-up if a live interview is not possible.
Is this form appropriate for voluntary and involuntary departures?
Yes, but the conditional logic should reflect the departure type. For voluntary exits, the form should emphasize reasons for leaving, decision timing, and retention suggestions. For involuntary exits, keep the wording neutral and limit questions to process feedback and any permitted follow-up, since some topics may not be appropriate or useful.
What are the main pitfalls when using an exit interview form?
A common mistake is making every field required, which can reduce candor and completion rates. Another is asking for too much personal data, such as unnecessary PII, instead of only what HR needs for offboarding and analysis. It is also important to include a clear note about what happens after submission and whether the employee can respond anonymously or decline follow-up.
How should this template be customized for different departments or roles?
Add department-specific prompts only where they will produce actionable feedback, such as shift scheduling for operations or tooling for engineering. Use conditional logic so extra questions appear only when relevant, rather than showing a long form to everyone. Keep the core sections intact so responses remain comparable across teams.
Can this form integrate with HR systems or workflows?
Yes. It can feed into HRIS, ticketing, survey, or document workflows so feedback is routed to the right owner and stored with an audit trail. Common integrations include employee records, offboarding checklists, and follow-up task assignment. If you connect it to other systems, keep data minimization in mind and only sync fields that are actually needed.
How does this compare with an informal exit conversation?
An informal conversation can surface useful context, but it is hard to compare across employees and easy to forget details. This template creates a repeatable record with the same fields each time, which makes trend review and follow-up easier. It also helps ensure the employee is asked about the same core topics without turning the interview into a script.
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