Volunteer Exit Interview Form
A Volunteer Exit Interview Form for capturing why a volunteer is leaving, how they experienced the program, and what needs to be returned or closed out. Use it to improve retention, document offboarding, and keep volunteer records complete.
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Overview
The Volunteer Exit Interview Form is a structured offboarding form for departing volunteers. It captures the reason for departure, ratings on the volunteer experience, suggestions for improvement, asset return status, access closure confirmation, and whether the volunteer is open to future contact or re-engagement.
Use this template when you need more than a goodbye conversation. It is useful for recurring volunteer programs, roles with issued assets or system access, and any organization that wants consistent feedback to improve onboarding, training, coordinator support, and role clarity. The form also helps you close records cleanly by documenting the last date, confirming what was returned, and recording consent for follow-up.
Do not use this form as a catch-all intake survey. If the volunteer relationship was very short, anonymous, or low-touch, a shorter exit check-in may be enough. Keep the questions proportional to the role and avoid collecting unnecessary PII or sensitive details. If you do not issue assets or grant access, those sections can be hidden with conditional logic. The goal is a clear, usable offboarding record that supports retention analysis without making the process heavier than it needs to be.
Standards & compliance context
- If the form collects volunteer contact details or comments, include a clear consent or disclosure statement that explains how the information will be used and who will see it.
- Follow GDPR data minimization principles by collecting only the fields needed for offboarding, retention analysis, and approved follow-up.
- If the form is public-facing or self-serve, keep it accessible with WCAG 2.1 AA-friendly labels, validation, and keyboard navigation.
- If the volunteer role involved health-related settings, apply the minimum-necessary principle and avoid collecting unnecessary health or personal information.
- If the form is used in an HR-style process, keep accommodation-related prompts respectful and limited to what is needed for the volunteer’s final transition.
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
Volunteer & Interview Details
This section anchors the record with the volunteer’s identity, program, and dates so the exit can be tied to the right assignment.
- Volunteer Full Name
-
Email Address
Used only for follow-up regarding your offboarding. Will not be shared externally.
- Phone Number (Optional)
- Program / Department Volunteered With
- Primary Volunteer Coordinator or Supervisor
- Volunteer Start Date
- Last Date of Volunteering
- Interview / Form Completion Date
-
Interview Conducted By (Staff Use)
Leave blank if you are completing this form independently.
Reason for Departure
This section explains why the volunteer is leaving and helps you separate voluntary departures from program-driven changes.
- Primary Reason for Leaving
- Any Additional Contributing Reasons? (Select all that apply)
-
Please describe your reason(s) for leaving in your own words
Optional but greatly appreciated. Your candid response helps us improve.
- Was your departure voluntary?
Volunteer Experience Feedback
This section turns the exit into usable program feedback by capturing ratings on onboarding, support, clarity, and recognition.
- Overall Volunteer Experience
- Quality of Onboarding and Orientation
- Adequacy of Training and Preparation for Your Role
- Support and Communication from Your Coordinator / Supervisor
- Clarity of Your Role, Responsibilities, and Expectations
- Feeling Valued and Recognized for Your Contributions
- Sense of Connection to the Organization's Mission and Impact
- What did you find most rewarding or meaningful about your volunteer experience?
- What challenges or frustrations did you encounter during your time with us?
Suggestions for Improvement
This section surfaces specific changes the volunteer thinks would improve the program and retention.
- Which areas do you feel most need improvement? (Select all that apply)
- What specific changes would have made you more likely to continue volunteering?
- Would you recommend volunteering with our organization to others?
- Please briefly explain your recommendation answer above
Asset Return & Access Closure
This section confirms what was issued, what was returned, and whether any system access still needs to be removed.
- Were you issued any organizational assets during your volunteer service?
-
Which assets are being returned? (Select all that apply)
Check all items you are returning as part of your offboarding.
- Please describe any other assets being returned
- Are there any assets you are unable to return at this time?
- Please explain which assets cannot be returned and why
-
I understand that my access to organizational systems, platforms, and facilities will be deactivated upon completion of offboarding
This includes email accounts, volunteer management systems, building access, and any other organizational tools.
Rehire Eligibility & Follow-Up
This section records whether the volunteer may return, whether you may contact them, and any final notes for future outreach.
- Would you consider volunteering with us again in the future?
- If you might return, what conditions or changes would make that more likely?
-
May we contact you in the future about new volunteer opportunities?
Per our privacy policy, you may update this preference at any time by contacting us.
- Any final comments, messages, or feedback you'd like to share?
-
I confirm that the information I have provided in this form is accurate and given voluntarily. I understand this feedback will be used to improve the volunteer program and may be reviewed by volunteer management staff.
Your responses will be handled in accordance with our data privacy policy. PII collected in this form is used solely for offboarding administration and program improvement purposes.
How to use this template
- Set up the form with required identity, program, and date fields, then use conditional logic to show asset and access questions only when the volunteer had issued items or system access.
- Assign the form to the volunteer coordinator or program lead so they can confirm the departure details, review the volunteer’s responses, and complete any internal closeout fields.
- Ask the departing volunteer to complete the reason-for-leaving and experience-feedback sections, using rating fields and short text fields that match the information you need.
- Review the asset return and access closure section before finalizing the record, and mark any missing items or unresolved access steps for follow-up.
- Use the follow-up and consent section to record whether the volunteer agrees to future contact, then route the submission to the right owner for retention analysis and offboarding tasks.
Best practices
- Keep the form short by hiding asset and access questions unless the volunteer actually received items or credentials.
- Use rating fields for experience questions and reserve free-text fields for the few places where you need detail.
- Mark required versus optional fields clearly so volunteers know what is necessary to close out the record.
- Include a plain-language line that explains what happens after submission, including who reviews the form and whether follow-up may occur.
- Limit PII to what you need for offboarding and future contact, and avoid asking for sensitive details that do not affect the closeout process.
- Separate departure reason from program feedback so you can analyze retention issues without mixing them with personal comments.
- Confirm asset return and access removal in the same workflow so the form produces a complete offboarding record.
- Offer an anonymous or low-identification feedback path if you want candid program feedback without tying every comment to a named volunteer.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
When should this volunteer exit interview form be used?
Use it when a volunteer is ending their service, whether the departure is planned, seasonal, or unexpected. It works best at the point of offboarding, after the volunteer has confirmed their last date and before access is fully closed. If the volunteer has already left, you can still send it as a follow-up form to capture feedback and close records.
Who should complete this form?
A volunteer coordinator, program manager, or HR-style admin for the volunteer program should usually run the interview and complete the form. In some programs, the departing volunteer can fill out the feedback sections directly, while staff complete the asset return and access closure fields. If your process is sensitive or informal, use conditional logic so the volunteer only sees the questions that apply to them.
Is this form meant for every volunteer or only certain departures?
It can be used for all departures, but it is especially useful for volunteers who had regular access, received issued assets, or were part of a recurring program. For very short-term or one-time volunteers, you may want a shorter version that only asks for reason for departure, overall experience, and consent to be contacted. Keep the form proportional to the relationship and the data you actually need.
What should we avoid collecting on this form?
Only collect fields you will actually use for offboarding, retention analysis, or follow-up. Avoid asking for unnecessary PII, sensitive personal details, or open-ended questions that invite disclosure you do not need. If you do collect contact details or comments, include a clear disclosure about what happens after submission and whether the volunteer can submit anonymously for feedback-only use cases.
How often should this form be reviewed or updated?
Review it whenever your volunteer program changes, such as new roles, new access tools, or revised onboarding and training steps. It is also worth revisiting after a few exit interviews to see whether the answer choices still match the reasons people are leaving. If the form is used across multiple programs, keep the core fields consistent and customize the program-specific options with conditional logic.
Can this form be customized for different volunteer programs?
Yes. The structure is designed to support branching by program, department, or role so you can show only the relevant questions. For example, a food bank volunteer may need different asset return fields than a clinic volunteer, and a remote volunteer may need different access-closure steps than an on-site volunteer. Keep the rating scales and core departure questions consistent so you can compare results over time.
How does this compare with an informal exit conversation or email?
An ad-hoc conversation is easy to start, but it is hard to compare across volunteers and easy to forget important offboarding steps. This template gives you a repeatable record of departure reason, experience feedback, asset return, and follow-up consent in one place. It also makes it easier to spot patterns in retention issues and confirm that access has been closed.
What should happen after the volunteer submits the form?
The form should trigger a clear next step, such as notifying the volunteer coordinator, logging the exit in your records, and creating any follow-up tasks for returned assets or access removal. If the volunteer agreed to be contacted, route that consent to the right person and keep the scope of follow-up limited to what they approved. A confirmation message should tell them what was submitted and what happens next.
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