Exit interview template: Questions, tips, and guide

When a team member leaves your company, there's an opportunity to learn why. An exit interview gives departing employees space to explain their resignation candidly, helping you uncover the root cause and assess whether the company contributed to it.

The best exit interviews help you understand where you went wrong so you can strengthen your work environment and improve retention. In this guide, you'll learn what exit interviews are, why they matter, and how to conduct them effectively, plus access a template and example questions you can use right away.

What is an exit interview?

An exit interview is a one-on-one conversation between an HR professional and an employee who has chosen to leave the company, designed to uncover why they're leaving and gather feedback to improve the workplace for current and future employees.

When you understand the cause of a voluntary resignation, you can develop an action plan to address issues and reduce turnover. Departing employees often feel more comfortable sharing honest feedback because they no longer fear workplace repercussions.

Aside from identifying the cause of resignation, exit interviews reveal how the departing team member feels about your organization. Team members who are leaving may feel that it's easier to be honest with praise and criticism regarding company processes, their manager, or their team role.

Exit interviews differ from exit surveys in one key way: interviews are live conversations that allow for follow-up questions, while surveys are written questionnaires completed independently. Both have value, and many organizations use a combination of both approaches.

Why are exit interviews important?

Exit interviews are valuable for companies seeking continuous improvement. Departing team members have first-hand experience with how the company functions and what could be better.

Key benefits of conducting exit interviews:

• Honest feedback: Employees who are leaving often feel more comfortable sharing candid opinions about their experience.

• Root cause insights: Find the root cause of departures and identify patterns you might otherwise miss.

• Actionable improvements: Gain specific suggestions for how the company can improve processes, management, or culture.

• Better retention: Use feedback to address issues before they cause more employees to leave.

Ask questions about the team member's experience with onboarding, development, and team management. By outlining the right questions in advance, you'll get a clear picture of how the team member feels.

Who should conduct an exit interview?

Typically, a member of the human resources team will conduct the exit interview. This gives the interviewee a chance to speak with someone outside their immediate team who can serve as a trusted, neutral party.

• Best choice: An HR representative who isn't involved in the employee's daily work and can maintain confidentiality.

• Avoid: The employee's direct manager. Team members may hesitate to share honest feedback if their manager is leading the conversation.

A neutral interviewer creates psychological safety and encourages more candid responses.

Types of exit interview formats

Organizations can choose from several exit interview formats depending on their size, resources, and the depth of feedback they want to collect.

The right format depends on your goals. If you want detailed insights, face-to-face interviews are most effective. If you need to track trends across many departures, surveys, and forms, provide the data you need.

Exit interview template and example

Here's an exit interview form example and questionnaire to ask departing employees. Included are potential answers you may receive and ways to follow up on those answers.

Use the exit interview template below to take notes and create an improvement plan.

Exit interview questions to ask departing employees

The exit interview questions you choose will likely depend on the team member's role. If the resigning person is in leadership, you may have different questions than if they were an associate.

However, there are some common exit interview questions you can ask to gain well-rounded insight into why the team member is leaving for a new role and how they feel.

1. What led you to your decision to leave?

Your first question can be straightforward. Ask why the team member resigned and see what they say. If you want the team member to elaborate on their reason, ask follow-up questions based on their answer.

The individual's reason for leaving may have nothing to do with the company. Continue the interview by asking questions about their experience.

Possible follow-up questions:

• What prompted you to start looking for your next opportunity?

• Is there a scenario that would've changed your mind?

2. What do we do well as a company?

When you begin the interview with straightforward questions, the departing team member has time to get comfortable. It's often easier for a team member to express what they like about the company and their job role before moving into criticism.

Once the team member gives you a general answer for what the company did well, ask them to explain.

Possible follow-up questions:

• Can you elaborate on your response?

• Do you have any examples you'd like to share?

3. What can the company improve on?

Ask the individual about general company improvements they think you can implement. This question goes hand in hand with their response to what the company does well.

Use their responses to move naturally into things they may not be as fond of. For example, you might say, "So, you said you enjoyed your manager's leadership style, but was there anything about the team dynamic you would recommend improving?"

Possible follow-up questions:

• You said you enjoyed [employee response]. Was there anything about the [company characteristic] you would recommend improving?

4. Did you feel supported by your manager?

Depending on the departing team member's job role, they may not have a unique perspective on the organizational culture at a larger level. One area you know the team member has direct experience with is their manager.

Once you have ascertained whether they felt their manager was supportive, inquire what their manager did well and what they did not.

Possible follow-up questions:

• What helped you do your job well, and what hindered it?

• Do you feel that leadership has recognized your contributions? If not, how do you think it can be improved?

• Can you provide examples to elaborate on your answer?

5. Did you feel you received training and development opportunities?

It's essential to determine whether your company has properly trained its team members for their positions. Professional development opportunities within the company are also important for retaining a team.

Many individuals move from one company to another to advance their careers. Use the answers from exit interviews to improve your training plan and development programs.

Possible follow-up questions:

• What would've made your training experience better?

• What would've strengthened our growth and development opportunities?

6. What are you looking for in your next job opportunity?

Departing team members may focus on positive feedback about their experience. To learn from their departure, ask questions in different ways. Ask what they're looking for in their new position and use their answer to compare what your company offers.

For example, a team member may say their experience at the company was positive. But when you ask about their future expectations, they say they're looking for a stronger benefits package, more work-life balance, or a new opportunity that better aligns with their career path. That's a signal that you might want to reevaluate your company culture and team workloads.

Possible follow-up questions:

• What about this role didn't align with your career path?

7. Would [reason] make you reconsider your decision to leave?

Team members sometimes leave because of a company's specific shortcomings. The team member may be seeking a higher salary or to join a different department. Consider whether you can meet these requirements.

If you can't meet their requirements, determine whether their requirements are reasonable, and if these are things you should improve for others. If they say nothing will prevent them from leaving, be understanding and accept their response.

Possible follow-up questions:

• In what scenario, if any, would you consider returning?

How to conduct an effective exit interview

Effective exit interviews are a cornerstone of continuous improvement in employee engagement and retention strategies. Here's how HR professionals and managers can efficiently gather valuable insights while maintaining a positive relationship with departing employees.

Step 1: Prepare and schedule the interview

Begin by reviewing the employee's job description, performance records, any feedback they've previously provided, and their resignation letter, if they've submitted one. Develop a structured questionnaire based on common exit interview questions to guide the conversation. Both an interview guide template and an exit interview scorecard template help organize the flow of questions and collect the most useful feedback.

Timing is crucial for an effective exit interview. Schedule the meeting close to the employee's last day, but not on the very last day, to give them time to reflect on their experience without the pressure of imminent departure.

Step 2: Clearly communicate the purpose

At the beginning of the interview, clearly communicate its purpose: to gain honest feedback for organizational improvement. Emphasize that the information shared will be treated confidentially and with respect. Outline the interview structure so the employee knows what to expect.

Conduct the exit interview in a private, comfortable setting to facilitate an open and honest discussion. Whether face-to-face or via a video call, the environment should encourage candid feedback.

Step 3: Engage in an open dialogue

Use the prepared questionnaire as a guide, but allow the conversation to flow naturally. Focus on open-ended questions to elicit detailed insights into the employee's job satisfaction, reasons for leaving, and suggestions for the company.

Active listening is key. Encourage the employee to be honest and open, assuring them that their feedback is valuable and will be used constructively.

Step 4: Discuss career development and organizational feedback

Explore the employee's career path and future opportunities. Discuss how their experience with the company has prepared them for their new role and what could have been done better to support their career growth within the organization.

Inquire about the employee's views on the benefits package, employee engagement initiatives, and what improvements they think could enhance the workplace for current and new employees.

Step 5: Close on a positive note

End the interview on a positive note, thanking the employee for their contributions and wishing them well in their new job. This step helps to maintain a good relationship and leaves the door open for potential future re-engagement.

Step 6: Document feedback and plan for action

After the interview, document the feedback received and analyze it for patterns and actionable insights. This information should inform HR practices, improve the workplace environment, and enhance strategies for retaining top talent.

How to analyze exit interview data and take action

Collecting exit interview feedback is only valuable if you act on it. A structured approach to analyzing and applying insights helps you turn individual conversations into meaningful organizational improvements.

Identify patterns and recurring themes

After conducting several exit interviews, review the feedback to identify common threads. Are multiple employees mentioning limited growth opportunities? Do concerns about management style appear repeatedly? Look for patterns that point to systemic issues rather than isolated incidents.

Categorize feedback by theme

Organize insights into categories to share relevant findings with the right stakeholders and prioritize which areas to address first. Common categories include:

• Compensation and benefits: Salary concerns, benefits gaps, or lack of competitive pay

• Management and leadership: Feedback about direct managers or senior leadership

• Career development: Limited growth opportunities or unclear advancement paths

• Work-life balance: Workload concerns, flexibility issues, burnout, or broader employee well-being challenges

• Company culture: Team dynamics, communication, or alignment with values

Share findings with leadership

Present aggregated, anonymized findings to leadership and relevant department heads. Focus on actionable insights rather than individual complaints. For example, instead of sharing that one employee disliked their manager, highlight that 40% of departing employees cited insufficient feedback from leadership.

Create an action plan

Based on your analysis, develop specific initiatives to address the most pressing concerns. Assign ownership for each action item and set timelines for implementation. Whether it's revising your benefits package, improving manager training, or creating clearer career paths, concrete steps demonstrate that feedback leads to change.

Track improvements over time

Monitor whether changes reduce turnover and improve employee satisfaction. Compare exit interview feedback before and after implementing changes to measure impact. This ongoing analysis helps you refine your approach and build a culture where feedback drives continuous improvement.

Exit interview best practices

When conducting exit interviews, follow best practices to make the departing team member feel comfortable. When you create a safe and friendly environment, you'll receive more honest feedback.

Tips to improve exit interviews:

• Pick the right time: The best time to interview those who have resigned is on their last day of work. This ensures the team member can be truthful without having reservations about how it may affect their work relationships.

• Keep it casual: Your exit interview should have structure, but it doesn't have to be formal. Follow up on each answer you receive so the interview feels like a conversation.

• Notice nonverbal cues: Actively listen to the team member's answers to understand what they say. Though the individual's words are important, pay attention to their nonverbal communication, like body language, facial expressions, and tone of voice.

• Guide the conversation: You'll have a list of questions prepared before the interview begins, but the interview should be fluid. Instead of leading the conversation based on your questions, guide it with the team member's answers.

• Encourage transparency: To get genuine answers from the team member, ask them for transparency at the beginning of the interview.

• Take notes: To remember the feedback team members give you, be sure to take notes. Don't let your note-taking disrupt the flow of the exit interview, but jot down brief comments so you retain any feedback you receive.

Common mistakes to avoid:

• Being defensive: If an employee shares critical feedback, resist the urge to explain or justify. Your role is to listen and learn, not to defend company decisions.

• Making promises you can't keep: Don't suggest changes will happen immediately or guarantee specific outcomes based on their feedback.

• Skipping documentation: Failing to record feedback means losing valuable insights. Always document key themes after each interview.

Strive to make the exit interview feel comfortable. It's an opportunity to gain insight from the departing team member.

Turn exit interview insights into a better workplace

The exit interview process is extremely valuable when done right. It's an opportunity for you and the departing team member to have a candid conversation without reservations. If you can get the departing team member to speak openly about their experience, you'll receive constructive feedback.

With this feedback, you can improve the work environment for current employees and increase employee satisfaction. Work management software can help you track retention rates, take notes during exit interviews, and implement an improvement plan.

Whether you're an HR manager or a team lead, you'll need clarity and organization to take action. Get started with Asana to bring your exit interview insights and action plans together in one place.

Frequently asked questions about exit interviews