How to run an exit interview (free template included)
When an employee leaves your company, it’s frustrating. But it’s also an opportunity to learn and grow. That’s where the exit interview comes in, and this article will show you how to plan and execute a great exit interview, with a free template included.
When an employee leaves your company, it’s frustrating. But instead of throwing your hands into the air and asking “why!?”, you should invite the leaver to an exit interview.
Exit interviews are excellent learning opportunities. They are one of the few chances you get to really understand what may not be working within your organisation. And if you do them right, you can learn valuable insights that help create a happier, more productive workplace!
If you’re already convinced, then you can download our free exit interview template here. Or, if you’re eager to learn more, then keep reading to discover how to make your exit interviews super effective – including advice on how to plan, and how to run an exit interview.
What is an exit interview?
An exit interview is a structured conversation between a departing employee, and a representative from HR or leadership. It helps uncover the real reasons behind the resignation, highlights workplace issues, and opens the door to honest, constructive feedback.
The process typically involves:
- Asking targeted exit interview questions
- Documenting responses clearly
- Analysing trends for improvement
- Ensuring the conversation remains confidential and professional
Exit interviews are not meant as a tool for persuading a person not to leave. Rather, an exit interrview represents the final touchpoint in the offboarding process, and help organisations understand turnover and drive positive change.
Why exit interviews matter
Exit interviews are not just polite HR rituals. In fact, if this is how you see them, then you may as well just cut them out of your offboarding process altogether – after all, exit interviews are not required by UK law. They are an optional step, and are meant to be constructive for both you and the leaver.
Exit interviews matter, because they help you to identify trends, such as recurring themes behind employee departures. For example, you may discover that a significant number of exits can be linked to one particular member of your management team. You may find you have a bully in your midst. Or you may even find that you’re simply offering a non-competitive pay package, and your people are leaving because there are more lucrative opportunities amongst competitors!
Done right, exit interviews help you to improve retention, by spotting these red flags in your management, your culture, your compensation schemes, or even your teams’ workloads. And by fixing these red flags, you’ll make your work environment a more pleasant and engaging place for current and future employees.
Exit interviews may also be a great way to gain competitive insight – for example, you may learn something about what competitors are offering, that is dragging your people away.
Companies that implement an effective exit interview process consistently outperform others in employee retention and satisfaction. And they generally manage to address issues before they end up as a set of ugly Glassdoor reviews – something that can ruin your employer brand.
When and how to schedule an exit interview
The two most important factors in scheduling an exit interview are timing and setup. Here are a few tips to get you going:
- Aim for the final week of employment – but avoid the final day. The last day of work is generally chaotic, emotional, and may not be a balanced reflection of the leaver’s feelings.
- Choose a neutral setting. Avoid anywhere associated with high conflict, and ensure that the location is private, relaxed, and distraction-free.
- Consider remote interviews for hybrid or remote workers. There is no obligation for a worker to attend an exit interview, so make it as easy as possible for them to attend.
It’s also worth remembering to clearly communicate the purpose of the exit interview, and to reassure the person that their responses will be free of judgement, and totally confidential. You may also wish to track and document the interview within your HR system.
How to run an effective exit interview
1. Prepare the questions in advance
Use a consistent exit interview template (such as this one, available for free as a download here) to ensure fairness and clarity. A mix of open and structured questions provides deeper insights and makes it easier to compare responses across employees.
2. Create a safe space for honest feedback
The last thing you want is people holding their tongue in case they fear it will get them into trouble. You want honest feedback that helps you get better! So set the tone: “This conversation is confidential and helps us improve.” Avoid inviting any direct managers to lead the session, so that you can encourage openness.
3. Keep it structured but conversational
People respond well to a logical flow, but don’t make it feel like they’re in a courtroom or an interrogation. In other words, stick to your agenda, but encourage free elaboration and open conversation where it naturally occurs.
4. Focus on listening, not defending
Done right, you’ll likely hear some uncomfortable truths during some of your exit interviews. Avoid the temptation to justify company actions or argue over minor details – you’re here to gather feedback, not challenge it. You don’t need to accept nor reject liability – you only need to listen. Thank employees for their opinion, and stay neutral.
5. Document insights consistently
In the same way that you should be asking consistent questions, you should be recording these insights consistently – preferably in a way that makes them easy to compare, correlate, and analyse. You could group points under categories, for example – such as “Culture”, “Compensation” or “Workload”. You know best how your business works – the important part is being able to see which trends are emerging. You probably want to use some sort of software to capture and compare key responses. Perhaps your HR software has a section for this, or you may even consider using standalone exit interview software if it’s available. If possible, connect this with your HR analytics workflow.
Exit interview best practices
Here are a few exit interview best practices to keep in mind:
- Be professional and respectful. This is still a business conversation, even if it feels informal. Treat the departing employee with the same courtesy you would during their employment.
- Stay objective. Don’t take criticism personally or become defensive. The goal is to understand their experience, not to debate it.
- Avoid pressuring for responses. If an employee seems reluctant to answer certain questions, don’t push. The interview should feel safe and voluntary.
- Explain what happens with their feedback. Be clear about how their input will be used, who will see it, and whether it will remain anonymous.
- Listen more than you speak. This is their time to talk. Ask open-ended questions, then give them space to share without interruption.
- Keep it consistent. Use a standard set of questions to ensure fair comparison across interviews. This also helps you build useful trends over time.
- Document responses accurately. Take clear notes or use an exit interview form to record insights while they’re fresh.
- Follow up internally. Share key findings with leadership or relevant departments. Let employees see that feedback leads to change – especially if you’re asking for their honesty.
- Respect their time. Keep the interview within 30–45 minutes, and thank them for their participation and transparency.
10 common exit interview questions
Here are 10 effective exit interview questions you can ask:
- What prompted you to start looking for a new role?
- What did you enjoy most about your position here?
- What aspects of your job were most frustrating?
- How would you describe the company culture?
- How supported did you feel by your manager and team?
- Were you satisfied with your compensation and benefits?
- What could we have done to make you stay?
- Did you have clear growth and development opportunities?
- Would you recommend this company to a friend?
- Do you have any other feedback you’d like to share?
These questions work well across industries and are suitable for employee exit interviews in both UK and global contexts.
Download our free exit interview template (PDF & DOC)
If you want to make your next interview effective and easy, then why not use our professionally-designed exit interview template? It’s completely free, and you can start using it today!
Download exit interview template.
Our exit interview template includes:
- A structured question set to guide consistent interviews
- Editable formats (Word DOCX, and printable PDF)
- Space to record employee responses clearly and thoroughly
- Sections for employee details, key observations, and internal notes
- A closing checklist to help interviewers wrap up the conversation professionally
- UK-compliant design with optional GDPR reminder
- Ready-to-use formatting – just download and go
Whether you’re a startup founder, HR professional, or operations manager in charge of a scaling team, this free exit interview template saves time and ensures consistency.
What to do with exit interview feedback
Remember that conducting a good exit interview is only half of the battle. It’s no good if you let feedback and insights collect dust! So here’s a checklist of points to remind you what to do next:
- Categorise feedback into themes (e.g., pay, culture, management)
- Identify trends across roles, teams, or time periods
- Report findings to leadership for discussion and action
- Loop back improvements into your employee retention strategy
Exit interviews work best when they lead to change. Make sure feedback is not just heard, but acted on!
Conclusion
Exit interviews are powerful tools when run correctly. They uncover the why behind employee turnover and help you build a better, more resilient workplace.
- Use our free exit interview template
- Follow best practices and proven questions
- Apply the feedback for measurable improvement
And if you want to streamline this process even further? Consider using our HR software that can be customised to automate everything, from scheduling to analysis.
FAQs
The best way is to keep it structured, respectful, and relaxed. Use a consistent template so every employee gets the same opportunity to share, and make sure they know the conversation is confidential. Focus on listening rather than reacting—it’s about learning, not defending.
Exit interviews are usually 1:1 meetings, either in person or via video call, lasting 30–45 minutes. They follow a set of prepared questions to ensure consistency but should also allow for natural conversation. A combination of open-ended and structured questions works best.
Typically, someone from HR or People Ops conducts the interview—not the employee’s direct manager. This helps the exiting employee feel more comfortable sharing honest feedback. If you’re a small company, a neutral founder or senior leader may also work.
Schedule it for the final week of employment, ideally not on their last day to reduce time pressure. Give them notice, explain the purpose, and let them know it’s optional but encouraged. You can use HR software or just a quick calendar invite with a clear agenda.
In most cases, HR or a senior people leader will lead the interview. The key is that it’s someone perceived as neutral, who can listen without bias. This ensures employees feel safe being open and constructive.
Start with easy, open-ended questions, then move into more detailed areas like management, culture, and suggestions for improvement. Follow a clear exit interview template to guide the flow, but allow the conversation to adapt naturally. Be present, take notes, and summarize key takeaways at the end.
Most last between 30 to 45 minutes—long enough to dive into meaningful feedback without overwhelming the employee. If the conversation is going well and they’re open, allow some flexibility to go longer. Always respect their time and energy, especially during their final days.
No—they should always be optional. Making them mandatory can reduce honesty and make employees feel uncomfortable. Instead, frame them as a helpful, voluntary way to influence positive change for the team they’re leaving behind.
Take detailed notes during the conversation or use a form-based exit interview template to capture answers. Afterwards, categorize the insights (e.g., management, workload, benefits) and look for patterns across interviews. The most important part: share trends with leadership and follow through with improvements.
