Employee Exit Interview Form
A short structure for the conversation when someone leaves: reasons, ratings, what they valued and would change, how their words may be shared, and a checklist for HR.
Free. Fill in, print, save as PDF or download as Word without an account. Saving to your account needs a free account.
Country versions
- International
- United States *
- United Kingdom *
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
Read more
What it is
An exit interview is a conversation held when someone leaves, to learn why they go and what the workplace could do better. It is one of the few moments when a person is free to be candid, and the answers can show patterns that internal surveys miss: a problem with a manager, a gap in pay, a role that was not what was promised. It also closes the departure properly, because it is the natural moment to check that equipment is returned, access is closed and the final pay is settled.
This form gives the conversation a short structure. First come the facts (who, when, what kind of departure). Then the reasons for leaving as a checklist, so that a person can name several, followed by eight statements rated from 1 to 5 and three open questions in the person's own words. A box at the top records how the person agreed that their answers may be shared: with their name, as anonymous themes, or with HR only. Ask them and respect the answer. At the end is a checklist for HR. Each country version replaces it with the items that country's rules point to, so the Korean, Japanese, German, American and British versions differ there. The form is a template for the conversation. It is not legal advice and it decides nothing about final pay or notice.
When to use it
- Someone has resigned or their contract is ending, and you want to learn from it.
- You want to hear the reasons in a structured way instead of from hallway talk.
- You need a checklist so that nothing is forgotten when someone leaves.
- You want to record how the person agreed their answers may be used.
- You see a pattern of people leaving and want comparable answers.
How to fill it in
- Choose someone other than the direct manager to hold the interview, so that the person can speak freely.
- Fill in the people and dates. The length of service is worked out from the start date and the last day.
- Explain what the answers are used for, ask how they may be shared and tick the box at the top.
- Go through the reasons and the eight statements, and write the person's own words in the open questions.
- Fill in the checklist for HR and the follow-up notes after the conversation.
- Print or save the form, and keep it as confidentially as the person agreed.
Common mistakes
- Letting the direct manager hold the interview, which makes honest answers less likely.
- Choosing the sharing option for the person instead of asking.
- Arguing with the answers instead of listening and writing them down.
- Treating the average as the result; the words say more than the number.
- Collecting the answers and doing nothing with them.
- Forgetting the HR checklist, so that access stays open or final pay is late.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- United States (US): Written in English – check with local advice
- United Kingdom (GB): Written in English – check with local advice
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Boxed form
- Ledger
- Compact
- Banner
- Warm
- Plain (black and white)
- Modern
- Formal
- Side band
- Classic
- Minimal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- Does the person have to take part?
- An exit interview is normally voluntary, and the person does not have to answer every question. The signature line for the departing person is optional and only confirms that the conversation took place.
- When is the best time to hold it?
- Often in the last week or two, after the first emotions have settled and before the person is out of reach. Some employers add a short call a few weeks after the last day, when people speak more freely.
- What happens to the answers?
- That is for the employer to decide, within what the person agreed to at the top of the form. The answers are personal data: keep them confidential and share them only as ticked. This is a general template, not legal advice.
- How should I read the average?
- It is a quick summary of the eight statements the person answered. A single person's average says little; read the words first, and compare the averages only across many interviews.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 6 country versions: International, United States, United Kingdom, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.