Offboarding
Exit Interview Invitation Email Template
Invite a departing employee to an exit interview to gather feedback on their experience.
When to use this template
A departing employee is in their final days and you want to schedule an exit interview to gather honest feedback about their experience, management, and suggestions for improvement.
Example subject line
Exit Interview Invitation — We Value Your Feedback Before You Leave
Tips for writing this email
- Emphasize that the exit interview is voluntary and confidential to encourage candid feedback.
- Provide two or three time slot options and mention the expected duration — typically 30 to 45 minutes — so the employee can plan accordingly.
- Share the general topics that will be covered so the employee can reflect beforehand — workplace culture, management effectiveness, growth opportunities, and reasons for leaving.
- Mention who will conduct the interview — ideally someone from HR rather than the employee's direct manager to promote honest responses.
What to avoid
- Do not make the exit interview feel mandatory or pressured — employees who feel coerced give guarded, unhelpful feedback.
- Avoid scheduling the interview on the employee's very last day when they are busy with final handoffs and goodbyes.
- Do not have the departing employee's direct supervisor conduct the interview — it inhibits honest feedback about management.
- Avoid framing the interview as a formality — communicate that the feedback will genuinely be used to improve the workplace.
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Generate This EmailFrequently Asked Questions
Are exit interviews mandatory?
No, exit interviews are typically voluntary. Making them feel mandatory can lead to guarded, unhelpful responses. Emphasize confidentiality and the genuine desire to improve the workplace.
Who should conduct an exit interview?
Someone from HR rather than the departing employee's direct manager. Employees are more likely to give honest feedback about management, culture, and team dynamics when speaking to a neutral party.
What questions should an exit interview cover?
Focus on reasons for leaving, what the company could improve, feedback on management and team culture, whether they felt supported in their growth, and what they valued most about working there.
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