Exit Interview Template
45 exit interview questions grouped by theme, with notes on why to ask each set, an anonymous survey version, a sample write-up and a tracker for trends.
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What you get
- 45 exit interview questions in eight themes, with a note on what each theme tells you
- A 20-minute core script for when you can't ask everything
- An anonymous survey version with rating scales
- A filled-in interview summary so you can see what a useful write-up looks like
- A reason-for-leaving code list and a tracker for spotting patterns by team and manager
- Guidance on who should run the interview, timing, and what not to ask
Template preview
The structure, not the finished file. The PDF and CSV carry the complete version.
Interview details
- Employee name, job title and team
- Manager
- Start date, notice date and last day
- Exit type— voluntary resignation / retirement / end of contract / involuntary
Core script: 10 questions for a 20-minute interview
- 1.What made you start looking for, or accept, another job?
- 2.Was there a moment when you decided to leave? What happened?
- 3.What could we have done that would have made you stay?
- 4.How well did the job match what you were told when you were hired?
Worked example: interview summary
Employee: Ana Lopez, Payroll Specialist, Finance. Manager: R. Shah. Last day: October 30, 2026. Interviewer: HR Business Partner. Consent: summary only. Primary reason: Career growth (code C2). Secondary: Pay (code P1). In her words: "I asked about the senior specialist role twice in 2025 and was told there was no budget. The new job is a senior title with $9,000 more." What would have kept her: a promotion path with criteria, or a market adjustment. She would have stayed for a $5,000 increase and a defined path to senior. Other feedback: positive about her manager and team; the payroll system's manual reconciliations take about a day each cycle. Rehire: yes. Recommend to a friend: yes, for the team, not for the pay. Follow-up: (1) Compensation to benchmark payroll specialist pay; second payroll exit citing pay this year. (2) Share system feedback with the payroll systems owner.
Question bank: 45 questions in eight themes
Pick from each theme. Each note says what the theme helps you find.
1. Reasons for leaving (finds the real trigger, which is often not the first answer)
- What is the main reason you're leaving?
- When did you first start thinking about leaving?
- What does your new role offer that this one didn't?
- Was there a specific event that made you decide?
The preview stops here; the template continues in the download.
How to use this template
- Schedule it in the last week, not the last hour. Book 30 to 45 minutes a few days before the last day. People are rushed and guarded in their final afternoon.
- Have someone other than the manager run it. An HR partner, or a manager from another team, gets more honest answers. Offer the anonymous survey as an alternative.
- Use the core script and add themes as needed. Ask the 10 core questions, then add from the themed bank depending on the role and what comes up.
- Write it up the same day. Use the summary format: primary reason code, the employee's words, and any issue needing follow-up. Agree with the employee what can be shared with their manager.
- Review trends every quarter. Group the tracker by reason, team and manager. One exit is an anecdote; three with the same reason in one team is a pattern to act on.
Frequently asked questions
What questions should you ask in an exit interview?
Start with why they are leaving and when they decided, then cover the role, their manager, team and culture, growth, pay and benefits, and working conditions. Close with what would have made them stay and whether they'd return or recommend the company. The 10-question core script above covers these in 20 minutes.
Who should conduct an exit interview?
Someone other than the employee's manager, usually an HR partner. People are more candid when they're not talking to the person they report to. Offer an anonymous survey for those who would rather not talk.
When should an exit interview happen?
During the last week, a few days before the last day, when the employee has time and the handover is under way. Some companies add a short follow-up survey two to three months later, when former employees are often more open.
Are exit interviews mandatory?
No. They should be voluntary, and you shouldn't tie final pay or benefits to them. Most departing employees agree when it's framed as a chance to improve things for the team they're leaving.
How do you analyze exit interview data?
Code each exit by primary and secondary reason, then count by team, manager, tenure band and role each quarter. Compare against your turnover rate: a rise in one code in one team is where to act first. Small companies should look at a rolling 12 months, since quarterly counts will be too small.
What should you say in an exit interview as an employee?
Be specific and factual: what worked, what didn't, and what would have made you stay. Focus on processes and behaviors rather than personal criticism. You can decline to answer any question.