When someone resigns, they are often more candid than they have ever been. An exit interview captures that honesty while it is still fresh: why they are leaving, what worked, and what you could improve. Use this form during the employee's notice period, ideally in the last week, so there is time for a real conversation. Patterns across several exits are far more useful than any single response, so ask the same questions every time.
Copy this template into your document editor, or manage it inside Qrew HR's document workflows.
Exit interview form template
Section 1: Employee details
| Employee name | [Full Name] |
| Employee ID | [ID] |
| Designation | [Job Title] |
| Department | [Department] |
| Reporting manager | [Manager Name] |
| Date of joining | [DD/MM/YYYY] |
| Last working day | [DD/MM/YYYY] |
| Type of exit | [Resignation / Contract end / Retirement / Other] |
| Interview conducted by | [Interviewer Name, HR] |
| Interview date and mode | [DD/MM/YYYY], [In person / Video call / Online form] |
Section 2: Reasons for leaving
What are the main reasons you decided to leave? (tick all that apply and mark the primary reason with a star)
- [ ] Better compensation elsewhere
- [ ] Career growth or promotion opportunity
- [ ] Role or type of work
- [ ] Relationship with manager
- [ ] Team or work culture
- [ ] Workload or work-life balance
- [ ] Work location, commute, or remote work options
- [ ] Higher studies
- [ ] Personal or family reasons
- [ ] Health reasons
- [ ] Relocation
- [ ] Other: [specify]
Was there a specific moment or event that led to your decision?
[Response]
Could anything have changed your decision to leave?
[Response]
Section 3: Rate your experience
Rate each statement from 1 (strongly disagree) to 5 (strongly agree).
| Statement | Rating (1–5) | Comments |
|---|---|---|
| My role matched what was described when I joined | [ ] | [Comments] |
| I had clear goals and knew what was expected of me | [ ] | [Comments] |
| I had the tools and resources to do my job well | [ ] | [Comments] |
| My manager gave me regular, useful feedback | [ ] | [Comments] |
| My manager supported my growth | [ ] | [Comments] |
| I was recognised for good work | [ ] | [Comments] |
| My compensation was fair for my role | [ ] | [Comments] |
| I had opportunities to learn and grow | [ ] | [Comments] |
| My workload was manageable | [ ] | [Comments] |
| I felt respected and included in my team | [ ] | [Comments] |
| HR processes (leave, payroll, queries) worked smoothly | [ ] | [Comments] |
| Onboarding prepared me well for my role | [ ] | [Comments] |
Section 4: Open questions
- What did you enjoy most about working here? [Response]
- What should we stop doing, or do differently? [Response]
- How would you describe the culture to a friend considering a job here? [Response]
- What could your manager have done differently to support you? [Response]
- Were there any policies or processes that made your work harder? [Response]
- What does your new role offer that we did not? (optional) [Response]
- Did you ever experience or witness behaviour that went against our code of conduct or POSH policy? [Response – if yes, HR will follow up separately and confidentially]
- Is there anything else you would like to share? [Response]
Section 5: Future relationship
| Would you recommend [Company Name] as a place to work? | [Yes / Maybe / No] |
| Would you consider returning in the future? | [Yes / Maybe / No] |
| May we keep in touch through our alumni network? | [Yes / No] |
Section 6: Exit formalities checklist (HR use)
| Item | Status |
|---|---|
| Resignation accepted and last working day confirmed in writing | [ ] |
| Knowledge transfer and handover completed | [ ] |
| Laptop, ID card, access card, and other assets returned | [ ] |
| System and tool access revoked on last working day | [ ] |
| Leave balance and encashment confirmed | [ ] |
| Full and final settlement calculated and shared | [ ] |
| Relieving and experience letters issued | [ ] |
| PF exit date updated; employee informed about PF transfer or withdrawal | [ ] |
| Gratuity processed (if eligible) | [ ] |
Section 7: Interviewer notes (confidential)
| Primary reason for leaving (interviewer's view) | [Reason] |
| Regrettable exit? | [Yes / No] |
| Eligible for rehire? | [Yes / No / Conditional] |
| Key themes and suggested actions | [Notes] |
| Interviewer signature and date | ____________________ [DD/MM/YYYY] |
How to use this template
- Have someone other than the manager conduct it. Employees are rarely candid about a manager to that same manager. HR or a skip-level leader works better.
- Explain confidentiality up front. Tell the employee how their answers will be used, who will see them, and that feedback is reported in aggregate wherever possible.
- Offer a written option. Some people share more in a form than face to face. Send the form in advance and use the meeting to discuss it.
- Listen more than you talk. This is not the time to argue or to try to change their mind. Ask follow-up questions and take notes.
- Act on serious issues immediately. If someone raises harassment, discrimination, or fraud, follow your POSH or grievance process. Do not just file it.
- Review trends every quarter. Tag each exit with its primary reason and look for patterns by team, manager, tenure, and role.
- Keep exit steps on track. Qrew HR's employee records keep exit documents and history with the employee profile, and Payroll & Compliance helps you process full and final settlement.