If you’re serious about improving employee engagement and reducing turnover, then exit interviews should be a core part of your offboarding process. You might be thinking, “Why bother? They’re already leaving!” — but that’s precisely the point. Departing employees can provide candid, valuable insights into what’s really happening inside your organization. And if you’re committed to retaining top talent and creating a healthier workplace, collecting this feedback is essential.
Exit Interview Forms: The Benefits
Employees on their way out are often more honest than those who stay. That makes exit interviews a goldmine of information about issues that may otherwise go unnoticed. Common themes include:
- Company culture
- Everyday challenges and frustrations
- Access to tools and resources
- Internal communications
- Workplace relationships
- Ethical concerns
- Opportunities for growth and advancement
- Team morale and overall employee sentiment
While you can’t change the outcome for the departing employee, their feedback—when aggregated over time—can help identify deeper patterns and systemic problems. For instance, if many employees cite compensation as a key reason for leaving, it may be time to benchmark your salaries against industry standards. Others might point to communication breakdowns, a noisy work environment, or a lack of support from managers. Once you’re aware of the root causes, you can take meaningful steps to address them.
When done right, exit interviews can significantly boost future employee satisfaction and retention. They’re not just about saying goodbye—they’re about learning, evolving, and improving.
Exit Interview Forms: The Risks
Of course, there are pitfalls to avoid. Left unstructured, an exit interview can easily devolve into a venting session—providing little value to your business. That’s why it’s important to use a standardized exit interview form that guides the conversation and keeps it constructive.
It’s also worth noting that exit interviews are voluntary. Some employees may decline to participate altogether, while others might skip the meeting out of discomfort or fear of repercussions. Every missed interview is a missed opportunity to gain insight.
To encourage participation, reassure employees that their feedback is confidential and will be used solely to improve the workplace—not to affect their references or rehire eligibility. In fact, some companies make completing the form a condition for being considered for future opportunities.
Structuring Effective Exit Interview Forms
A consistent form is key to gathering reliable, actionable data. It helps ensure feedback is relevant and comparable across all employees. Use your company intranet’s forms builder to create a reusable template, or embed a Google Form directly on your intranet page. This allows you to include helpful notes alongside the form to guide the process.
Whenever possible, have someone other than the departing employee’s direct manager conduct the interview—ideally an HR representative or a neutral third party. This promotes openness and reduces tension. In smaller companies without a dedicated HR team, a manager from another department can step in. Alternatively, offer the option to complete the form anonymously online. Some employees may feel more comfortable sharing honest feedback this way.
Now, what should your exit interview form actually cover? The goal is to keep it focused and practical. At minimum, it should touch on:
- Primary reasons for leaving
- Access to tools and resources
- Workplace relationships
- Overall company culture
Exit Interview Forms: Sample Questions
When it comes to exit interviews, less is more. Departing employees typically don’t want to spend time answering a long list of questions—and you don’t want to be overwhelmed by data that’s difficult to analyze. Keeping your exit interview form short and focused ensures higher participation and more actionable feedback.
Below are some sample exit interview questions grouped under the key themes we discussed earlier. Feel free to copy them directly or use them as a framework to design your own custom form.
Reasons for Leaving
- What initially prompted you to explore new job opportunities?
- What are the main reasons for your decision to leave?
- What was the deciding factor in accepting your new role?
Tools of the Trade
- What three aspects of your job did you enjoy most?
- What three aspects did you enjoy the least?
- Did you feel you had the resources and support needed to perform your role effectively?
Relationships with Colleagues and Managers
- How would you describe your working relationship with your manager?
- Did you have clear goals and a good understanding of what was expected of you?
- How would you describe the overall team morale and employee spirit?
Company Culture
- How would you describe your understanding of the company’s overall mission and goals?
- Did you feel your work contributed to those goals?
- What’s your impression of leadership and management across the company?
During the interview, it’s important to keep the conversation constructive. Stick to the form and avoid personal gossip or grievances that don’t contribute to broader organizational learning.
Exit Interview Forms: Processing the Feedback
Every completed exit interview form presents an opportunity to improve your workplace. Sometimes the feedback will lead to quick wins—like installing a dedicated printer for payroll confidentiality. Other times, it might uncover bigger issues such as a lack of effective internal communication. Either way, the key points should be shared with the relevant supervisor or department heads to take action.
It’s also important to consolidate data from exit interviews over time. Look for trends and recurring issues, and share these findings with senior leadership regularly. This allows for proactive changes that could prevent future resignations.
And don’t keep your findings behind closed doors. If action is taken in response to feedback, share the news across the company—use your intranet’s news feed to communicate updates. Transparency around feedback shows your commitment to listening, and that alone can strengthen employee engagement and trust.
Want to learn more about building effective exit interview forms and how an intranet can streamline the process? Contact the MyHub team today for a personalized demo or take advantage of our 14-day free trial to explore all the benefits of our intranet solutions.
FAQ Section
Why are exit interview forms important?
They help identify patterns and issues within your organization that may be causing employees to leave.
What should an exit interview form include?
Focus on reasons for leaving, tools and support, workplace relationships, and perceptions of company culture.
Are exit interviews mandatory?
No, they are voluntary, but offering anonymity or third-party facilitation can improve participation.
