Free HR template
Exit Interview Template
An exit interview is a conversation with a departing employee about why they are leaving and what it was like to work for you. An exit interview template gives the interviewer a set order of questions and a place for notes. Catapult’s free Word questionnaire has nine core questions in five sections, with follow-up prompts.
- Word (.docx)
- Separation
- 9 questions, 5 sections
Get the free Exit Interview template
Tell us where to send it. Your Word download starts as soon as you submit, and we email you a copy of the link.
If the download did not start, download the Exit Interview template here.
Free Word (.docx) download. See our privacy policy.
What’s included
What’s in the Exit Interview template
Each question sits in a two-column table, with notes and follow-up actions on the right.
Header
Employee, position, date, and interviewer.
1. Reason for leaving
Primary reason for leaving, with a follow-up on whether one event drove the decision.
2. The job itself
Most and least rewarding parts of the job, whether training and resources were enough, and suggestions to improve the workplace.
3. Team and management
Collaboration on the team, whether they would work here again, and feedback on their leader’s management style.
4. Pay and benefits
How they rate pay, benefits, and other incentives.
5. Closing
What it takes to succeed at the company, and whether you can help with anything else.
Comments and next steps
Space to record follow-up actions after the interview.
Checklist
What to include in an exit interview
- Employee, position, date, and interviewer
- Primary reason for leaving
- What was rewarding, and what was not
- Training and resources
- Team collaboration and management feedback
- Pay, benefits, and incentives
- Suggestions to improve the workplace
- Notes and follow-up actions
When to use it
What the Exit Interview template helps with
Use it in the last days of employment, while the experience is fresh.
It helps you
- Find out why people leave, in their words.
- Spot patterns by team, manager, or role across many interviews.
- Hear concerns about pay, training, or management before they spread.
- End employment on a respectful note.
Who should use it
HR teams and managers handling voluntary resignations, and leaders looking for retention data.
How to use it
How to use the Exit Interview template
- Schedule the interview near the employee’s last day and pick an interviewer, often someone other than their direct manager.
- Add or remove questions to fit the role and the circumstances.
- Work through the questions in order and record notes in the right-hand column.
- Log follow-up actions under Comments and next steps.
- Store the notes confidentially and review results across interviews for patterns.
Common mistakes
Mistakes to avoid
Having the direct manager run it
Employees are less likely to speak openly about their own manager.
Leading questions
Ask open questions and let the employee answer in their own words.
Ignoring complaints
A report of harassment or discrimination needs follow-up, even at exit.
Never looking at the data
One interview is an anecdote. Patterns across many are what you can act on.
Compliance notes
What to check before you use it
Employment laws vary by state and change over time. These notes are general and point to the official sources.
Act on complaints
If an employee raises harassment, discrimination, or retaliation during an exit interview, treat it as a complaint and follow up. Retaliation against people who complain about discrimination is illegal.
Source: U.S. EEOC, Prohibited employment policies and practices
Keep notes factual
Record what the employee said, not your opinion of it, and store notes with restricted access.
Not legal advice. This page and the template are general information, not legal advice. For your situation, talk to an employment attorney or HR advisor. Catapult members can bring employment law questions to our advisors as part of their membership.
FAQ
Exit Interview template questions
What is an exit interview?
An exit interview is a conversation with an employee who is leaving, usually in their last days, about why they are leaving and what working for the organization was like.
What is the purpose of an exit interview?
To learn why people leave, find patterns you can fix, such as pay, training, or management issues, and end employment on good terms.
How do you conduct an exit interview?
Schedule it near the last day, choose a neutral interviewer, explain how the feedback will be used, go through the questions in order with follow-ups, take notes, and record any next steps.
Should you do an exit interview?
Yes, for most voluntary departures. It is one of the few chances to hear directly why people leave. Keep participation optional for the employee and use what you learn.
Who should conduct the exit interview?
Often someone in HR or a neutral manager rather than the employee’s direct supervisor, so the employee can speak openly about their manager and team.
What should you do with exit interview answers?
Look for trends across interviews by team, manager, and reason for leaving, share themes with leadership, and follow up on any complaint of harassment or discrimination.
A template gets you started. An advisor gets you an answer.
When a template does not cover your situation, Catapult members reach a certified HR advisor the same day by phone, chat, or email.