Exit Interview Policies: How Can We Make This Format More Comprehensive for Your Company?

I have enclosed one Exit Interview format. Please have a look. I hope it would offer some kind of help for you to formulate Exit Interview policies for your company. Do let me know if we can add something else to make it more comprehensive.

Hi,

This format is good and comprehensive, which is what most companies have. However, please note that there should be a face-to-face interview with the person who is leaving in the presence of an HR representative. Sometimes, this interview may be conducted in the presence of an independent manager (unconnected with the leaving employee) to get a better perspective. The form itself should be filled out by the HR representative while the interview is happening.

Exit interviews are seldom reliable, and most people don't express their honest views to leave the door open for a possible return. However, with a variety of innovative data collection methods (apart from exit interviews), a pattern can be established, and corrective action can be taken.

Thanks,
Srivathsa

Hi,

Thank you for your response. We do conduct face-to-face interviews with the employee whom we would be relieving. The concerned HR person takes care of it.

Regards,
Dixita

Hi,

I always have a feeling that an exit interview with the departing employee should also be supplemented with some feedback from his/her close colleagues (with whom he/she is likely to share information) regarding the exit circumstances, etc. This will perhaps help in obtaining authentic or closer to reality information.

Thanks,
RSrikanth.

Of course, but we are not sure how frank or open they would be in letting us know about it. For that, we need to have rapport with them.

Regards,
Dixita

Hello Dixita,

I am working as an A.M. (HR). I used to conduct exit interviews. The format you have composed is really more comprehensive and provides most of the information required at the time of an employee leaving for our further analysis on the subject. Well done, keep it up. Thanks for sharing the information.

With Best Regards,
Mohd. Arif Khan

Hi Dixita,

The exit interview form is quite good, but I would suggest you to reformat it in a way that allows for obtaining inputs for conducting attrition analysis. Currently, we are using a certain format for the exit interview, and based on that, we perform attrition analysis.

These were my suggestions. Please feel free to reach out for any further recommendations at p_ashar21@rediffmail.com.

Regards,
Punit

Hi! Comprehensive form..

My only query is that do all your employees actually complete this form, especially since it is so long (6 pages).

Do you follow any system wherein the Exit Interview form is sent after six months after the employee has left your services to gauge the actual reasons why they have left? After all, an employee while leaving will not necessarily give you the actual reasons for leaving to avoid any unpleasantness.

Regards,
Swapna Nair

Hi Swapna,

The candidate does not fill in the exit form. It's the HR person who does it. I would have an interview with the candidate, and in this process, I would ask these questions. We follow this on the last working day of the candidate and not after six months.

Regards,
Dixita

Hi,

It is good work putting up the form together; it covers more or less all the points that need to be addressed. However, a few suggestions:

1. Make it objective wherever possible. In the case of subjective questions, very few will write. Good points here and there would be stated.

2. Objectivity is easier, so they do answer every question; indirectly, we would still get their views.

3. It looks a little too lengthy; try to make it as concise as possible.

4. Employees who leave the organization always like to go away with a good note; hence, very rarely do they pen down their concerns.

5. Concerns, if any, they would rather speak than write. So meeting these people is a must in order to improve the organization.

6. The good points as well as the concerns have to be shared with the concerned persons in order to improve the organization. Only then, this entire exercise would be meaningful.

I have a few; can definitely share if you like. Have fun!

Regards,
Francis

Hi,

Greetings and good wishes to all members. My name is Chandrasekaran, working as Head of C&B in a leading Pharma company. Your exit interview format is very useful for all HR professionals. Keep it up, and let's share HR info regularly.

Regards,
Chandru :)

Hi Dixita,

It was a good format and very detailed one, but I personally think that one should not rely completely on these forms. I work in a hospital as an HR executive. There, the turnover of doctors is very high. They don't have time to fill such detailed forms. So what shall I do? Can you suggest some retention strategies for the same? It's open for anyone who reads this.

Hi,

I don't think you should ask the person (who is leaving) to fill in this form. Rather, sit with him, try to understand the situation from an HR perspective, analyze it, and then fill out the form yourself. It may be lengthy, but the person should also have a feel-good factor while leaving the organization.

Dear Dixita,

Nice format. However, an employee, while leaving, will not necessarily give you the actual reasons for leaving to avoid any unpleasantness. So, the best way to get good feedback is to make the format more objective, and the identity of the employee should be kept confidential. The name, designation, all these things should be optional and not compulsory. Employees may be asked to write the total duration of tenure and not necessarily the date of joining/leaving.

These forms should be issued at least three days before leaving the organization, and the employee can drop the duly filled exit interview form in a suggestion box. The suggestion box should be opened only once a month in the presence of two to three people from other departments.

This way, without fear of disclosing identity, employees will give real feedback.

Thanks and Regards,
Bahubali

Dear All,

I appreciate the efforts put in by the members to design this comprehensive exit interview form, which I feel will help us a lot. I personally feel that in addition to the Exit Interview Form, we should ask subjective questions to the resigned employee based on his job profile and the division in which he is working to find out the reasons for his resignation.

No doubt, the Exit Interview Form is a powerful tool for knowing the reasons for resignation, but more insights can be gathered through personal interaction where the resigned employees feel there is someone who wants to listen to them. Therefore, an exit interview should have more of a human touch and should be followed by an exit interview form.

Regards,
Sumit

Hi Dixita,

It is very nice to see such a good format. Will you please help me to solve my queries? Actually, I find it a bit irrelevant to take an exit interview because the exit interview can only provide us with information on what things need improvement. Do you think that the implementation of all the suggestions is done in the company, even if the suggestion is relevant? Or are they mostly considered just a formality?

One more thing that I was thinking is: Will the employee who is leaving the firm provide you with genuine feedback? If yes, what is his/her benefit in doing that?

Thank you.

Hi,

Being in HR, we need to streamline a lot of things in the system, and the exit interview is one of the ways to do it. I represent a company with very low attrition rates. We can't expect employees to be 100% truthful to us, but we understand the pain of losing a good resource. Therefore, we try to determine their interest in returning to us in the future, and most of the time, the response is "yes."

Hi Dixita,

Thank you for solving my query. I apologize for reaching out with another question. Is it easy for a firm to conduct exit interviews when there is low attrition? What about firms with high attrition rates? Would conducting exit interviews be the right approach for them to improve their processes?

With regards,
Neha

Hi,

Just an addition!

For managing time, a single-page format of an exit interview form. This I designed during my summer internship.

Thanks & Regards,
Tanvini Gogri

Hi Dixita,

The Exit Interview Form you drafted is excellent. It is clear and precise. This helps in the analysis part of the attrition rate.

Regards,
Nimish Joshi

Hi Dixita,

The exit interview form is very relevant and appropriate to our current scenario, as most companies are facing high attrition. This is going to help in analyzing the reasons for the high attrition. Accordingly, policies can be amended, and new motivational techniques can be worked out.

Thanks for this wonderful contribution. Keep posting.

Sashmita 😀😀

Dear Member of citehr,

The Exit Interview form is really excellent, but it is not applicable for unskilled employees.

Regards,
Chandra

Dear all,

Thank you for the well-done exit interview form. I will keep it for future reference. It is unfortunate that, at the moment, in my company, it is not common practice to use this kind of form due to having more than 2,000 employees.

I am currently seeking a handover form suitable for staff-level employees. Do you happen to have such a form? If so, kindly share it with me.

Thank you for your attention.

Nal2lan

Hi Dixita,

Good job. Can you please help me with the following:

I am doing my summer project on Exit Interviews in a PSU. Please help me with the following information:

1. Is there any latest or new format, policy, and procedure for exit interviews?
2. How is it different from the private sector?
3. If a company has various branches, where should the exit interview be conducted – centralized or decentralized?
4. Who should conduct it – the department head or a third person, i.e., HR?
5. How to administer exit interviews in a PSU.
6. Advantages and disadvantages of centralized and decentralized exit interviews.

Please reply. You can mail me at [email address].

Thanks,
Swati

Hi, This is Prassu. I'm working in FMCG as an HR. I want a personal data sheet format, an exit interview format, and a leave letter format.

Hello Dixita,

Very nice, I was very much searching for the ingredients to be there in the Exit Interview format, and thanks to you for having all those in your format. It is really a nice format and definitely of great help to everyone.

Good job done, keep it up.

Santosh