Free form template · Word

Employee Exit Interview Form

The employee exit interview form is the record HR completes during a face-to-face or video exit interview. The interviewer asks the questions, captures the leaver's answers and ratings, and adds their own notes and rehire recommendation, giving the company a structured, comparable record of each exit.

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[Company Logo][Company Name]

EXIT INTERVIEW FORM

Interview Date:: [Date]
Mode:: [In person / Video / Phone]
Interviewer:: [HR Name]

Employee Details

Employee Name
Employee ID
Designation
Department
Reporting Manager
Date of Joining
Last Working Day
Total Service (years / months)

Reasons for Leaving

Primary reason
Secondary reasons
When did you first think of leaving?
Was there anything that could have changed your decision?

Ratings (1 = Very poor, 5 = Excellent)

Area	Rating (1–5)	Comments
Clarity of role and expectations
Relationship with reporting manager
Compensation and benefits
Learning and career growth
Work-life balance and workload
Team culture and respect at work

Discussion

What did you enjoy most about working here?
What should we improve?
Did you experience or witness any concern that should be reviewed (for example harassment or unfair treatment)?
New employer and role (optional)
Would you consider returning in future? (Yes / No / Maybe)

Interviewer Section (confidential)

Key observations
Action points and owner
Rehire eligibility (Eligible / Not eligible / Review)
Reason if not eligible

Declaration: The information shared in this interview will be kept confidential and used only to improve the workplace. Participation does not affect your full and final settlement or relieving documents.

Interviewer
[HR Name]
Date: [Date]

Employee (optional)
[Employee Name]
Date: [Date]

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What this template includes

Interview details: date, mode, interviewer
Primary and secondary reasons for leaving
Ratings on role, manager, pay, growth, culture
Open questions on what could have retained the employee
New employer and role (optional, with consent)
Interviewer observations and action points
Rehire eligibility

When to use it

HR holds a one-to-one exit interview on or near the last working day
You want comparable data across exits to analyse attrition
Senior or high-performing employees are leaving and you need deeper insight
Management wants a rehire eligibility decision recorded

How to customise this template

1Keep the rating scale consistent with your engagement survey
2Add questions specific to your industry, such as shift patterns or travel
3Decide who sees the form; keep it confidential from the reporting manager by default
4Record action points and assign owners

HR tips

Conduct it before the last day, when the leaver is less rushed
Use HR or a neutral interviewer rather than the reporting manager
Do not argue or justify; listen and take notes
Share trends, not individual answers, with managers

For HR & hiring managers

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Frequently asked questions

Who should conduct the exit interview?+

Usually an HR business partner or someone outside the employee's reporting line, so the leaver feels able to speak openly.

Is the exit interview mandatory for employees?+

It is generally voluntary. Companies encourage participation but should not link it to settlement or relieving documents.

What is the difference between the exit interview form and the exit survey?+

The interview form is filled by HR during a conversation. An exit survey is completed by the employee alone, often anonymously online.

All 50 resignation, exit & full-and-final settlement →

[Company Logo][Company Name]
EXIT FEEDBACK FORM
Department:
[Department]
Date:
[Date]
Dear colleague, thank you for your time with [Company Name]. Please spend ten minutes on this form. Your feedback is confidential and will not affect your settlement or relieving documents.
Name (optional)
Designation
Length of Service
Shift / Location
1. Main reasons for leaving (tick up to three)
- Salary
- Better job elsewhere
- Supervisor / manager
- Working hours or shifts
- Travel distance
- Workload
- Lack of growth
- Family or personal reasons
- Health
- Other: ____________
2. Please tick one option for each statement
Form · Word
Exit Interview Feedback Form
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[Company Logo][Company Name]
EMPLOYEE RESIGNATION FORM
Form No.:
[Reference Number]
Date Received by HR:
[Date]
[Company Name]
[Company Address]

To be filled by the employee and submitted to the reporting manager and HR. Please write clearly.
Section A: Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Reporting Manager
UAN (for PF transfer)
Personal Email
Mobile Number
Section B: Resignation Details
Date of Resignation
Notice Period as per Appointment Letter
Requested Last Working Day
Request for Notice Waiver / Buyout (Yes / No)
If yes, reason for early release
Form · Word
Employee Resignation Form
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Name (optional)
Designation
Length of Service
Shift / Location

Date of Resignation
Notice Period as per Appointment Letter
Requested Last Working Day
Request for Notice Waiver / Buyout (Yes / No)
If yes, reason for early release

[Company Logo][Company Name]

EXIT CLEARANCE FORM

Form No.:: [Reference Number]
Date Issued:: [Date]

Part A: Employee Details

Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Date of Resignation / Separation
Last Working Day
Type of Separation (Resignation / Retirement / Termination / Contract End)

Part B: Departmental Clearance

Department	Items to Check	Dues / Recovery (₹)	Cleared By (Name)
Reporting Manager	Handover note, files, pending work	[Amount]	[Reporting Manager]
IT	Laptop, accessories, email and system access, software licences	[Amount]	[Name]
Admin	ID card, access card, locker key, parking sticker, mobile / SIM	[Amount]	[Name]
Finance / Accounts	Salary advance, loan, travel advance, expense claims, corporate card	[Amount]	[Name]
Stores / Library	Tools, uniforms, books, safety equipment	[Amount]	[Name]
HR	Exit interview, leave balance, insurance, PF and gratuity forms	[Amount]	[HR Name]

Part C: HR Final Clearance

Form · Word

Exit Clearance Form

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[Company Logo][Company Name]
EMPLOYEE EXIT CHECKLIST
Employee Name:
[Employee Name]
Last Working Day:
[Last Working Day]
This checklist helps you complete your exit from [Company Name] smoothly. Tick each item as you finish it and contact [HR Name] at [HR Email] for help.
1. Right after resigning
- Submit signed resignation letter or HRMS request
- Receive acknowledgement or acceptance with confirmed last working day
- Agree the handover plan and successor with your manager
- Request notice waiver in writing, if needed
2. During the notice period
- Prepare a handover note covering tasks, contacts, passwords process and files
- Hold walkthrough sessions with your successor
- Submit pending travel and expense claims
- Clear any salary advance or loan as agreed with Finance
- Submit investment proofs for tax calculation in final salary
- Update your personal email, address and nominee details with HR
Checklist · Word
Employee Exit Checklist
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[Company Logo][Company Name]
EXIT INTERVIEW QUESTIONNAIRE
Employee Name:
[Employee Name]
Department:
[Department]
Date:
[Date]
Thank you for taking the time to share your experience at [Company Name]. Your honest answers will help us improve. Responses are confidential and are reviewed only by HR.
A. Your decision
1. What first made you start looking for another opportunity?
2. What does your new role offer that you could not find here?
3. Was there a specific event that confirmed your decision?
4. What could we have done to keep you?
B. Your role
1. How closely did your actual job match the description you were hired for?
2. Did you have the tools, information and resources to do your job well?
3. How manageable was your workload over the last six months?
Form · Word
Exit Interview Questionnaire
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[Company Logo][Company Name]

EMPLOYEE EXIT SURVEY

[Company Name] – Exit Survey

This survey is anonymous. We do not collect your name or employee ID. Results are reviewed only in aggregate to improve the workplace. It takes about eight minutes.

Section 1: About you

Department (select)	[Sales / Operations / Technology / Finance / HR / Other]
Level (select)	[Individual contributor / Team lead / Manager / Senior leader]
Tenure (select)	[Under 1 year / 1–3 years / 3–5 years / Over 5 years]
Work location (select)	[Office / Plant / Field / Remote]

Section 2: Recommendation

On a scale of 0 to 10, how likely are you to recommend [Company Name] as a place to work to a friend? 0 = Not at all likely, 10 = Extremely likely.

Section 3: Rate each area (1 = Strongly disagree, 5 = Strongly agree)

Form · Word

Employee Exit Survey

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[Company Logo][Company Name]
EXIT REASON FORM
Record No.:
[Reference Number]
Date:
[Date]
Employee and Separation Details
Employee Name
Employee ID
Department
Grade / Level
Date of Joining
Last Working Day
Performance Rating (last cycle)
Separation Type (tick one)
- Voluntary – resignation
- Involuntary – termination for performance
- Involuntary – termination for misconduct
- Involuntary – retrenchment / role redundancy
- End of contract / non-renewal
- Retirement / superannuation
- Death or permanent disability
- Absconding / abandonment of service
Reason Codes
Form · Word
Exit Reason Form
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[Company Logo][Company Name]
HR EXIT CHECKLIST
Employee Name / ID:
[Employee Name] / [Employee ID]
Last Working Day:
[Last Working Day]
A. On receipt of resignation (owner: HR Executive)
- Log resignation in HRMS with date received
- Send acknowledgement within one working day
- Inform reporting manager and department head
- Confirm notice period and compute last working day
- Issue acceptance letter after approval
- Raise backfill requisition if approved
B. During notice (owner: HR Business Partner)
- Share notice period guidelines and employee exit checklist
- Issue exit clearance form to employee
- Notify IT and Admin of LWD and access cut-off
- Schedule exit interview
- Collect leave balance and attendance for the final month
- Process notice waiver or extension requests
C. On last working day (owner: HR Executive)
Checklist · Word
HR Exit Checklist
Download .docx

Employee Exit Interview Form

Preview of the form

Employee Details

Reasons for Leaving

Ratings (1 = Very poor, 5 = Excellent)

Discussion

Interviewer Section (confidential)

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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