Exit Interview Checklist for HRs and Managers

An exit interview checklist helps HR teams conduct consistent employee exit interviews, collect honest feedback and identify reasons employees leave. Use this step-by-step checklist to prepare for the interview, ask effective questions, document responses and turn feedback into workplace improvements.

Who this checklist is for: HR professionals, people managers, recruiters and compliance teams responsible for employee separations and offboarding. Outcomes: consistent interviews, documented feedback, reduced legal exposure and clearer handover and improvement actions.

1. Compliance and Policy

1. Confirm termination reason matches employment records and policy
2. Verify final pay, accrued leave payout and benefit end dates
3. Prepare required legal notices, forms and signatures
4. Review confidentiality, non-compete and property return obligations
5. Ensure data protection and record retention requirements are met

2. Planning and Preparation

1. Schedule the interview at least 48 hours in advance or as appropriate
2. Inform employee of purpose, confidentiality and expected duration
3. Notify relevant stakeholders and confirm interviewer allocation
4. Prepare tailored questions and any role-specific prompts
5. Collect personnel file, performance notes and handover documents

3. Exit Interview Questions

Include questions such as:

• What is the main reason you decided to leave?
• What did you enjoy most about working here?
• What could we have done differently to improve your experience?
• Did you have the resources and support you needed?
• How would you describe your relationship with your manager?
• What could we improve for other employees?
• Did you consider staying? If so, what might have changed your decision?
• Would you recommend this organisation to others?
• Is there anything else you would like us to know?

4. Execution and Process

1. Open by explaining purpose, confidentiality and how feedback will be used
2. Ask structured questions about reasons for leaving and improvement ideas
3. Listen actively, probe for specifics and avoid defensive responses
4. Record key points verbatim where relevant and summarise back to employee
5. Confirm next steps for final pay, benefits, references and IT access

5. Documentation and Records

1. Complete a standardised exit interview form with signatures and date
2. Save termination letters, settlement agreements and signed releases
3. Update HRIS, payroll and benefits records with termination details
4. Store interview notes in a secure, access controlled location
5. Log items requiring legal retention or follow up for investigations

6. Review and Follow Up

1. Analyse feedback to identify trends and escalate systemic issues
2. Share anonymised themes with leadership and relevant teams
3. Assign owners and deadlines for corrective actions and improvements
4. Initiate knowledge transfer and handover for critical tasks
5. Close the loop with the employee if follow-up or clarification was promised